AODocs documents are digital records managed within the AODocs platform.
AODocs documents are stored in libraries. Each library has one or more document classes, which define the "type" of documents it contains – for example, Invoices, Expense reports, or Purchase orders.
AODocs documents contain the following elements:
- A title (required)
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Attached files
These are files that are attached to the AODocs document. They're stored in Google Drive, Google Cloud Storage or Azure Blob Storage. They are owned by the AODocs storage account. Note: Depending on the type of library, an AODocs document can have no attached files, one attached file, or several attached files. Learn more: AODocs document structure for each type of library. -
A description field
This is a rich text field that can include images and formatted text. -
Custom properties
These are configured at the document class level to provide custom information about the document. They are also called metadata.
Learn more: Create and configure custom properties -
System properties (required)
These properties are automatically generated by AODocs, for example, Creation date, Last update, Author, Last updater.
Note: You can't modify system properties.
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Relations
These are links between AODocs documents in the same library.
Learn more: Document relations -
Workflow state
This is a step of the workflow specific to the document class the AODocs document belongs to. If a workflow is defined, every document of the class has a workflow state. The workflow state changes depending on the workflow transitions.
Learn more: Step 2: Configuration — Create workflow states
Each AODocs document has a unique URL and document ID.
Note: Some elements are required. Some elements aren't available in certain types of library. Learn more: AODocs document structure for each type of library.
AODocs document structure for each type of library
There are three types of library:
- Team Folder
- Secured Folder
- Document Management library
Each has specificities which affect the structure of an AODocs document.
The following diagrams show the specificities of AODocs documents in different library types.
Team Folders
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Documents in Team Folders do not have relations. |
Team Folders and Secured Folders
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Secured Folders and Document Management libraries
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Secured Folders and Document Management libraries can have more than one document class. This means that you can have documents of different "types" in the same library. Each document class can have a specific workflow. All documents of a given document class use the same workflow, for example, contract validation. You can create relations between documents in Secured Folders and Document Management libraries. |
Document Management libraries
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Documents in Document Management libraries can have zero, one or more attached files. The attached files of Document Management libraries can be stored in Google Drive, Google Cloud Storage (CGS) or Azure Blob Storage. Learn more: Where is my content stored? For Document Management libraries using Google Drive, you can't browse atached files in the Google Drive interface, only in the AODocs interface. However, you can access the attached files of AODocs documents in Google Drive through the search bar, and the Recent, Starred, and Shared with me sections, but they aren't located in a folder structure. |
All library types
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All AODocs document have system properties. The description, custom properties, relations and workflow states are optional elements. They can be defined by the library administrator but are not mandatory for the document to exist. |