What are AODocs documents?

AODocs documents are digital records managed within the AODocs platform. 

AODocs documents are stored in libraries. Each library has one or more document classes. These  define the "type" of documents it contains. For example, Invoices, Expense reports, or Purchase orders.

AODocs documents contain the following elements: 

• A title (required)
• 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: An AODocs document can have no attached files, one attached file, or several attached files, depending on the type of library. Learn more: The structure of AODocs documents in 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 in the document class. They provide custom information about the document. They are also called metadata.
  Learn more: Create and configure custom properties
• System properties (required)
  These properties are created automatically by AODocs. Examples include Creation date, Last update, Author, and Last updater.

Note: You can't modify system properties.

• Relations 
  These are links between AODocs documents in the same library.
  Learn more: Document relations
• Workflow state
  This is a step in the workflow related to the document class to which the AODocs document belongs. If a workflow is defined, every document in the class has a workflow state. The workflow state changes when a user or the system triggers a workflow transition.
  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: The structure of AODocs documents in each type of library.

The structure of AODocs documents in each type of library

There are three types of library:

• Team Folders
• Secured Folders
• Document Management libraries

Each has specificities which affect the structure of an AODocs document.

Team Folders

Team Folders have only one document class, so all documents in a given Team Folder are of the same "type". All documents in Team Folders have the same custom properties and workflow (if defined). Documents in Team Folders do not have relations.

Team Folders and Secured Folders

Secured Folders and Document Management libraries

Document Management libraries 

Documents in Document Management libraries can have zero, one, or more attached files. The attached files in Document Management libraries can be stored in Google Drive, Google Cloud Storage (CGS) or Azure Blob Storage. Learn more: Where is my content stored? In Document Management libraries using Google Drive, you can browse attached files in the AODocs interface only. You can't browse attached files in the Google Drive interface because they aren't located in the folder structure. However, you can access these attached files in Google Drive through the search bar, and the Recent, Starred, and Shared with me sections.

All library types

All AODocs document have system properties. The description, custom properties, relations and workflow states are optional elements. A library administrator can define them, but they are not required for the document to exist.