What is an AODocs document?

An AODocs document belongs to an AODocs document class. An AODocs document class belongs to an AODocs library and defines a “type” of document in the library. Learn more: What are document classes?

An AODocs document is composed of several elements:

  • Attachment(s)
  • System properties
  • Description
  • Custom properties
  • Relations
  • Workflow state

Attachments are files stored in Google Drive owned by the AODocs storage account.

System properties are automatically generated by the system:

  • Creation date
  • Last update
  • Author
  • Last updater
  • Library
  • Class

Note: You can't modify system properties.

An AODocs document can be considered as an envelope containing the following elements. Depending on your library type, some elements are available, mandatory or optional.

  • Description is a rich text field that can include images and formatted text.
  • Custom properties 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
  • Relations are links created between documents in the same library.
    Learn more: Configure relations
  • Workflow state is a step of the workflow of the document class. 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

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.

image01.png

Team Folders:
All documents in Team Folders have the same custom properties and workflow. Team Folders have only one document class.

Team folder documents do not have relations.

image01.png

image02.png

Team Folders and Secured Folders:
Documents in Team Folders and Secured Folders have one attachment. This means that an AODocs document contains exactly one Google Drive file.
The title of the AODocs document and the attachment are the same.

dms_xxhdpi.png Document Management library:
For documents in Document Management libraries, attachments are optional and can be multiple. This means that an AODocs document can have zero, one or more attachments.

You can't browse these documents in the Google Drive interface, only in the AODocs interface.

You can access attachments 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.

 

For all libraries:
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.


The following diagram represents the specificities of the AODocs documents in the different libraries:

image04.png

Was this article helpful? 4 out of 4 found this helpful
If you didn’t find what you were looking for, don’t hesitate to leave a comment!
Have more questions? Submit a request

Comments

1 comment
  • Can you share examples of why you would create AODocs documents without attachments?

    0
    Comment actions Permalink

Please sign in to leave a comment.