An AODocs document belongs to an AODocs document class.
An AODocs document class belongs to an AODocs Library and defines a “type” of document of this library. Learn more here: What is a Document Class?
An AODocs document is composed of several elements:
- System properties
- Custom properties
- Workflow State
Attachments are files stored in Google Drive owned by the AODocs storage account.
System properties are information always available:
- Creation date
- Last update
- Last updater
Note: System properties are auto-generated by the system for every document and cannot be tampered with.
Description is a rich text field which can include images and formatted text.
Custom properties are fields configured at the document class level to provide custom information about the document. They are also called metadata.
Learn more here: Configure Custom Properties
Relations are links created between documents of the same library.
Learn more here: Configure Document 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 can change depending on the workflow transitions.
Learn more here: Step 2: Configuration - Create Workflow States
An AODocs document can be considered as an envelope containing all of the previous elements. Depending on your library type, some elements are available, mandatory or optional.
AODocs document structure for each Libraries
There are 3 types of Libraries: Team Folder, Secured Folders and Document management.
Each has specificities impacting the structure of an AODocs document.
Team Folder Library:
Team folder documents do not have Relations.
Team Folder and Secured Folder Libraries:
|Document management Library:
For Document Management library, attachments are optional and can be multiple for AODocs document. This means that an AODocs document can have zero, one or more attachments.
AODocs Documents can not be browsed in the Google Drive interface, only through the AODocs interface.
Attachments of the AODocs documents can be accessed through Google Drive through the search bar, the Recent, Starred, Shared with me sections but they are not located in a folder structure.
For all Libraries:
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: