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 of this library. Learn more here: What is a Document Class?

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 information always available:

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

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_folders_xxhdpi.png

Team Folder Library:
All the documents of a Team Folder have the same custom properties and workflow. Indeed Team Folder Libraries only have one document class.

Team folder documents do not have Relations.

team_folders_xxhdpi.pngsecured_folders_xhdpi.png

Team Folder and Secured Folder Libraries:
A Team Folder and Secured Folder documents 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 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:
The only element always mandatory in an AODocs Document is the “System properties”.

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:
 

Was this article helpful?
0 out of 0 found this helpful
Have more questions? Submit a request

Comments

0 comments

Please sign in to leave a comment.