Add files and folders as an external user

If you are an external user and you have been shared an AODocs library, you can edit existing files but you can also import your files into AODocs.
Important:
- When adding a file to an AODocs library, the file is initially owned by your account and the ownership of the file is then transferred to the storage account of your library.
- G suite forbids the transfer of document ownership between different G Suite domains or from a gmail.com account. That means an external user cannot import their files directly into AODocs.

When adding a file as an external user

  • The original file is copied by the storage account in the target library.
  • The original file is moved into a specific folder "My files imported to AODocs (targetdomain.com)"

Making copies of these external files have the following impacts:

  • The files will have different ID and URLs
  • The revision history of the files will be lost
  • The comments of the files will be lost

When AODocs imports by copy the files or folders owned by external users, AODocs will notify the external user with an email and will relocate the original files in a folder named "My files imported to AODocs (targetdomain.com)".

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An external user imports files/folders by:

- Dragging and dropping of existing Drive files/folders or locally stored files/folders to a Team Folder library.

- Clicking on New > Files/Folders Upload when in a Team or Secured Folder library

- Click on the “Import into AODocs” button when the Smartbar is set on the target domain.

- Filling the document form or attaching a new file to a document in a Document Management Library

 

Below is the detailed sequence of action taken by AODocs when an external user imports files/folders in an AODocs library:

1. The files/folders are moved under the AODocs folder structure and are still owned by the external user.

2. AODocs detects that new files are added to its folder structure.

3. AODocs makes a copy of the original files or folders owned by the external user and adds them to same location where the user has imported their files or folders.

4. AODocs removes the original files/folders from the folder structure and puts them in a Folder named "My files imported to AODocs (targetdomain.com)" shared with the external user (the importer)

Note: when external files are imported into a Document Management Library the files are moved to the “My Drive” of the external user instead.

5. AODocs sends an email to the external user (the importer) when it is the first time that the user import files/folders in this domain.

All these actions can be witnessed in the Activity section of the parent folder in the Google Drive interface.

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