Attachments are files that are attached to AODocs documents. Attachments in Document Management libraries can be stored in:
- Google Drive – the attachments in your library are stored in the Google Drive associated with the storage account of your library
- Google Cloud Storage – the attachments in your library are stored in one or more Google Cloud Storage (GCS) buckets
Learn more: What are attachments?
Documents in Document Management libraries can have no attachments, one attachment or several attachments.
The following actions are specific to Document Management libraries:
Note: You can also:
– upload non-Google attachments in libraries using Google Drive storage
– preview attachments
– download attachments
Add attachments
Access the Add attachment feature
1. Open a document in a Document Management library.
2. Either:
- press Add attachment in the Properties tab
- scroll down to the Attachments section and press Add attachment – you have to press Edit first if your document doesn't yet have any attachments
Tip: You don't have to enter edit mode to add attachments: you can access the Add attachment button in view mode either from the Properties tab or from the Attachments section (if your document already has one or more attachments).
Select files to add in libraries using Google Cloud Storage
In libraries using Google Cloud Storage, you can select local files to add to your AODocs document.
1. Press Attach. Your device's file picker opens.
2. Select a file and press Open. The file is uploaded to your document.
If required, repeat these steps to add more files.
Select files to add in libraries using Google Drive storage
In libraries using Google Drive storage, Google users can select one of the options:
- Attach — to upload files from your device or import files from Google Drive
- Upload and convert — to upload Microsoft Office files as attachments
- Upload using virtru (available only if Virtru is activated on your domain and in this library) — to encrypt and upload a file
- Create — to create Google files from scratch
Upload files from your device or import files from Google Drive
Important: You can't upload files from your device if you're using the Files feature on a Chromebook. You must select your files from Google Drive instead.
1. Select Attach in the Add attachment pop-up. The Google Drive file picker opens where you can:
- drag and drop files from your device
- select files from your device
- select files stored in your Google Drive
Notes:
When you upload a file from your device:
– the file is first uploaded to your Google Drive - you are the owner
– then ownership of the file is transferred to the storage account of the library
When you import a file from Google Drive:
– you can only select files you own in the Google Drive file picker
– as these files are already uploaded in your Google Drive, you will only import files to AODocs and give the ownership of your files to the storage account of the library
2. Choose one or more files and press Upload. The files are uploaded to your document.
Upload Microsoft Office files as attachments in libraries using Google Drive storage
1. Select Upload and convert in the Add attachment pop-up. Your device's file picker opens.
2. Select a Microsoft Office file to upload and press Open.
The Microsoft file is converted to the corresponding Google file format and attached to the document.
Note: When you upload a Microsoft file from your device:
– the file is first uploaded to your Google Drive – you are the owner
– then ownership of the file is transferred to the storage account of the library
Encrypt and upload files using Virtru
1. Select Upload using Virtru in the Add attachment pop-up.
2. Follow the procedure described in the Virtru User Guide.
Create Google files from scratch
1. Select Create in the Add attachment pop-up.
2. In the Create a file pop-up, select the type of file to create:
- Google Docs
- Google Sheets
- Google Slides
- Google Drawings
3. Enter the name of your new file.
4. Press Create.
5. The Google file appears as an attachment in your document.
Note: When you create a new Google file:
– the file is first created in your Google Drive - you are the owner
– then ownership of the file is transferred to the storage account of the library
Rename attachments
1. Open a document in a Document Management library.
2. Press the Edit button.
3. Scroll down to Attachments.
4. Press the Edit button next to the attachment you want to rename.
5. Enter a new name for your attachment.
6. Validate or cancel your change using the check mark or cross button.
7. Press Save.
Re-order attachments
If you have more than one attachment in your document, you can display them in the order you want.
1. Open a document in a Document Management library.
2. Press the Edit button.
3. Scroll down to Attachments.
4. In libraries using Google Drive storage, use the arrow buttons to re-order the attachments in your document.
In libraries using Google Cloud Storage, click the icon with dots next to an attachment and drag and drop it to the required position in the list.
5. Press Save.
Remove attachments
1. Open a document in a Document Management library.
2. Press the Edit button.
3. Scroll down to Attachments.
4. Press the red trash button next to the attachment you want to delete.
Important: Before saving, you can cancel your action by pressing the red backward arrow. After removing an attachment from a document, you can't restore it.
5. Press Save.
