As a document creator, you can create AODocs documents from scratch in Team Folders and Secured Folders.
Notes:
– Document attachments in Team Folder and Secured Folders are always stored in Google Drive. Team Folders and Secured Folders don't support storage in Google Cloud Storage (GCS).
– The document creation flow varies according to the type of library, its configuration and where you are in the AODocs interface when you create your document.
Notes: You can also:
– Create documents in Document Management libraries
– Create documents from a template
– Create documents by copy
– Create new related items (documents) in Secured Folders
To create documents:
Choose the type of document to create
1. Access your library homepage, a view or a document.
2. Press New.
3. A panel appears with the document classes in your library sorted alphabetically. For the required class, select one of the available options:
- Blank (or the document class name if no templates are defined): to create a new document without using a template
Notes:
– The Blank option is displayed if the document class has templates configured. If there are no templates, only the document class name is displayed.
– There’s no Blank option when a default template is defined for the document class. Learn more: Create documents from a template.
- a document template, with or without an attachment
Note: If there's only one document class in your library (always the case for Team Folders) with no templates or with a default template, the Choose a file pop-up opens directly. Go to: Choose a file.
Tip: Press the name of a document class directly to create its default new document:
– blank if no template or no default template is defined
– the default template, if defined
Creating a document from the library homepage in a Secured Folder
Notes:
– If you're in a view specific to a document class, the panel shows the options for the current class only.
– If you're on a document page, you can also create a document by copy or (in a Secured Folder in which relations have been set up) create a new related item.
When you've selected the type of document to create, the Choose a file pop-up opens.
Choose a file
In the Choose a file pop-up, select one of the options:
- Attach – to upload files from your device or import files from your My 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
When you've chosen a file:
- If the document class doesn't contain empty mandatory properties, your document is created. Its title is the name of the file you created or uploaded.
- If the document class does contain empty mandatory parameters, an unsaved document opens in create mode
Upload files from your device or import files from your My 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 Choose a file pop-up.
2. 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:
1. 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
2. When you import a file from your My 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.
3. Press Upload.
4. Your document is created. Its title is the name of the file you uploaded.
You can choose to open it in Google Drive or in AODocs.
Upload Microsoft Office files as attachments
1. Select Upload and convert in the Choose a file pop-up.
2. Your device's file picker opens. Select a Microsoft Office file to upload.
3. Press Open.
The Microsoft file is converted to the corresponding Google file format and attached to the document.
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
4. Your document is created. Its title is the name of the file you uploaded.
You can choose to open it in Google Drive or in AODocs.
Encrypt and upload files using Virtru
1. Select Upload using Virtru in the Choose a file pop-up.
2. Follow the procedure described in the Virtru User Guide.
Create Google files from scratch
1. Select Create in the Choose a file pop-up.
2. A pop-up opens. 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. Your document is created. Its title is the name you gave to the Google file.
It opens in the AODocs document editor.
Notes: 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
Make changes to your document in create mode
When you have chosen a file, if there are mandatory properties to fill in, an unsaved document opens in create mode. A progress bar indicates how many mandatory items (including the document title) have been filled in. The mandatory properties are marked with a red star.
You must fill in the mandatory properties before pressing Save to create your document. You can also:
- choose the folder where the document will be located
- add one or more relations, if configured in your Secured Folder
Note: Relations aren't available in Team Folders.
- add a document description
1. Edit the title (if required) and fill in the mandatory properties. Learn more: Edit custom properties.
2. If required, you can change the folder where your document will be located.
The default folder is:
- the library root if you created the document from the library homepage or from a view without a folder structure
- the current folder if you created the document from a view with a folder structure
Press the Choose folder button. In the Folder selection pop-up, select the required folder and press Select Folder.
Tip: You can search for folders and create new folders in your folder structure.
3. In Secured Folders, if relations have been set up by a library administrator, you can press the Add related item button and add one or more relations or create a related item. Learn more: Create new related items.
4. If required, add a description to your document. The rich text field can include:
- links
- tables
- images
- videos
- embedded external content with iframes
The description is displayed in the Properties tab of the document. The text in the description is searchable in the AODocs search bar on the library homepage.
Learn more: Search for documents in your AODocs library.
Notes:
– The description field may be mandatory if the field permissions are managed by workflow states.
– You can only insert images in the description after saving your document.
9. Press Save to create your document. Your document opens in the AODocs document editor.
Note: You can't save your document:
– without filling in all mandatory fields
– if some property values are outdated or incorrect
Learn more: What if you can't save your document?
Unsaved document in create mode in a Secured Folder