Create documents in Team Folders and Secured Folders

As a document creator, you can create AODocs documents from scratch in Team Folders and Secured Folders.

Note: 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

Note: 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.

 Choose the type of document to create
 Choose a file
           Upload files from your computer or import files from your My Drive
           Upload Microsoft Office files as attachments
           Encrypt and upload files using Virtru
           Create Google files from scratch
 Make changes to your document in create mode

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: to create a new document without using a template

Note: 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

image01.pngCreating 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: 

image02.png

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 computer or import files from your My Drive

Important: You can't upload files from your computer 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 computer
  • select files from your computer
  • select files stored in your Google Drive

Notes: 
1. When you upload a file from your computer:
– 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.

image3.png

3. Select a file and 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.

image04.png


Upload Microsoft Office files as attachments

1. Select Upload and convert in the Choose a file pop-up.

2. Your computer file picker opens. Select a Microsoft Office file to upload.

3. Press Open.

image4.png

The Microsoft file is converted to the corresponding Google file format and attached to the document.

Note: When you upload a file from your computer:
– 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.

image05.png

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


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.

image07.png

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.

image08.png

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:

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 once you have saved 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?

image09.png
Unsaved document in create mode in a Secured Folder

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