This article explains how to copy documents and folders from Team Folders or Secured Folders. You can copy documents and folders to any AODocs library that uses Google Drive. When you copy content from one library to another, the original content remains in the source library.
Different options apply when copying documents from Document Management libraries.
Library administrators can move content from Team Folders or Secured Folders to other libraries.
Learn more about copying and moving content:
In this article:
Automatically generated table of contents
Before you start
Who can copy content to other libraries from beta views?
In beta views, by default only library administrators can copy content to other libraries or to a user's Drive. They also need specific permissions in the target library. They must be:
- at least contributor in the target library
- document creator in the target document class
A custom configuration flag lets contributors or readers in a library copy documents to other libraries in which they are contributors.
Important: This custom configuration can be configured by API only. It isn't available in the administration interface. Learn more about how to activate this custom configuration using the API.
Who can copy content to other libraries from new views?
In new views, all copy actions are available to everyone except viewers with a copy restriction.
You can copy documents:
- to the current library
- to another library
- to a user's Drive (in Secured Folders and Team Folders only)
Copy content from new views
1. In a new view select one or more documents and/or folders.
Notes:
– You can't copy the root folder. You can copy any other folder or sub-folder in the hierarchy.
– You can't copy draft documents from Team Folders or Secured Folders. If you select a draft document you can launch the copy, but the draft document won't be processed.
3. Click Copy and select Copy to another library.
4. Select the destination library from the drop-down menu.
5. If your destination library has more than one document class, you can select the class into which to export your documents. A drop-down menu appears when you position your cursor in the Document class field.
6. Click Copy.
A status message indicates that the copy is in progress.
A confirmation message appears when the copy is complete.
You can access the destination library homepage from the messages.
Copy content from beta views
1. In a beta view select one or more documents and folders.
Notes:
– You can't copy the root folder. You can copy any other folder or sub-folder in the hierarchy.
– You can't copy draft documents from Team Folders or Secured Folders. If you select a draft document you can launch the copy, but the draft document won't be processed.
2. Open the More actions menu and select Export.
3. Select Copy to an AODocs library. A copy of the document will be copied to another library and the original document will stay in the current library.
4. Click Next.
5. Select the target library from the drop-down menu.
6. If your target library has more than one document class, you can select the class into which to copy your document. A drop-down menu appears when you position your cursor in the Document class field.
Notes: The option to select a document class isn't available if:
– your source or target library is a Team Folder
– you selected one or more folders to copy
7. Click Export.
Notes about document classes:
If you don't select a document class:
– the document is copied to the same document class if the target library has a document class that matches a selected document's class
– the document is copied to the default document class if the target library doesn't have a document class that matches a selected document's class
In beta views you can select the current library as the target to change the document class. If you do this having selected documents of different classes, only the remaining classes are available in the drop-down menu.
To change the document class we recommend switching to new views, which have a feature to change the document class.
View progress of the operation
Click the here button to view progress of the operation. Details of the job status open in a new tab. Learn more: Monitor the progression of jobs run from views.
What's next?
When the copy is complete, you can:
- Reload the view (if you copied from a beta view): to refresh your current view in AODocs
- Open export folder : to open the folder in Google Drive
- Stay in current library (if you copied from the document page): to return to the current library homepage in AODocs
Note: In Google Drive:
– When you copy a document, the document URL stays the same after the copy.
– When you copy a folder, the folder URL changes after the copy.
Copy a document from the document page
Note: This action is available only for library administrators.
1. Open the More actions menu.
2. Select Export.
3. Follow from step 3 in the process to copy content from beta views.
What happens during the copy?
During the copy:
- Document properties are copied only if the configuration of the target library corresponds to that of the source library.
- The workflow state (if any) of copied documents reverts to the initial state of the workflow.
- Sharing permissions of copied documents and folders aren't duplicated.
- Previous versions aren't copied.
- creates an folder named Export - [current date and time] containing the selected documents or folders
- moves the folder to the target library
- notifies the user who performed the copy
Note: This operation is recorded in the library audit log.
Email notification sent to the user who launched the copy