Understand the AODocs document interface

The AODocs document interface is composed of:

Automatically generated table of contents



image01.pngAn AODocs document in a Document Management library


The header

The header contains:

image02.pngDocument header in a Secured Folder

The following actions are available in the action bar:

Action bar
Action Where? Who? *

Description

01 - Workflow button.png 

 

Library - TF.pngLibrary - SF.pngLibrary - DMS.png

 

Workflow button: If you are a workflow participant, you can perform manual workflow actions.
Note: The workflow button displays the name of the document's current workflow state.

02 - Download attachments.png

Library - TF.pngLibrary - SF.png 

 

Download attached file: You can download the attached file.

Administrators can prevent viewers from downloading an attached file.

03 - Open in Google Drive.png

Library - TF.png Library - SF.png

Open in Google Drive: You can open the attached file in a new tab:

  • in the Google editor for Google files
  • in the Google preview for non-Google files

04 - Edit document properties.png

Library - TF.png Library - SF.png

Library - DMS.png

Edit document properties: You can edit the document properties, attached file, relations and description.

Learn more: Edit document properties

05 - More actions menu.png

Library - TF.pngLibrary - SF.png 

Library - DMS.png

More actions menu.

06 - Toggle sidebar.png

Library - TF.pngLibrary - SF.png 

Library - DMS.png

Toggle to show or hide the right sidebar.

The following actions are available from the More actions menu in the action bar:

More actions menu
Action Where? Who? *

Description

Duplicate_icon.png

Duplicate

Library - TF.png Library - SF.png

Library - DMS.png

Duplicate: You can copy the AODocs document. The properties, attached file, relations, descriptions and permissions are copied from the original file.

Contributors can't copy a document if they aren't document creators of the document class. 

AdminActions.png

Administrator actions

Library - TF.png Library - SF.png

Library - DMS.png

Administrator actions (for workflows): If you are a library administrator, you can force workflow actions.

image_02H.png

Move

 

Library - TF.png Library - SF.png

Library - DMS.png

Move: You can move the document from its current location to another folder.

The Move option may be available in Document Management libraries, depending on the library configuration.

 CheckOut.png
Check-out

 

Library - TF.png Library - SF.png

Library - DMS.png

Check-out: You can check out a document to create a draft version.

Create_new_version.png
Create new version

Library - TF.png Library - SF.png

Library - DMS.png

Create new version: You can create a new version of your AODocs document

Notify_users_icon.png

Notify users

Library - TF.png Library - SF.png

Library - DMS.png

Notify users: You can send an email to users who can access the document.

Shareable_link_icon.png

Shareable link

Library - TF.png Library - SF.png

Shareable link: You can share document attached files as Google Drive URLs.

Publish_domain_icon.png

Publish to the domain

 Library - TF.png Library - SF.png

Publish to the domain: You can publish the attached file of your document as an embeddable HTML file.

Only users from your domain can see the published file.

Only Google files can be published.

Publish_web_icon.png

Publish to the web

Library - TF.png Library - SF.png

Publish to the web: You can publish the attached file of your document as an embeddable HTML file.

Anyone with the link to the published file can see the file.

Only Google files can be published.

Export_icon.png

Export

Library - TF.pngLibrary - SF.png

Export: You can export the document to another library or export the document to a user's My Drive.

Delete_icon.png

Delete

Library - TF.pngLibrary - SF.png 

Library - DMS.png

Delete: You can send the document to the library trash.

Administrators can prevent contributors from deleting a document.

Super administrators
    Library administrators
    Contributors


The AODocs document page

The Properties tab in the AODocs document page contains the following sections:

  • The document’s system properties: Library, Document class, Creation date, Last modification date, Document creator and Last update author. This section also shows the document's location.
  • The current workflow status (if any) of the document.
    Learn more: Perform workflow actions
  • The custom properties of the document.
    Learn more: Edit custom properties

Note: Custom properties with an empty value are not displayed in view mode.

  • The list of files attached to the document (only in Document Management libraries): You can click the name of a file to open its preview and you can use the action buttons to download it or upload a new version. If the attached file is a Microsoft Office file, you can use the Open in Microsoft Office file button to open it in Word, Excel or Powerpoint. Learn more: Work with attached Microsoft Office filess.
  • The rich text description of the document.

Tip: Click the clipboard button next to Person properties to copy all the email addresses defined for that property to your clipboard.

image03.png
The document page in a Document Management library


The left sidebar

The left sidebar in AODocs documents lets you access:

  • the Properties tab
  • the attached files of a document

Note: In Document Management libraries, you can attach a file to a document from the left sidebar.

image04.pngThe left sidebar of a document in a Document Management library


The right sidebar

The right sidebar in AODocs documents lets you access:

  • the Workflow transitions tab: where you can view current and completed workflow transitions and access the parallel workflow transitions dialog

Learn more: What are workflows?

image05.png

  • the Comments tab: where you can view workflow comments and document comments

Important:
– Readers can only view document comments.
– All users with Can comment permission can add comments.
– Only library administrators can delete document comments.

image06.png

  • the Properties tab: where you can view the document properties

Important:
– The properties tab is only available when working on an attached files. Learn more: What are attached files?
– Readers can only see the properties tab if at least one property value is set.
– Contributors and library administrators can always view the properties tab even if no values are set.

image07.png

As a contributor, click the Edit button to change document properties in the right sidebar. Then click Save changes.

image08.png

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Comments

4 comments
  • When this article refers to "You" regarding the More Actions menu and the Edit Permissions feature, who is included in the "you" able to perform this action on a document? Based on the icons in the table, I'm assuming this means Admins, Tech Admins, and users listed as managers/owners of the document, but I want to clarify. Thank you!

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  • If you hover the icons with your mouse you'll get the details of the role.
    Super administrators: icon with the wand
    Library administrators: icon with the wrench
    Contributor: icon with the pen

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  • In a training some folks had access to the Workflow transitions tab and others did not. Can you explain who sees this icon and tab?

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  • Hi Dr Jay Aguda,
    Library administrators can define who can see the Transitions and Comments tabs. Take a look at this article
    https://support.aodocs.com/hc/en-us/articles/213366146-Configure-your-library-s-general-settings
    (scroll down to details about the setting "Who can see the recent activities of this library and the history of the documents".
    Hope that helps !

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