AODocs overview: choose an AODocs library

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AODocs brings enterprise-grade document management features to your Google Drive, allowing organizations to control and organize their files while preserving the ease of use, cost effectiveness and mobility of Google Drive. 

AODocs provide users with different types of libraries designed to address different use cases:

  • Team Folder: the simplest AODocs library type is called AODocs Team Folders, and provides a collaborative experience very similar to an unmanaged Google Drive folder. End users can add documents to their folders by drag-and-drop files from their My Drive or from their computer, or by saving Gmail attached files directly to AODocs, and they can freely move files and folders around and share files with their teammates. As their name implies, AODocs Team Folders are intended for collaborative work among a team, when the productivity and flexibility are the most important factors.
  • Secured Folder: this library type provides administrators with finer grained control over Google Drive permissions, such as for example controlling who can modify document sharing permissions, and protecting the folder structure. AODocs Secured Folder lets your users access the managed files from the Google Drive user interface or the Google Drive mobile applications, while at the same time providing the level of control you need for confidential documents, for business critical files that need to be organized in a specific manner, or for documents that are involved in structured business processes.
  • Document Management libraries: this library type provides all the features you need to organize your documents in a structured manner, set up workflows, implement business applications and integrate your document library with your ERP, CRM and other enterprise applications.

Note that Document Management libraries are only available to AODocs customers who have an AODocs Document Management license. Some advanced features of the AODocs Team Folder and AODocs Secured Folder libraries (identified with a * in the list below) also require an AODocs Document Management license.

The table below shows a comparison of the features available in each library type.

Comparing AODocs libraries features

 


TEAM 
FOLDER


SECURED FOLDER

DOCUMENT
MANAGEMENT
LIBRARY

GOOGLE DRIVE INTEGRATION

View library from Drive
Visualize the folder structure from Drive UI

 

Library picker
Easily access your libraries 

 

Search in Folder
Narrow keyword search to a specific folder

 

Office files collaboration
Edit and save Office documents directly in Google Drive and lock files against concurrent modifications

Drag and drop a file from PC
Create a file in the library dragging it from your PC

 

Drag and drop files among library folders
Move a file among folders within the same library using the native Drive drag-and-drop feature

   

Library permissions from Drive UI
Set library permissions from Drive UI

 

Files and subfolders permissions from Drive UI
Set permissions for all subfolders and files directly in Drive UI

   

Upload multiple files at once
Upload more than one file dragging those from your PC

 

Save Gmail attachment
Save a Gmail attachment directly from Gmail interface

   

SECURITY MANAGEMENT

Company ownership
All files are owned by a corporate Google account

Secured sharing
Prevent users from sharing files or folders

File recovery
Dedicated trash per folder with configurable retention time

Inheritance permissions management
Possibility to manage and optionally block inheritance of permissions on subfolders

 

Check-out / Check-in
Lock a document preventing other users from editing it when checked out

   

Lock the folder structure
Prevent non-administrator users from creating, modifying or deleting subfolders

 

Domain and users whitelists
Prevent users from sharing folders with external not-whitelisted users/domains

 

Define who can delete files
Allow (or not) only libraries administrators to delete files

DOCUMENT MANAGEMENT

Multiple Document Classes
Create one or more document classes

 

Document Classes Relations
Create logical links between documents

 

Document Metadata
Tag your documents with any type of properties

Multiple attachments
Attach one or more files (or zero) to your AODocs documents

   

Workflow
Define business workflows in a few clicks, with fully configurable workflow steps

Version control
Manage multiple versions of documents

Office files collaboration
Edit and save Office documents directly in Google Drive and lock files against concurrent modifications

Convert Emails into Documents
Turn any incoming emails into AODocs documents and attached files into Google Drive files

Advanced search
Narrow your search with filters, browsers and search operators

Audit log
Record user activity (library configuration changes, document views and document history)

CUSTOMIZATION/INTEGRATION

APIs
Access, create and update documents or trigger workflow actions from external applications

Custom scripts
Attach custom scripts to specific events like document updates or workflow activity

Master Data Management
Synchronize AODocs data lists with your ERP, CRM and other business apps

 These features are available in Team Folder and Secured Folder libraries but require an AODocs Document Management user license

 

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