Edit custom properties

A custom property is an element of an AODocs document. It provides information about the specific document. Properties can be used to structure documents, to improve the search experience or to customize a workflow.

Properties are also called metadata.

Important: Custom properties are defined at the document class level by library administrators. They can be edited by contributors and are visible to all library readers.

Edit custom properties and save your changes
 Edit categories
 Work with calculated properties
What if you can't save your document?
 Features for administrators

Edit custom properties and save your changes

As a contributor, you can edit the properties of your document and save them.

1. Open a document and press the Edit button.


Note: When you are editing the properties of a document, the document is locked and other users can't edit it. The document stays locked for 15 minutes by default.

2. Fill in the property values for your document.
Adapt the value according to the type of property the administrator has configured:

    • String: for a string of alphanumerical and special characters limited to 400 characters
    • Text: for text containing alphanumerical and special characters with line breaks

Note: In String and Text properties HTML isn't interpreted, so avoid using HTML code such as <b>....</b>.

    • Date / Time / Date & Time: for date and time properties
    • Integer: for integer values (0, 1, 2, -1,.. limited to +/- 2,147,483,647)
    • Decimal: for decimal values (0.1, -5.1, 1.655,..) with maximum 3 decimal digits
    • Boolean: for a boolean
    • Person: for the name of a person or a Google Group (AODocs autocompletes email addresses available in your G Suite domain global address list)

Note: A Person property accepts Google Groups only if the administrator has set the property as multivalued in the document class configuration. Learn more: Create and configure custom properties.

Tip: Hover over the Copy to clipboard button next to Person properties to copy the email addresses of the users and groups defined for the property, so you can easily start an email conversation (for example).

    • Geopoint: for the location in latitude and longitude
    • URL: for a link to a URL with a display name
    • Categories: custom values defined by categories like Product type, Manufacturer and Country.
      Learn more: Edit categories and What are categories?

Note: If your library administrator has configured sections for the properties in your document class, the properties are grouped into different sections.

Tip: Library administrators can add a description for each custom property to guide users when filling in the properties. Learn more: Create and configure custom properties. To see the description of a property, hover over the tooltip icon to the right of the property's name. You can also access the tooltips in view mode.


Note: When editing a document as a contributor, you can see read-only properties with values, but you can't edit them. However, you can't see read-only properties without values.

3. Press the Save button.

Edit categories

A category is a type of custom property. Categories are composed of a set of pre-defined values. Learn more: What are categories?


1. Open a document and press the Edit button.

2. To select a value for a category:

  • for single-value or multivalue categories: position your cursor in the field, then select one or more values from the pop-up menu
  • for multilevel categories: press the tree structure button, then select a value for each required level in the category hierarchy – if your multilevel category is also multivalue, you can add more than one value

Add new values to dynamic categories

If a category is set as dynamic, contributors can add new values to the predefined list.

Note: When you add a new value for a dynamic category, it becomes available for other users to select.

To add a new value for a dynamic category property:

  • for single-value or multivalue categories: position your cursor in the field, type your new value and then select the name of the new value
  • for multilevel categories: press the tree structure button next to the property, enter a new value in the editable field and then select the name of the new value

Note: If a multilevel category is set as dynamic, you can create a new value at any level in the hierarchy.

Properties with outdated category values

Library administrators can set category values as outdated. Outdated values are not available for selection in the list of values.

If a category has already been assigned an outdated value, a message appears indicating that the value is invalid. You can still save your document.


Work with calculated properties

Calculated properties are custom properties whose values are calculated from a formula. The formula can include the values of other properties, thereby creating dependencies between your properties. 

Administrators can create and configure calculated properties in the administration interface.

Important: Calculated properties are read-only. You can't edit them manually.

Calculated properties are recalculated every time a document is updated or saved. This occurs when you manually edit the document or through a change of workflow state.

For example:

  • If you change the value of a property used in the formula of a calculated property, the value of the calculated property is updated when you save your document. In the example below, the properties "Product review cycle (months)" and "Last release date" are used to calculate the value of the property "Next product review".
  • A calculated property that records the date on which the document enters a given workflow date is automatically updated when the document enter the workflow state.

Note: Documents can also be updated by custom scripts or the application programming interface (API).


What if you can't save your document?

You can't save your document if one or more:

Properties can become mandatory, hidden and/or read-only depending on the workflow state. A warning message is displayed in view mode if you are a workflow participant and a workflow transition is prevented because:

  • at least one mandatory property is empty
  • at least one property has an invalid value

A warning appears at the top of the Properties section if at least one mandatory property is empty.


Mandatory properties haven't been filled in

Make sure all mandatory properties are filled in before saving. You can't save your document without filling in all the mandatory properties.

Note: It is also mandatory to give your document a title.

In edit mode, mandatory properties are marked with a red star. A progress bar indicates how many mandatory properties remain to be filled in.


Properties have incorrect values

Library administrators can add data validation rules on certain properties. This forces you to respect a rule when entering the values in the property. If you don't follow this rule, a red error message is displayed:


An error occurred in a calculated property

If the calculation of a property results in an error, you may not be able to save your document. This can occur if:

  • the result calculated doesn't match the calculated property type
  • the formula can't be calculated for this document – this may be due to a variety of reasons, for example, a property used in the formula is empty or the values of the other properties leads to a case not handled in the code

– Some property types used in formulas, such as dates or numbers, can have empty values.
– Library administrators can write formulas so empty values are replaced by a given string. In this case, the property can be calculated and you can save your document. Learn more: Getting started with formulas for calculated properties.

Features for administrators and document managers

When viewing or editing a document as an administrator or a document manager, you can use the Show hidden properties switch to show or hide the hidden properties.

Learn more: What are roles?

- If there are no hidden properties defined in your document class or as a result of a workflow action, the Show hidden properties button isn't displayed.
- Readers and contributors can never see the hidden properties. The Show hidden properties switch is not available for them.

When editing a document as an administrator, you can fill in values for hidden and read-only properties.


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