A custom property is an element of an AODocs document.
It is a field providing information for a 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 the library administrator. They can be edited by contributors and visible by any library reader.
As a contributor, you can:
1. Open the document, select the “Properties” panel and click the “Edit” button.
Note: When you are editing the properties of a document, the document is locked and other users cannot edit it simultaneously. The document stays locked for 15 mins by default.
2. In the edit mode of the properties panel, fill in the properties values for your document.
You need to adapt the value according to the type of field the administrator has configured:
- Integer: for integer values (0, 1, 2, -1,..).
- Decimal: for decimal values (0.1, -5.1, 1.655,..) with maximum 3 decimal digits.
- Text: for a text field (where newline work).
- Geopoint: to enter a location in latitudes and longitudes.
- Date/Time/"Date & Time": for date and time fields.
- String: for a string of alphabets, numbers and special characters limited to 400 characters.
- Boolean: for a boolean field.
- Person: to enter the name of a person or a Google Group (AODocs will autocomplete email addresses available in your G Suite domain global address list).
- URL: to add a link to the document with a display name.
- Categories: custom values defined by categories like "Company", "Country" in our example. End-users will be able to select values from a drop-down list in the end-user interface.
When editing a document as an administrator, properties set as hidden in the document class configuration are in a dedicated "Hidden properties" section. AODocs contributors do not see the hidden properties.
Note: For the Person field it is possible to use Google Groups. A Person field accepts Google Groups only if the administrator has set the field as a multi-valued field in the document class configuration.
Learn more: Configure properties for AODocs documents.
3. Make sure the mandatory field are all filled in before saving. You will not be able to save the document without filling all the mandatory property fields.
Note: As property fields can become mandatory, hidden or in read-only depending on a workflow state, a warning message will be displayed in the document in the view mode when mandatory fields are empty.
4. Library administrators can add a description for each custom property to guide users to fill in the properties. To see a description of a property, mouse over the tooltip icon on the right of the property's name.
Note: Library readers can also access the description on properties in the view mode of the properties tab.
5. Library administrators can add a data validation on certain properties. This validation will force you to respect a rule when entering the values in the property. If you do not follow this rule, a red error message will be displayed:
6. After editing the properties of the document, click the "Save" button to save the changes and close the document editor or click the "Cancel" button to discard your changes.