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 library administrators. They can be edited by contributors and are visible by all library readers.
To edit custom properties as a contributor:
1. Open a document and select 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 mins by default.
2. In edit mode, 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 you can add line breaks).
- Geopoint: to enter a location in latitudes and longitude.
- Date/Time/"Date & Time": for date and time fields.
- String: for a string of alphanumerical 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 autocompletes email addresses available in your G Suite domain global address list).
Note: 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 custom properties.
- 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 can 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 don't see the hidden properties.
3. Make sure all mandatory fields are filled in before saving. You can't save the document without filling in all the mandatory property fields.
Note: As property fields can become mandatory, hidden or read-only depending on the workflow state, a warning message is displayed in the document in view mode when mandatory fields are empty.
4. To see the description of a property, hover over the tooltip icon to the right of the property's name. Library administrators can add a description for each custom property to guide users to fill in the properties.
Note: Library readers can also access the description of properties in view mode.
5. Library administrators can add a data validation rule 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:
6. Library administrators can set category values as outdated. If a property has been assigned an outdated value, you must enter a new valid value before saving the document.
7. After editing the properties of the document, press the Save button to save the changes and close the document editor or press the Cancel button to discard your changes.