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, and to customize workflows. Properties are also called metadata.
This article explains how contributors can edit custom properties in AODocs documents. It also covers specific features for administrators and document managers.
Library administrators configure custom properties at the document class level. Contributors can edit them. All library readers can view them.
Note: Contributors can also edit custom properties directly in new views.
In this article:
Automatically generated table of contents
Access your document in edit mode
As a contributor, open a document and click the Edit button.
Edit custom properties and save your changes
Note: When you're 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.
1. In edit mode, fill in the property values for your document. Use values appropriate for the type of property.
- String: enter a string of alphanumerical and special characters limited to 400 characters
- Text: enter 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: enter date and time values using the date and time picker
- Integer: enter integer values (0, 1, 2, -1,.. limited to +/- 9,007,199,254,740)
- Decimal: enter decimal values (0.1, -5.1, 1.655,..) with maximum 3 decimal digits
- Boolean: activate or deactivate the boolean switch
- Person: enter the name of a person or a group (AODocs autocompletes email addresses available in your AODocs tenant's global address list)
Note: Person property accepts groups only if the administrator has set the property as multivalued in the document class configuration. Learn more: Create and configure custom properties.
Tip:
– You can copy-paste lists of email addresses into Person properties. The lists can be comma, colon, or space separated, or copied directly from Google Calendar.
– Similarly, 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. This lets you easily start an email conversation (for example).
- Geopoint: enter the location in latitude and longitude
- Link: enter a link, for example a website, and a user-friendly display name
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Categories and Reference Catalogs: enter pre-defined values like Product type, Manufacturer and Country. Learn more:
– What are categories and Reference Catalogs?
– Edit categories and Reference Catalog type properties - Tables: if your library administrator has configured tables, you can edit table properties by adding rows containing values.
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 next to 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. You can't see read-only properties without values.
– Calculated properties are read-only. You can't edit them manually. Learn more: Use conditional logic in your AODocs documents.
2. Click the Save button.Edit Category and Reference Catalog type properties
What if you can't save your document?
You can't save your document if one or more:
- required properties haven't been filled in
- properties have incorrect values
- calculated properties contain an error
Properties can become required, 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 required 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 required property is empty.
Required properties haven't been filled in
Make sure all required properties are filled in before saving. You can't save your document without filling in all the required properties.
In edit mode, a progress bar indicates how many required properties remain to be filled in. Required properties are marked with a red star.
Note:
– It is also required to give your document a title.
– If you try to save a document before filling in all the required required properties, a red message appears on each remaining required property prompting you to fill it 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:
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?
Note:
– 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.
When viewing a document containing one or more calculated properties in error, as an administrator or a document manager you can see that the property is in error. Learn more: Handle errors in calculated elements.