Configure Custom Properties from Google Drive

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.

As a library administrator, you can configure custom properties of your Team Folder or Secured Folder library.

Notes: In Google Drive, you can configure custom properties for the default document class only.
If you are working in a Secured Folder library with several document classes, you can configure the custom properties of the non default document classes in the AODocs library administration interface.
Learn more here: Configure Custom properties

Image result for arrow icon Create a new custom property
Image result for arrow icon Update a custom property
Image result for arrow icon Delete a custom property 


Create a new custom property

1. In the Google Drive interface, open an AODocs library where you are defined as an library administrator.

2. Click on the gear icon and select Security center.access.jpg

3. In the Security center window, select the Properties tab.Create_first_property.png

4. If no custom properties have been configured yet, click on Create a property.
    If at least one property is configured, click on + Add a property at the bottom right corner to add a new custom property.

5. Name your property.Create_property.png

6. In the Field type column, choose the format of your custom property. You can choose among several field types:

  • 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.
  • Custom 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 Users interface.
    Learn more here: What are categories?

Tips:
- Custom properties values can be used to trigger or validate a workflow state.
- Person fields can be used as validators, dates trigger a reminder, etc.

7. You can then select several check-boxes:

  • Multiple values: End users can choose 0, 1 or several values for the same field.
  • Mandatory must have a value. It can not be empty when a user create or edit a document.
  • Hidden will not be displayed to the contributors and readers and contributors will not be able to edit it. Hidden fields are only visible by the library administrators in a dedicated section when they edit a document.

Note: You cannot choose a mandatory and hidden property at the same time.

8. Click on Done to save your changes.
Readers can display the custom properties. Contributors can display and edit the custom properties.
Learn more here: Display and edit properties from Google Drive


Update a custom property

1. In the Properties tab of the Security center, the custom properties list is displayed. A property can be added or updated at any time.

2. Click on the name of a property to rename it.

3. The checkboxes Multiple Values, Mandatory and Hidden can be ticked or unticked.

Notes:
- You cannot change the type of a property.
- You cannot rearrange the order of the properties in the Google Drive interface. You cannot also add a description in the Google Drive interface. These modifications are available in the AODocs library administration interface.
Learn more here: Configure Custom properties


Delete a property

1. Open the Properties tab of the Security center.

2. Click on the Delete icon on the right end of the property you want to remove.

3. Confirm the deletion of the property.delete_property.png

Important: You cannot delete a property if your property is defined in the configuration of a workflow in automatic transition based on properties.

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