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.
As a library administrator with the legacy AODocs Smartbar installed, you can configure custom properties in your Team Folders and Secured Folders.
Important: If you're using the new Smartbar, you must create and configure custom properties in the AODocs interface.
Notes:
– In Google Drive, you can configure custom properties for the default document class only.
– If you are working in a Secured Folder with several document classes, you can configure the custom properties of the non-default document classes in the AODocs library administration interface.
Learn more: Create and configure custom properties.
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Create new custom properties
1. As a library administrator with the legacy AODocs Smartbar installed, open an AODocs library In the Google Drive interface.
2. Click the gear button and select Security center.
3. In the security center, select Properties.
4. If no custom properties have been configured yet, click Create a property.
If one or more properties are configured, click + Add a property to add a new custom property.
5. Name your property.
6. In the Type column, choose the format of your custom property. You can choose among several property types:
- String: for a string of alphanumerical and special characters limited to 400 characters
- Text: for text containing alphanumerical and special characters with line breaks
- Date / Time / Date & Time: for date and time properties
- Integer: for integer values (0, 1, 2, -1, etc. limited to +/- 2,147,483,647)
- Decimal: for decimal values (0.1, -5.1, 1.655, etc.) 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 Google domain global address list)
Note: A Person property accepts Google groups only if the administrator has set the property as a multivalue property in the document class configuration.
- Geopoint: for the location in latitude and longitude
- URL: for a link to a URL with a display name
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Categories: custom values defined by categories like Product type, Manufacturer and Country. End users can select values from a drop-down list in the user interface.
Learn more: What are categories?
Tips:
– Custom property values can be used to trigger or validate a workflow state.
– Person properties can be used as workflow participants.
– Dates can be used to trigger a workflow reminder.
7. You can select several checkboxes:
- Multiple values: end users can choose 0, 1 or several values for the same property.
- Mandatory: the custom property must have a value — it can't be empty when a user creates or edits a document.
- Hidden: readers and contributors don't see custom properties, so contributors can't edit them. Only library administrators can view hidden properties.
Note: You can't define a property as both mandatory and hidden.
8. If required, click Add a property to add another property.
9. Click Done to save your changes.
Readers can view custom properties. Contributors can view and edit custom properties.
Learn more: Display and edit file properties from Google Drive.
Update custom properties
The list of custom properties is displayed in the Properties tab of the security center. You can add or update a property at any time.
1. Open the Properties tab of the security center.
2. Click the name of a property to rename it.
3. You can select or deselect the checkboxes Multiple values, Mandatory and Hidden.
Notes:
– You can't change a property's type.
– In the Google Drive interface you can't rearrange the order of the properties or add a description. Use the AODocs library administration interface to make these changes.
Learn more: Create and configure custom properties.
Delete custom properties
1. Open the Properties tab of the security center.
2. Click the delete button next to the property you want to remove.
3. Click Confirm to delete the property.
Important: You can't delete a property if it's defined in the configuration of a workflow in an automatic transition based on properties.