AODocs uses the Google Drive API to automatically detect new content added to your AODocs folders, thus allowing you to conveniently import your files and folders by a simple drag-and-drop operation in Google Drive. However, there are a few cases when AODocs might be unable to import some of the files:
- If the user adding the document to an AODocs folder only has “view only” access to the document, the folder’s permissions will not be added to the document and AODocs will be unable to detect it.
- If an unexpected Google Drive error happens during the ownership transfer process, the document might not be imported by AODocs.
- If the user adding the document to an AODocs folder is not the owner of the document and does not have the ability to modify the document’s permissions, the folder’s permissions will not be added to the document and AODocs will be unable to detect it.
When one of these scenarios happen, the imported document is not visible in the AODocs user interface and is not owned by the AODocs corporate account. To fix the issue, an AODocs library administrator can find the missing documents and finish the import operation.
In order to do it, go to your library in the AODocs interface. Click on the arrow on the right of a folder (1), then click on “Check ownership” (2).
Selecting the button “Check ownership”
A pop-up appears, warning you that checking the ownership might take time and make the other operations on your domain slower. Indeed Google Drive takes up to 5 seconds per document or folder to transfer the ownership.
If you expect the procedure to find a lot of missing documents, we recommend that you perform this operation during a low activity period (for example, overnight or during a weekend).
If you select the “Check and fix the permissions as well” checkbox (3), AODocs will check if the permissions on files and folders in Drive are consistent with the permissions defined in AODocs. If it is not the case, then the permissions defined in AODocs will be applied to the items in Drive. Click on “Yes” when you want to execute the ownership check.
Confirming the ownership check
Clicking on “Yes”, the ownership starts by the creation of a dedicated job.
Learn more here: Manage job
You can see the advancement of this job with the progress bar on the top of the screen (4).
By clicking on more “View more details” (4), a pop-up appears (5). This pop-up shows how many folders should be check and if the ownership check is successful or returns errors.
Looking at the status of ownership check
Note: If an external user tries to import a document in a Team Folder by the Google Drive interface, the user keeps the document ownership. The feature “Check ownership” will not transfer the document ownership to AODocs. AODocs is not allowed to take the ownership automatically for external user documents. An external user should use the AODocs interface to import a document in a Team Folder library.