AODocs V54 Release notes

Dear AODocs users,

We're pleased to announce the release of AODocs version 54.

This release offers an improved user experience and interface, streamlined low code configuration features, and enhanced capabilities that cater to enterprise-level deployment.

Please find the list of changes and features that will impact the end user and administrator experience.

Note: Subscribe to our announcement list to receive our Release notes.

Launch details 
Video: AODocs R54 highlights
Automate your business needs with calculated properties
Automatically generate document titles with calculated titles (beta)
Streamline your AODocs homepage by restricting the visibility of your libraries
Enhanced experience with the visually revamped library homepage
Scale, archive and improve compliance by storing attachments in Google Cloud Storage (beta)
Decentralize your governance with multiple AODocs instances on a single Google Workplace domain (beta)
Interpret internal shortcuts in Team Folders as move operations (experimental workaround)
Visual and technical revamp of the custom properties panel
Improvements and bug fixes  
And there's so much more brewing...

 


Launch details

Rollout pace: From 9 November to 10 November 2020


Video: AODocs R54 highlights

Check out the video highlighting the major changes we made: AODocs release 54 highlights.


Automate your business needs with calculated properties

Calculated properties were introduced as a private beta in release 53. In this release, we’re pleased to announce that this feature is now available for all AODocs customers.

Calculated properties are custom properties whose values are calculated from a formula. As a library administrator, you can use existing custom properties in your formulas for a wide variety of use cases. For example, to:

  • set a unique identifier for your procedures
  • determine the expiration date of a document
  • calculate the VAT price of your commercial proposals

image01.png

For which users?

Library administrators

Why it's important

By applying a precise formula to properties, you ensure data consistency across all your documents.

Calculated properties can help you:

  • meet compliance requirements
  • lighten the manual work for end users
  • apply complex rules to enrich recorded data
  • replace a significant number of custom scripts

Additional details

Using customer feedback in the private beta, we made some improvements:

  • In the Edit formula pop-up: sequence IDs, workflow states and category values are now available in the list of items you can add to the formula.
  • There’s a new syntax for the reference of custom properties, system properties and workflow states in the formula.
  • The character limit for a formula is now 2,000 characters (previously 500).
  • Cycle dependencies are now prevented.
  • Outdated values can be used to calculate categories.

Availability

All AODocs customers

Getting started

1. Access the library administration interface.

2. In the Document classes section, press a document class name to open its configuration page. 

3. On the Properties tab, create a new custom property.

4. Activate the toggle Calculate the value of this property. The Edit formula pop-up opens.

Resources


Automatically generate document titles with calculated titles (beta)

We continued work on speeding up your data input process and in this release, we're introducing calculated titles. Using the same mechanism as calculated properties, you can now set document naming conventions using a formula.

image02.png
Document in creation mode with a calculated title.

For which users?

Library administrators

Why it's important

Having a standardized naming convention on your documents prevents human error during the creation process and enhances the end user experience when searching for documents in the library.

Note: This was the number one request by the beta users of calculated properties.

Additional details

This feature is only available for Document Management libraries. 

Availability

AODocs customers who are part of the private beta program. 

Note: To request access to the private beta, reach out to us: aodocs-beta@aodocs.com.


Streamline your AODocs homepage by restricting the visibility of your libraries

You can now restrict the visibility of libraries for selected user types. When libraries are hidden, users won’t see them:

The library visibility settings are:

  • Visible (default): all users see the library on their homepage and in search results
  • Hidden from readers only: users with read access to the library don't see the library on their homepage or in search results
  • Hidden from readers and contributors only: users with read access and users with write access don't see the library on their homepage or in search results
  • Hidden from everyone: readers, contributors and library administrators don't see the library on their homepage or in search results

For which users?

  • Library administrators
  • Super administrators

Why it's important

This feature is useful to avoid cluttering the homepage and search results. For example, a library may be used to share read-only documents with all employees but isn't designed to be explored by all users.

Additional details

  • The library visibility setting doesn’t restrict access to libraries or their documents. For example, documents in libraries with restricted visibility are listed for all users when they search for documents across all their libraries; all users can access these libraries from the list of results.
  • Super administrators can always see all libraries (regardless of their visibility restriction)

Availability

All AODocs customers

Getting started

1. Access the library administration interface.

2. Select General settings.

3. Select the required option in the Library visibility drop-down menu.

Resources

Restrict the visibility of your library


Enhanced experience with the visually revamped library homepage

The library homepage has been visually revamped. You can enjoy all the usual features but with a new and crisp design!

image03.png

For which users?

All users

Why it's important

The new library homepage provides AODocs users with an improved and modern user experience which is seamlessly integrated with the rest of the user interface.

Availability

All AODocs customers

Resources

Tip: Library administrators can now edit the library description directly on the library homepage (instead of in the general settings, in the library administration interface). Simply press the Edit description button on the Home tab.


Scale, archive and improve compliance by storing attachments in Google Cloud Storage (beta)

For some specific use cases, it is now possible to store document attachments in Google Cloud Storage (GCS) instead of Google Drive. GCS attachments are accessed through a secure link provided in a URL property of the AODocs document.

For now, we only recommend leveraging this feature for document archival use cases where you need to store “cold” data. Document migration into GCS is currently only supported through our document migration tool, Migrate for AODocs.

For which users?

Library administrators

Why it's important

This feature allows you to handle a limitless number of attachments per library or storage account (as opposed to 100,000 attachments per storage account in Google Drive).

Storing files in GCS has a number of benefits. It provides support for:

  • storage immutability, which helps comply with the Financial industry regulatory authority (FINRA) and Securities and exchange commission (SEC) requirements, for example
  • data localization, to host your data in a specific geographic area
  • tiered-storage, which allows you to choose from a number of data availability SLAs in order to reduce storage costs

Additional details

As this feature is in a beta version, it comes with a number of limitations that we plan to lift in the future:

  • Some document control operations are not supported, or not fully supported, notably document duplication, document check-out and check-in, document export and document versioning.
  • GCS attachments cannot be uploaded, updated or added directly from the AODocs user interface

Availability

This feature is currently in a beta version.

Note: For more information, you can contact your technical account manager or sales representative or reach out to us sales@aodocs.com.

Resources


Decentralize your governance with multiple AODocs instances on a single Google Workplace domain (beta)

It is now possible to install multiple, independent, instances of AODocs on a single Google Workspace domain.
Each installed instance of AODocs is entirely standalone. It gets its own domain-wide configuration, administrators and set of libraries, as well as a dedicated license pool.

For which users?

Super administrators

Why it's important

This feature will allow you to easily delegate end-to-end management of AODocs, for example to specific departments and geographical regions of your company.

Availability

This feature is currently in a beta version.

Note: For more information, you can contact your technical account manager or sales representative, or reach out to us sales@aodocs.com.


Interpret internal shortcuts in Team Folders as move operations (experimental workaround)

Due to changes made by Google (June to August 2020), files in Google Drive can no longer be in multiple locations. Instead, shortcuts are created. Learn more: Expanding shortcuts in Google Drive, reducing unorganized files.

This change impacts move operations in Team Folders if the library security setting Only administrators can change the sharing permissions is selected. As a result, contributors can no longer move files because it creates a conflict with the sharing permissions.

To resolve this issue, we have implemented an experimental workaround which we plan to continue improving in upcoming releases.

In the Team Folder security settings, library administrators can now select the option Interpret internal shortcuts as move operations. With this option active, when a user moves documents or folders using the Google Drive interface, AODocs creates a temporary shortcut and moves the selected documents and folders. When the move is finalized, the shortcut is deleted.

For which users?

Library administrators

Why it's important?

This workaround allows you to keep the sharing restrictions in your Team Folders and allows users to move files within the library despite the recent changes in Google Drive.

Additional details

As this workaround is still experimental, it comes with a few limitations. For example, it may take a few seconds for AODocs to delete the shortcut and execute the move.

Availability

All AODocs customers

Resources


Visual and technical revamp of the custom properties panel

The custom property panel has been completely revamped. The revamp incorporates a new slick design for all properties, notably a harmonized and clearer design for invalid and mandatory properties.

image04.png

For which users?

All users

Why it's important

This migration paves the way for upcoming features, such as real-time calculation of calculated properties and dynamic forms.

Availability

All AODocs customers

Resources


Improvements and bug fixes

End user interface:

Administration interface:

  • In the view configuration: when you select properties to filter documents or to define the information to display in the view, if a custom property has the same name as a system property, the system property is displayed with (System) next to it. Learn more: Configure views in your library.
  • Library administrators are now prevented from deleting a document class if it's used as a pre-filtering criteria in a view.

And there's so much more brewing...

  • A dynamic document editor will be able to adapt to user input by displaying and requesting additional information contextually. This will guide your users by making forms shorter and prevent users from entering contradictory information.
  • We’re re-building the views page from the ground up, including an extensive UI and UX revamp and additional features (for example, bulk export, user-defined views, inline property edition, and document preview).
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Comments

2 comments
  • With this great version, we have lost the tasks indicator on the AODocs homepage. For users that have access to more than one library, it was very helpful to see wich libraries have pending tasks. The number of pending tasks was written on a red circle.
    Is it possible to have it back?
    Thank you.

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  • With the release 54, we have introduced a new more scalable way to list libraries on the AODocs home page, this new API does not currently provide the pending workflow task per user hence the missing red indicator. We're interested to know how you are using the workflow pending tasks on this page. Our product team will reach out to you to follow up.

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