Folio lets users create pre-configured libraries. When a user creates a document in a specially configured AODocs Folio library, a new pre-configured library is created.
Important: Before creating a Folio configuration, all the prerequisites must be completed, including the creation and configuration of the AODocs library you intend to use as the Folio library and the template libraries.
Once a Folio group has been set up on your domain, as a member of this group you can:
- access the Folio dashboard
- create one or more Folio configurations
Each Folio configuration corresponds to one Folio library. Each Folio library can have only one Folio configuration.
For each Folio configuration you must specify:
- an AODocs Folio library and document class where users can create documents, thereby triggering the creation of new libraries
-
permissions:
- default permissions are same for all new libraries created with a given Folio configuration
- custom permissions are defined by the user when they create a new library using your Folio configuration
- the template libraries that users can select from when they trigger the creation of a new library
Note: This is the workflow in the Folio library. Transitioning the document used to create the library restricts or allows access to the library.
- whether to manage the library creation and lifecycle through:
- actions in the document (create, update, delete): in this case you must specify which workflow states make the library accessible or read-only
-
a workflow: in this case you must set up custom workflow transition actions in the workflow corresponding to the various lifecycle phases (
CREATE,UPDATE,READ_ONLY,DEFAULT,DELETE)
- which AODocs storage accounts (for Google Drive libraries) or bucket (for libraries using other storage platforms) the newly created library will use
This article explains how to:
Automatically generated table of contents
Create a Folio configuration
1. Select Folio in the left panel.
2. Click the Add button.
Define the basic information
1. Under Basic Info in the New Folio configuration dialog, start entering the name of a Folio library on your domain. The field autosuggests Document Management libraries in which you are administrator and which match the string you entered. Select the required library.
The Library ID field is filled in automatically.
Note: Folio libraries were created during the getting started phase. Learn more: Folio libraries.
2. Select the document class.
Note:
– Each Folio library can have only one Folio configuration, so you usually have only one document class in a Folio library.
– Your document class must have a workflow.
3. Select the type of custom script you are using:
-
Update Action custom script
Actions on your library (create, update, delete) are triggered by actions in the document. For example, creating a document in your Folio library triggers the creation of a library. Learn more: Configure access to the workflow states (Update Action custom script). -
Workflow Transition Action custom script
Actions on your library (create, update, delete) are triggered by workflow transitions. Learn more: Configure your workflow (Workflow Transition Action custom script).
4. Click Next.
Define the permissions
You can define default and custom permissions that will be applied when users create their new libraries using the Folio library.
Note: Library administrators can change the permissions after the new library has been created.
There are two types of permissions:
- default permissions that are applied to all libraries created with this Folio configuration – for example, default library administrators
- custom permissions that are filled in by users when they create their new libraries using the Folio library – for example, specific contributors and viewers
1. Under Define property Permissions in the New Folio configuration dialog, select one or more Person properties for Contributor properties.
Note: This is the only mandatory field in the Permissions panel.
The drop-down menu is populated with all the Person properties defined in the document class you selected under Basic information. When users create libraries with this Folio configuration, they can add people to the properties to assign them as contributors, viewers, and so on.
In the example below, "SOP manager", "SOP validator", "Laboratory researcher" and "Trainee technician" are Person properties in the "SOP" document class.
2. Optionally, do the same for the following fields:
- Administrator properties
Important: If you assign a Person property to Administrator fields, any contributor can make any user a library administrator, who will be able to change the administration settings of the Folio library.
- Viewer properties
- Document manager properties
- Category value manager properties
- Maintenance manager properties
In the example below, when users create their document in the Folio library:
- the people they add to the "SOP validator" property will be library administrators
- the people they add to the "SOP manager" property will be contributors
- the people they add to the "Trainee technician" property will be viewers
3. If required, define people in these default roles:
- Default Admins
- Default Contributors
- Default Viewers
- Default Document Managers
- Default Category Value Managers
- Default Maintenance Managers
The people you define in default roles will be included in all libraries created using your Folio configuration.
Tip: Assign yourself to one of the above roles to ensure you have access to the library you create.
4. Click Next.
Configure access to the workflow states (Update Action custom script)
Note: This step only applies if you're using an Update Action custom script. If you're using a Workflow Transition Action custom script, you define the mapping between the workflow states and the actions on your library in the workflow itself.
The dialog shows the list of states in the workflow for the document class you selected under Basic information.
1. For each state, define whether access should be default or read-only.
Users can change the workflow state of the document they created in the Folio library to manage the library they created.
In the example below, when a user creates a document in the Folio library, a new library is created which is used to handle SOPs. If the project is halted, the user can change the workflow state of the document in the Folio library to "Project JH79 halted temporarily" and the entire library will be read only until switched back to the initial workflow state.
2. Click Create.
The new Folio configuration is displayed in the list.
If required, you can view the details of the configuration or delete it.
Create template configurations
1. Select Template in the left panel.
2. Click the Add button.
3. In the New template configuration dialog define a name for your template.
Note: You can use any name you like, for easy identification of your template configuration. If required, the name can be different from the name of the template library itself. We recommend using the template configuration names as values in the category property in the Folio library.
4. Select a template library on your domain.
Note: Template libraries were created during the getting started phase. Learn more: Template libraries.
When you select a library, the library ID appears in the Library ID field.
Note: Enter the ID as the short name for the category value in your Folio library.
5. Click Create.
The new template configuration is displayed in the list.
If required, you can view the details of the configuration or delete it.
Create storage configurations
If the libraries created with a given Folio configuration will use:
- Google Drive, you must define at least one AODocs storage account for them. If you define more than one, a newly created library will use the AODocs storage account with the least number of subscriptions. Learn more: What is the AODocs storage account?
- Google Cloud Storage, you must define the bucket where the libraries' contents will be stored. Learn more: Set up Google Cloud Storage for AODocs.
- Azure Blob Storage, you must define an Azure Container where the libraries' contents will be stored. Learn more: Set up Azure Blob Storage for AODocs.
1. Select Storage account in the left panel.
2. Click the Add button.
3. Enter the name of a Folio library on your domain. Its library ID is automatically filled in.
4. For libraries that will use Google Drive, enter one or more AODocs storage accounts from those available on your domain.
For libraries that will use other storage platforms, enter the name of a bucket that has already been set up. Learn more: Set up Google Cloud Storage for AODocs.
Notes:
– For Google users, if you have template libraries using Google Drive and others using Google Cloud Storage, your Folio configuration requires an AODocs storage account and a bucket.
– For Microsoft users using Azure Blob Storage, your Folio configuration requires only an Azure container. Learn more: Set up Azure Blob Storage for AODocs.
5. Click Create.
The new AODocs storage account configuration is displayed in the list.
If required, you can view the details of the configuration or delete it.
Configure custom roles
You can create mappings between the custom roles defined in your template library and Person properties in your Folio library.
One of the mappings in the the example below is between the custom role "SOP researcher" in the template library and the Person properties "Laboratory researcher" and "Field researcher" in the Folio library. This means that when you create a document in the Folio library, anyone defined in the template library as a "Laboratory researcher" or "Field researcher" will automatically be "SOP researcher" in the new library.
1. Select Custom roles in the left panel.
2. Click the Add button.
3. Fill in the name of your Folio library and template library.
4. Click Next.
5. Add as many mappings as you like between custom roles in your template library and Person properties in your Folio library.
6. Click Create.
Your mapping is added to the list.
If required, you can view the details of the configuration or delete it.