Create and manage libraries with Folio

Folio lets users create and manage pre-configured libraries. When a user creates a document or performs a workflow action in a specially configured AODocs Folio library, a new pre-configured library is created.

Learn more: What is Folio?

This article explains how to create and manage libraries with Folio. 

Important: Your administrators must have already set up Folio on your domain. Learn more:
–  Set up Folio on your domain
Create Folio configurations
Set up custom scripts in your Folio libraries

Automatically generated table of contents


Create a library with Folio

1. Open a Folio library. Learn more: Access your libraries.

2. Click New to create a new document. Learn more: Create documents in Document Management libraries

Note: Usually there is only one document class in Folio libraries, so a new document in create mode opens directly. However, your library may have an additional Snapshot document class. If this is the case, make sure you don't create a document in the Snapshot document class. In our example, we're going to create a document in the SOP document class.

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A new document in create mode opens. 

3. Enter a title for your document and define the library name. These fields are mandatory. 

Tip: In most use cases, the title of the document and the Library Name property are the same. Your library administrator may have set up conditional logic so the title of your document is automatically generated from the value you enter in the Library Name property. Learn more: Calculate document titles automatically.

4. Select the template you want to use. Learn more: Template libraries. This is a mandatory property.

5. If required, enter values for other properties in the document. In the example below, in the Folio configuration:

  • "SOP managers" are defined as contributors so Alice will be a contributor in the new library
  • "Trainee technicians" are defined as viewers so Bob will be a viewer in the new library

Learn more: Define the permissions when creating a Folio configuration.

Entering people in these properties gives them contributor or viewer access to the library accordingly. You can also do this after creating the document. Learn more: Manage permissions in your library.

6. If your administrator created theses properties for your configuration, you can fill them in: 

Note: If the "Library Labels" fields is dynamic, you can create a new value. Make sure that if you create a value, a label with exactly the same name already exists on your domain.

6. Save your document.

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If your Folio configuration uses:

  • an Update Action custom script, a new library is created
  • a Workflow Transition Action custom script, you must perform a workflow action to create a new library

Learn more: Create a Folio configuration.

If you gave yourself default access in the Folio configuration, you can access the library. Learn more about defining default roles in Folio configurations.

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Manage permissions in your library

You can manage permissions in your library directly from the document you used to create the library. 

In the example below, in the Folio configuration:

  • "SOP managers" were defined as contributors 
  • "Trainee technicians" were defined as viewers

Learn more: Define the permissions when creating a Folio configuration.

When you add users in these two properties in your document they are given contributor or viewer access to the library accordingly. You can also remove users to revoke contributor or viewer access.

If your Folio configuration uses:

  • an Update Action custom script, the permissions are propagated to your associated library as soon as you save your document
  • a Workflow Transition Action custom script, you must perform a workflow action to propagate the permissions to your library

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Manage access to your library

Important:: This step is only for Folio configurations using Update Action custom scripts. For Folio configurations using Workflow Transition Action custom scripts, access to the library is managed directly in the workflow configuration. 

The workflow in your Folio library lets you control access to the library you created. Learn more about configuring workflows in Folio libraries.

In our example, the workflow has three states:

  • Develop and deploy SOPs for project JH79
  • Project JH79 halted temporarily
  • Project JH79 complete (archive)

When the user switches from the first workflow state to either of the other two, the library becomes read-only.

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Delete your library

If your Folio configuration uses:

  • an Update Action custom script, delete the document to delete its corresponding library –  learn more: Delete documents in AODocs.
  • a Workflow Transition Action custom script, you must perform a workflow action to delete the library

Note: If you perform a workflow action to delete your library, the corresponding document isn't deleted. You can delete it manually if required. 

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