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Store document in Document Management Library & synchronise it in a Secured Folder

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Jeremy Stibbard

It would be ideal to have the ability to store a document in a Document Management Library (DML), and have it function as an active alias in a Secured Folder (SF).

Meaning that any change to the document from either interface would synchronise to the other interface.

The current behaviour is that if I store a document in the DML or SF, it cannot be stored and synchronised in the other system. I do have the ability to add the document to my Google Drive, where it will synchronise with any changes I make in either the DML or SF.

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    Permanently deleted user

    Hello Julie and Jeremy,

    I believe that the AwesomeTable integration offers a good alternative to display documents which are managed in a DMS library.

    Check out our articles:

    https://support.aodocs.com/hc/en-us/articles/115001577863-What-is-the-AODocs-AwesomeTable-connector-

    Have a good day.

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  • Avatar
    Permanently deleted user
    (Edited )

    Hello Jeremy,

    Thank you for your feedback.

    Is the need for you to have a document stored in a Document Management Library to be also visible in a secured folder coming from the fact that you want the document to be visible in an organized folder structure ?

    How do you / would you use the DML functionalities in this situation ?

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  • Avatar
    Jeremy Stibbard

    Hi Thibault

    In this scenario, the document would be stored in a DML and synchronised to the SF. The main requirement for this is ease of access.

    For example, if synchronisation were possible, users who typically work within the SF environment would not need to switch between SF and DML to access the documents stored in the DML.

    We still need to store documents in the DML for the reasons of accessibility for the whole business, metadata and workflow.

    I hope this helps.

    Jeremy

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    Permanently deleted user

    Hello Jeremy,

    Are you using DMS with multi-attachments ? or else, what is the mandatory feature that forces you to use DMS library fpr your use case ?

    Secured folders do work with different classes, metadata and workflow both in Google Drive and AODocs interface.

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    Jeremy Stibbard
    (Edited )
    We are using Document Management Libraries (DML) with multiple document classes and with documents that have multiple attachments.
     
    Other primary use cases for using the DML:
    1. Business-wide access to documents - All users can access and use the DMLs we've created, whereas our Secured Folders are restricted to specific teams within the business
    2. Long term storage of documents in DMLs versus shorter term retention in Secured Folders
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  • Avatar
    Julie Dockx

    Hi Jeremy & Thibault,

    We do have a similar situation. Our procedures go through a workflow within a DMS and need to be displayed/visible for the entire business, where we would like to use a Team or Secured Folder.

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  • Avatar
    Julie Dockx

    Hi Thibault,

    Thanks for the update.
    In the case I struggled with this issue procedures documentation is created and validated in a DMS, but all employees working in the company need to have 'view' access on these documents. For regulation it's obligated that every one has access at any time.
    The connector is great, but not for my specific case. Maybe view-access licenses or something like that would be great.

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