Knowledge Base

The AODocs Smartbar

• What is the AODocs Smartbar?
• Install the AODocs Smartbar
• Permissions required by the AODocs Smartbar
• Manage your AODocs Smartbar permissions
• AODocs Smartbar settings
• AODocs Smartbar status

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Create Team Folders

• Create new Team Folders
• Transform Google Drive folders into Team Folders

Access your Team Folders and Secured Folders

• Access AODocs libraries in Google Drive
• Add Team Folders or Secured Folders to your My Drive
• Add files or folders managed by AODocs to your My Drive
• Switch from grid view to list view in Google Drive
• Access AODocs without a Google Workspace or Gmail account

Create files and folders in AODocs libraries

• Add files and folders to your Team Folders
• Add files and folders to your Secured Folders
• Create files from scratch in Team Folders and Secured Folders
• Create Microsoft Office files
• Create documents from emails in Team Folders and Secured Folders (in Gmail)
• Create documents from emails in Document Management libraries (in Gmail)

Manage your files — Basic actions

• Access Smartbar features in the Google Drive file preview
• Open and edit non-Google files
• Rename files and folders in AODocs libraries
• Copy documents in your Secured Folder
• Copy your folder structure from Google Drive
• Move files and folders

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Search for files

• Search for files in your Team Folders and Secured Folders
• Locate your Google files in Google Drive

Manage your files — Advanced actions

• Display and edit file properties from Google Drive
• Perform workflow actions from Google Drive
• [video] How to manage properties and approve documents in Google Drive?
• Move documents from an AODocs library to a shared drive
• Move files or folders from shared drives to AODocs libraries
• Convert Microsoft Office files to Google files

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Security settings

• Configure security settings in Team Folders from Google Drive
• Configure security settings in Secured Folders from Google Drive
• Push Team Folders or Secured Folders to users' My Drive

Set permissions for users

• Manage permissions in your Team Folders
• Manage permissions in your Secured Folders
• Manage permissions with Google Groups
• Apply uniform permissions to all files and folders in your library
• Lock the folder structure in Secured Folders
• Prevent users from changing document permissions

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Manage documents

• Migrate from Google Drive folders to an AODocs library
• [video] How to recover deleted files and prevent document deletion in Team Folders?
• Display, restore or delete files from the trash
• Manage the retention period of deleted files
• Configure custom properties from Google Drive

The AODocs interface

• What is the AODocs homepage?
• What is the library homepage?
• What is an AODocs document?
• Understand the AODocs document interface
• Set your user preferences
• Use the navigation breadcrumb

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Create AODocs libraries

• Create a library from scratch
• Create a library from a template
• Create a library by copy

Access your AODocs libraries

• Browse your libraries
• Access your libraries
• Access an AODocs library as an external user
• Switch between the AODocs interface and Google Drive

Create AODocs documents

• Create AODocs documents
• Create documents in Team Folders and Secured Folders
• Create documents in Document Management libraries
• Create documents by copy
• Create documents from a template
• Create documents from emails in Document Management libraries (in any email client)

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Manage your documents — Basic actions

• Edit custom properties
• Share documents in Document Management libraries
• Share documents and folders in Secured Folders
• Rename documents and folders in libraries
• Duplicate documents within a library
• Move documents or folders to a different folder

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Manage your attachments

• What are attachments?
• Preview attachments
• Upload non-Google attachments
• Download attachments
• Manage attachments in Document Management libraries
• Work with Google file attachments

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Manage your documents — Advanced actions

• Publish your document
• Share document attachments as Google Drive URLs
• Import Google Drive files and folders into a Secured Folder or Team Folder
• Add files and folders as an external user
• View the document history
• Notify users by email

Search for documents

• Search for documents across all your libraries
• Search for documents in your AODocs library
• Advanced search operators

Manage AODocs folders

• Manage folders in your AODocs libraries
• Delete folders in AODocs
• Copy a folder tree

Workflows

• Browse the workflow tasks in your library
• Perform workflow actions

Version control

• Understand the AODocs version control system
• Manage document versions in AODocs libraries
• Check out a document: create a draft version
• Check in a document: confirm a draft version
• Cancel a check-out: discard a draft version

Document relations

• Open related items
• Create new related items
• Add existing items as relations
• Remove relations

Manage your account

• Switch your domain
• Switch your account

Access the library administration interface

• What is the library administration?
• Access the library administration

General settings

• Configure your library's general settings
• Configure the home URL of your library
• Define a URL for redirection
• Define a notification address
• Restrict the visibility of your library
• Configure how properties and the time are displayed in workflow emails

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Configure document classes

• What are document classes?
• Create and configure document classes
• Create and configure custom properties
• Organize custom properties in sections
• Create and configure calculated properties
• Getting started with formulas for calculated properties

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Security settings

• Configure security settings in Document Management libraries
• Configure security settings in Secured Folders from AODocs
• Configure security settings in Team Folders from AODocs
• Interpret internal shortcuts in Team Folders as move operations (experimental workaround)
• Configure inherited permissions in document classes
• Prevent users from overriding inherited permissions

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Categories

• What are categories?
• [video] How to create and configure categories?
• Create categories
• Configure categories
• [video] How to configure category sublevels?
• Configure category sublevels

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Configure views

• What are views?
• Create and manage views in your library
• Configure views in your library
• [video] How to configure views in AODocs?
• Insert a view into a Google Site

Configure roles

• What are roles?
• Manage pre-defined roles
• Create and configure custom roles

Configure and manage workflows

• What are workflows?
• Step 1: Assessment of your business need
• Step 2: Create workflow states
• Step 3: Add workflow transitions
• Step 4: Create workflow email templates
• Step 5a: Configure workflow emails – Action emails

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Check-out / Check-in and version control

• What is check-out / check-in?
• Restrict who can see the list of previous versions
• Manage version names of documents
• Force check-out / check-in when editing documents
• Disable manual versioning

Document relations

• Configure relations

AODocs email management

• Notification emails sent by AODocs
• Configure emails to documents

Manage deleted documents

• Manage deleted documents and folders
• Manage the retention period of deleted documents

Library operations

• Manage jobs
• Manage locked documents
• View the library audit log
• Apply labels to libraries

Export documents or folders from AODocs

• Export documents or folders to a user's My Drive
• Export documents or folders from Team Folders or Secured Folders
• Export documents from Document Management libraries
• Allow administrators to export documents to libraries in which they are contributors

Custom scripts

• Create custom scripts
• Configure custom scripts
• Trigger custom scripts on document classes
• Trigger custom scripts on workflow states
• Trigger custom scripts on relations
• AODocs custom scripts: request access to the technical documentation

Manage AODocs extensions

• Deploy the AODocs Smartbar to your domain
• Deploy the UFO client to your domain
• Configure domain-wide UFO features
• Which proxies does UFO support?
• Deploy AODocs extensions to your domain
• Deploy AODocs extensions on your domain with Cloud Policies

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Technical details and performance recommendations

• Recommended limits in AODocs
• Behavior of AODocs with Google Drive File Stream
• Google Chrome usage recommendations
• Google Drive performance recommendations
• Firewall and proxy configuration recommendations
• What is the lost+found folder?

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Domain status

• Find and fix missing imported files
• Review the document import operations

Domain management

• Access the domain administration
• Overview of the domain administration homepage
• Manage AODocs super administrators
• Manage library creators
• Manage storage accounts
• Redirect permission requests to library administrators

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Manage your subscription and licenses

• How are user licenses allocated in AODocs?
• Upgrade AODocs from trial version to full version
• Manage your AODocs subscription
• Manage user licenses
• Uninstall AODocs
• Uninstall the AODocs Smartbar

Manage third party access

• Manage security codes

Troubleshooting

• What details should you share with the AODocs Support team when you open a ticket?

Universal File Opener (UFO)

• What is the Universal File Opener (UFO)?
• Install the Universal File Opener (UFO)
• Permissions required by the Universal File Opener (UFO)
• UFO: Open and edit non-Google files in Google Drive
• UFO: Open and edit non-Google attachments in AODocs
• UFO: View locked files

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AODocs bookmarklets

• What are bookmarklets?
• Use AODocs bookmarklet: Audit Log
• Use AODocs bookmarklet: Batch Actions
• Use AODocs bookmarklet: Document Export
• Use AODocs bookmarklet: Metadata Copy
• Use AODocs bookmarklet: Permission Export

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Migrate for AODocs

• What is Migrate for AODocs?
• Before you start: prerequisites and recommendations
• Administrators: Set up and manage Migrate for AODocs
• Getting started with Migrate for AODocs
• Migrate for AODocs permissions
• Run your migrations: Google Drive to AODocs

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Bulk Updater

• What is Bulk Updater?
• Bulk Updater: Permissions
• Bulk Updater: Configure and run your export
• Bulk Updater: View your exports
• Bulk Updater: The spreadsheet
• Bulk Updater: Refresh the data in your exported spreadsheet

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AODocs Retention Module

• What is the AODocs Retention Module?
• What happens when you use retention in AODocs libraries?
• Install the AODocs Retention Module
• Create and configure your retention schedules
• Manage your retention schedules
• Assign retention schedules to AODocs libraries

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AODocs AwesomeTable connector

• What is the AODocs Awesome Table connector?
• Install the Awesome Table connector
• Awesome Table connector - User Guide
• AwesomeTable connector: Permissions and limitations

Forms to AODocs add-on

• What is the Forms to AODocs add-on?
• Install the Forms to AODocs add-on
• Configure your Google form and preview your mappings
• Send your Google form and collect the responses in AODocs
• Filter your mappings and unlink Google forms
• Forms to AODocs: Known limitations

AODocs–Virtru integration

• What is AODocs–Virtru integration?
• Install and activate Virtru in AODocs
• AODocs–Virtru user guide

AODocs–DocuSign integration

• What is the DocuSign integration?
• Install and configure the AODocs-DocuSign connector on your domain
• Configure a library with DocuSign
• DocuSign Connector User Guide

AODocs for Life Sciences processes

• CAPA: Corrective Action Preventative Action
• Audits
• Quality Events
• CR: Change Requests
• Training documents
• Records

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