AODocs FAQs

When you open a library in AODocs, the library homepage opens if you're in:

a Team Folder or a Secured Folder with more than one view

a Document Management library

Notes: If you're in a Team Folder or a Secured Folder with only one view, the library opens on the view. To navigate to the homepage of your library, press the library name in the breadcrumb in the library header.

The library homepage contains:

Configure your library's general settings Top panel

Left panel

Right panel

Top panel

The top panel has the following elements:

Header: this is always displayed when you navigate in the library. From left to right it contains:

Breadcrumb, which shows the path of your current location. Learn more: Use the navigation breadcrumbs.

Help menu where you can select:

Knowledge Base: to access the AODocs Knowledge Base or your company's specific documentation if your AODocs super administrator has customized the documentation URL.

Support: to access AODocs support or your company's specific support URL if your AODocs super administrator has customized the support URL.

Status page: to access the AODocs status page, which displays the current status of the AODocs services and the history of past service disruptions. On the status page you can also subscribe to service status alerts.

About: to access information about the current version of AODocs

User menu where you can:

set your user preferences

switch between accounts and domains

logout from AODocs and your G Suite session

Administration menu where library administrators and super administrators can access the Library administration, Library security and Import status. Learn more: What is the library administration? and Review the document import operations.

Note: Only super administrators can access the Import Status menu.

AODocs search bar: use the search bar to find documents you have access to.

New button: use this button to create a new document in the library. Learn more: Create documents in Document Management libraries.

Left panel

The left panel has the following elements:

List of views: the views of the library are configured by the library administrator. Learn more: What are views?

List of workflow tasks: displayed only when your library has been configured with a workflow. It displays the number of documents where you have a pending workflow action for each workflow state. Learn more: Browse the workflow tasks in your library.

Right panel

The right panel has the following elements:

Description: this can be customized by library administrators with text and images to describe your library. Learn more: Customize your library homepage.

Recent activity section: this displays an activity log of the library, such as creation and update of documents and workflow actions. A maximum of 10 activities are listed. When there are more activities than the listed ones, a link Show next events appears. You can view more activities from the audit log. Learn more: View the library audit log.

Notes: In the Recent activity section, users can see only the events on documents they have access to. If your library administrator has configured the Recent activity section to be displayed only for groups or roles of which you're not a member, it is not displayed. Learn more:

Dear UFO users,

Were pleased to announce a new version (4.0) of the Universal File Opener (UFO)!

Note: You may have to re-enable UFO in Google Chrome because the extension needs a new permission to work in your Google Docs editors. Learn more: Permissions required by the Universal File Opener.

With this release were making UFO more compatible with Googles Microsoft Office file edition feature. Weve reduced the risk of editing conflicts when you and your co-workers have UFO installed and youre working in a Microsoft Office file using a Google editor.

Be careful, your file may have been locked by someone else!

We recommend you use Universal File Opener when editing a Microsoft Office file because UFO can lock the file to prevent editing conflicts.

When youre working in a Microsoft Office file using a Google editor, you can see two different banners depending on the risk level of encountering an editing conflict:

The file is not yet opened by another user: we recommend you use UFO but if you continue in the Google Editor, you can lock the file directly from the banner.

our community

The file is already opened by another user: we recommend you open the file in read-only. If you edit the file, its highly likely that youll encounter an editing conflict and changes may be lost.

Bug fix

When you open a document in read-only, the document is no longer locked.

Launch details

Version 4.0 will be progressively rolling out on 12 December 2019.

Have a new feature idea or request for AODocs? Continue to share your ideas in .

Sincerely,

The AODocs Team

Users can delete documents from an AODocs library (if they have permission).

When a user deletes a document:

it goes to the AODocs library trash

the document stays in the library trash for the defined library retention period and is then permanently deleted

During the retention period, library administrators can:

permanently delete the document

restore the document

View details about a deleted document.

This article explains how to:

Delete documents from a view

Delete documents from the document page

Delete documents from a view

Note: You can also delete folders from a view. Learn more: Delete folders in AODocs.

1. Select one or more documents you want to delete in a view.

2. Press the Delete button in the action bar.

3. Press Delete in the confirmation message.

Delete documents from the document page

1. Open a document.

2. Select Delete in the More actions menu.

3. In the Delete document pop-up, you can add a comment to indicate the reason for deleting the document.

4. Press Delete.

Note: The comment added will be visible to library administrators if they have the URL of the deleted document. Learn more:

Attachments are files that are attached to AODocs documents. Attachments are stored in Google Drive and are owned by the storage account of your library.

Attachments are listed in the left sidebar of your document. In Document Management libraries you can also access attachments in the Properties tab, under Attachments.

Documents inTeam Folders and Secured Folders have exactly one attachment.

Microsoft Office file attachments A single attachment in a Secured Folder

Documents in Document Management libraries can have one attachment, several attachments or no attachments.

Multiple attachments in a Document Management library

Note: If you have edit rights, you can modify the document properties. Learn more: Edit custom properties.

Some actions for managing attachments areavailable in all types of library, such as:

preview attachments

upload non-Google attachments

download attachments

Other actions for managing attachments arespecific to Document Management libraries, such as:

add new attachments

add attachments by drag and drop

rename attachments

remove attachments

Learn more about working with Google file attachments and in all types of library.

Attachments are files that are attached to AODocs documents. Attachments are stored in Google Drive and are owned by the storage account of your library. Learn more: What are attachments?

To preview the content of AODocs document attachments:

1. Open an AODocs document in any type of library.

2. In the sidebar, select the attachment you want to preview.

For Google files, such as Google documents, spreadsheets and presentations, the file is displayed in the embedded Google editor.

For non-Google files, the file opens in the Google Drive preview.

Note: The preview is available only for file formats supported by Google Drive preview.

What is the Universal File Opener (UFO)?

Note: If you have the Universal File Opener installed, you can open non-Google file attachments in their corresponding software directly from your AODocs document. Learn more:

Attachments are files that are attached to AODocs documents. Attachments are stored in Google Drive and are owned by the storage account of your library. Learn more: What are attachments?

Notes: You can upload only non-Google attachments. Document Management libraries have more extensive options for adding attachments than Team Folders and Secured Folders.

This article explains how to upload non-Google attachments to your AODocs documents.

Manage document attachments in Document Management libraries Replace existing attachments

Upload attachments by drag and drop

Replace existing attachments by drag and drop in Team Folders and Secured Folders

Upload attachments by drag and drop in Document Management libraries

Replace existing attachments

When you upload a new version of an existing non-Google attachment, you must choose to keep the current version or to overwrite it. Learn more: Understand the AODocs version control system.

1. Open a document in any type of library.

2. In the sidebar, press the Upload button next to a non-Google attachment.

In Secured Folders and Team Folders you can also select the Upload option from the More actions menu on the right of the Properties tab.

Uploading a new version of a non-Google attachment in a Secured Folder or Team Folder

In Document Management libraries you can also access attachments in the Properties tab, under Attachments.

Important: You can't upload attachments as new versions when the document is in edit mode.

Uploading a new version of a non-Google attachment in a Document Management library

3. Select one of these options in the Upload pop-up:

Replace existing attachment: the uploaded file replaces the existing attachment; a new version of the document is not created

Create a new version of the existing attachment: a new version of the document is created with the uploaded file as a new version of the attachment

Notes: If manual versioning is disabled in your document class, the option Create a new version of the existing attachment is not available. Virtru option is not currently available for the upload feature.

4. Press Choose file to select the file to upload.

5. If you chose to create a new version of the existing attachment in step 3, enter a name and (optionally) a description for the new version of your document.

Note: Youcan'tuse the same name as another version of the document.

6. If you chose to replace the existing attachment in step 3, you can press the Upload button directly without entering a version name and description.

Any new version of the file you upload must have the same Multipurpose Internet Mail Extensions (MIME) type as the previous version. For example, you must upload a Word file to replace a Word attachment.

Upload attachments by drag and drop

Replace existing attachments by drag and drop in Team Folders and Secured Folders

Notes: Documents in Team Folders and Secured Folders must contain exactly one attachment. When you upload a new version of an existing attachment, you must choose to keep the current version or to overwrite it. Learn more: Understand the AODocs version control system.

1. Open a document in a Team Folder or Secured Folder.

2. Open the Properties tab.

3. Drag and drop a non-Google file into the Properties tab.

The file must have the same Multipurpose Internet Mail Extensions (MIME) as the existing attachment. For example, you can upload only an Excel file to replace an Excel attachment.

4. Select one of these options in the Upload pop-up:

Replace existing attachment: the uploaded file replaces the existing attachment; a new version of the document is not created

Create a new version of the existing attachment: a new version of the document is created with the uploaded file as a new version of the attachment

5. Press Choose file to select the file to upload.

6. If you chose to create a new version of the existing attachment in step 4, enter a name and (optionally) a description for the new version of your document.

Note: Youcan'tuse the same name as another version of the document.

7. If you chose to replace the existing attachment in step 4, you can press the Upload button directly without entering a version name and description.

Any new version of the file you upload must have the same Multipurpose Internet Mail Extensions (MIME) type as the previous version. For example, you must upload a Word document to update a Word attachment.

Add attachments by drag and drop in Document Management libraries

Note: Documents in Document Management libraries can have no attachments, one attachment or several attachments. Learn more: .

1. Open a document in a Document Management library.

2. Open the Properties tab.

3. Drag and drop a non-Google file into the Properties tab.

Note: You can only drag and drop one file at the time. If you select multiple items, the first one you selected will be the only one added.

The file is added directly as an attachment if:

your document has no attachments

the selected file has a different name from existing attachments

4. If the selected file has the same name as an existing attachment, the Upload pop-up opens. Select one of these options:

Add as a new attachment: the uploaded file is added as a new attachment; the document will have more than one attachment with identical names

Replace existing attachment: the uploaded file replaces the existing attachment; a new version of the document is not created

Note: If you select this option in a document that has two or more attachments with identical names, the uploaded file replaces the first of the attachments with identical names.

Create a new version of the existing attachment: a new version of the document is created with the uploaded file as a new version of the attachment

5. Press Choose file to select the file to upload.

6. If you chose to create a new version of the existing attachment in step 4, enter a name and a description for your new version.

Note: Youcan'tuse the same name as another version of the document.

7. If you chose to replace the existing attachment in step 4, you can press the Upload button directly without entering a version name and description.

Attachments are files that are attached to AODocs documents. Attachments are stored in Google Drive and are owned by the storage account of your library. Learn more: What are attachments?

To download attachments from AODocs documents:

1. Open a document in any type of library.

2. Open the More actions menu next to the attachment and select Download Attachment.

2. If the file is a non-Google file, the file downloads to your computer immediately.

3. If the file is a Google file (Google document, spreadsheet, presentation or drawing), a pop-up opens. Select the format you want to download the file as. Press Download. The file downloads to your computer.

Attachments are files that are attached to AODocs documents. Attachments are stored in Google Drive and are owned by the storage account of your library. Learn more: What are attachments?

Documents in Document Management libraries can have no attachments, one attachment or several attachments.

The following actions are specific to Document Management libraries:

Add attachment pop-up Add attachments

Access the Add attachment feature

Upload files from your device or import files from your My Drive

Upload Microsoft Office files as attachments

Encrypt and upload files using Virtru

Create Google files from scratch

Rename attachments

Remove attachments

Note: You can also: upload non-Google attachments preview attachments download attachments

Add attachments

Access the Add attachment feature

1. Open a document in a Document Management library.

2. Select Add attachment in the sidebar.

Alternatively, press Edit, scroll down to Attachments and press the Add attachment button.

Note: If your document already has one or more attachments, you don't need to enter edit mode: in the Properties tab you can access the Add attachment button in view mode.

3. Select one of the options:

Attach to upload files from your device or import files from your My Drive

Upload and convert to upload Microsoft Office files as attachments

Upload using virtru (available only if Virtru is activated on your domain and in this library ) to encrypt and upload a file

Create to create Google files from scratch

Upload files from your device or import files from your My Drive

Important: You can't upload files from your device if you're using the Files feature on a Chromebook. You must select your files from Google Drive instead.

1. Select Attach in the Add attachment pop-up.

2. The Google Drive file picker opens, where you can:

drag and drop files from your device

select files from your device

select files stored in your Google Drive

Notes: 1. When you upload a file from your device: the file is first uploaded to your Google Drive - you are the owner then ownership of the file is transferred to the storage account of the library2.When you import a file from your My Drive: You can only select files you own in the Google Drive file picker. As these files are already uploaded in your Google Drive, you will only import files to AODocs and give the ownership of your files to the storage account of the library.

3. Choose one or more files and press Upload.

The newly attached files are displayed in the left sidebar of your document.

Upload Microsoft Office files as attachments

1. Select Upload and convert in the Add attachment pop-up.

2. Your device's file picker opens. Select a Microsoft Office file to upload.

3. Press Open.

The Microsoft file is converted to the corresponding Google file format and attached to the document. It is displayed in the left sidebar and the Attachments section of the document.

Note: When you upload a file from your device: the file is first uploaded to your Google Drive you are the owner then ownership of the file is transferred to the storage account of the library

Encrypt and upload files using Virtru

1. Select Upload using Virtru in the Add attachment pop-up.

2. Follow the procedure described in the Virtru User Guide.

Create Google files from scratch

1. Select Create in the .

2. A pop-up opens. Select the type of file to create:

Google Docs

Google Sheets

Google Slides

Google Drawings

3. Enter the name of your new file.

4. Press Create.

5. The newly attached file is displayed in the sidebar of your document.

Note: When you create a new Google file: the file is first created in your Google Drive - you are the owner then ownership of the file is transferred to the storage account of the library

Rename attachments

1. Open a document in a Document Management library.

2. Press the Edit button.

3. Scroll down to Attachments.

4. Press the Edit button next to the attachment you want to rename.

5. Enter a new name for your attachment.

6. Validate or cancel your change using the check mark or cross button.

7. Press Save.

Remove attachments

1. Open a document in a Document Management library.

2. Press the Edit button.

3. Scroll down to Attachments.

4. Press the red trash button next to the attachment you want to delete.

Important: Before saving, you can cancel your action by pressing the red backward arrow. After removing an attachment from a document, you can't restore it.

4. Press Save.

As a library contributor, you can move documents or folders into a different folder within the same library.

Notes: Folders are always available in Team Folders and Secured Folders. In Document Management libraries, folders must be configured by library administrators. Only library administrators can export documents or folders to other libraries.

This article describes how to:

step 4 Move documents or folders from a view

Move a document from the document page interface

Move documents or folders from a view

To move documents or folders from one folder to another:

1. Open a view.

2. Select the items you want to move.

Note: You can select folders and documents at the same time.

3. Press the folder button.

4. The Folder selection pop-up opens. Select the folder where you want to move your items.

Note: The Folder selection pop-up defaults to: the parent folder of the current folder (if one or more documents in the same folder are selected) the selected folder in the browse by view (if two or more documents in different folders are selected)Tip: You can select existing folders or create new ones in your folder structure.

5. Press Move items.

Note: When you move documents to a different folder, the last modification date and author are not updated.

6. A progress bar appears at the top of the screen. Press View more details if you want to see details of the move operation.

Move a document from the document page interface

To move a document from the document page:

1. Open a document.

2. Press the Manage folders button.

Follow the procedure from above.

Attachments are files that are attached to AODocs documents. Attachments are stored in Google Drive and are owned by the storage account of your library. Learn more: What are attachments?

There are some minor limitations when working with Google file attachments (Google documents, spreadsheets, presentations, drawings and forms) in the AODocs document editor, in all types of library.

Understand the AODocs version control system Embedded Google file attachments in the AODocs document editor

Limitations withGoogle file attachments

Features with specific behavior in the AODocs document editor

Change of ownership: Google Apps Script

Google Spreadsheets linked to Google Forms

Embedded Google file attachments in the AODocs document editor

When you open any type of attachment in AODocs, it is displayed in the AODocs document editor in an iframe, under the AODocs header.

There are some minor limitations when working with Google file attachments in the AODocs document editor. If you open your document in a new tab, most of the limitations no longer apply. In addition, you can access many of the limited features directly from the AODocs header.

Limitations with Google file attachments

Share a file

The Share button is isn't available in the AODocs document editor. To manage sharing permissions, use the Edit document or folder permissions button in the AODocs header. Learn more: What are permissions in AODocs?

Delete a file

The Move to trash option in the File menu is isn't available in the AODocs document editor. To delete a document from your library, open the More actions menu in the AODocs header and select Delete.

Email feature

The options Email as attachment... and Email collaborators... aren't available in the AODocs document editor. Open the attachment in a new tab to bypass this limitation.

Publish to the web

The Publish to the Web option in the File menu isn't available in the AODocs document editor because only the owner of a document can publish to the web in Google Drive.

To publish a document, use the Publish to the web or Publish to the domain option in the AODocs More actions menu.

Notes: The Publish... options are available only in Team Folders and Security Folders. They aren't available in Document Management libraries. Only library administrators can access the Publish... options.

Insert or replace images and videos

The Image option in the Insert menu isn't available in the AODocs document editor. Open the attachment in a new tab to bypass this limitation.

Limitations in Google Sheets

Import and Print options: In Google Sheets, the Import and Print options in the File menu aren't available in the AODocs document editor. Open the attachment in a new tab to bypass this limitation.

Protected cells: In an AODocs document with a Google spreadsheet attachment in which there are protected cells, only the user who checked out the document can modify the protected cells. Other users with edit permissions on the protected cells can't edit the protected cells, but can edit the rest of the spreadsheet.

Learn more: Force check-out / check-in when editing documents.

Limitations in Google Slides

HTML view: in Google Slides, the HTML view (accessible via keyboard shortcut) isn't available in the AODocs editor. Open the attachment in a new tab to bypass this limitation.

Present feature: in Google Slides, the Present feature isn't available in the AODocs document editor. Open the attachment in a new tab to bypass this limitation.

Suggestions in Google file attachments

When you add suggestions in Google file attachments in the AODocs document editor, they don't have the Accept and Reject buttons. Open the attachment in a new tab to bypass this limitation.

Add-ons using a side panel

Add-ons that use a side panel, such as the Google Docs Table of contents add-on, don't work in the AODocs document editor. Open the attachment in a new tab to bypass this limitation.

Features with specific behavior in the AODocs document editor

Create a new file in the AODocs editor

In all types of library, when you select New in the File menu a Google file attachment in the AODocs document editor, a new tab opens with a new Google file, which you can name and modify. However, the new file is created in your My Drive and isn't managed by AODocs. You can move or import the file into AODocs.

To create a new document in the same AODocs folder, press the New button in the AODocs header.

Make a copy

In Document Management libraries, when you select Make a Copy in the File menu in a Google file attachment in the AODocs document editor, a copy of the document is created and opens in a new tab. However, the copy is located in your My Drive and isn't managed by AODocs. You can move or import the file into AODocs.

To copy an attachment from the AODocs document editor, open the More actions menu in the AODocs header and select Copy document. This copies all the attachments and properties of the AODocs document, if they exist.

Note: In Team Folders and Secured Folders, you can use the Make a copy option in the File menu to make a copy in the current folder in your AODocs library.

Change of ownership: Google Apps Script

In Google Drive, you can create an Apps Script attached to a Google file, such as a Google document or spreadsheet. When users create and then import these files into AODocs, the following features are unavailable:

Publish as a web app

Deploy as an Add-on

These features can be performed only by the script owner: the storage account.

Tips: We recommend using separate Apps Script files instead of an attached Apps Script.

Google Spreadsheets linked to Google Forms

When working with Google Forms, you have the possibility to select a Google Spreadsheet as the destination of the responses of the form.

When selected, the spreadsheet and the form are linked (through their unique ID).

Important: If a spreadsheet linked to a form is imported into AODocs, don't use the check-out / check-in feature or restore an older version. Doing so generates a copy of the destination spreadsheet. The copy of the spreadsheet is no longer linked to the form (because it has a different ID). Learn more:

Attachments are files that are attached to AODocs documents.Attachments are listed in the sidebar of your document.

Note: Attachments are stored in Google Drive and are owned by the storage account of your library. Learn more: What are attachments?

What is the Universal File Opener (UFO)? Open Microsoft Office attachments from your AODocs document

Open Microsoft Office attachments from a view

Microsoft Office limitations when editing inAODocs without UFO

Notes: You're recommended to install UFO as it lets you access your non-Google files more quickly and efficiently - see Microsoft Office limitations. Learn more: In AODocs, the UFO button in the top bar remains unavailable until you open a non-Google file.

Open Microsoft Office attachments from your AODocs document

1. Open a document that has a Microsoft Office file attachment.

2. In the sidebar, select the Open file in Microsoft Office button next to the attachment. In Document Management libraries, you can also scroll down to theAttachments section underProperties.

Accessing Microsoft Office attachments in a Document Management library

3. AODocs opens your document in the corresponding Microsoft Office application.

4. Editthe document and save your changes. Yourdocument issynchronized in AODocs.

5. When you returnto AODocs and open the attached file, you can see that your modifications have been saved.

Note: Two users can'tedit the same file at the same time. The file is automatically locked whenauser opens it. If another user tries to edit the file, they will only be able to save a local copy or open it in read-only mode. If you keep a file open forone hour without saving it, the lock is released and another user can edit the file. You will no longer be able to edit the file againuntil the other user has finished editing. You can save the filelocally to keep any unsaved changes.

Open Microsoft Office attachments from a view

1. In a view, select one or more documents that have Microsoft Office file attachments.

2. Press the Edit/view attachments button.

3. The Edit/View attachments pop-up opens, displaying the attachments in each selected document.

4. Press the attachment you want to open.

Tip: Hold Shift and select the document to open it in read-only.

The file is downloaded and opens locally in its software application.

If you're using UFO, an information pop-up is displayed. If the file is too big or takes too longto open, you can cancel from the pop-up.

Note: If you have read-only access to the file in Google Drive or AODocs, you canopen the file, butany changes made and saved locally willnot be uploaded back toGoogle Drive or AODocs.

5. Save your changeslocally. Yourdocument issynchronized in AODocs.

If you're using UFO, a message indicates that the file is being uploaded back to AODocs.

Microsoft Office limitations when editing inAODocs without UFO

You can open Microsoft Office fileson your computer with AODocs only if:

the fileis a Microsoft Office Word, Excel or PowerPoint file withone of these extensions:

Word document: docx, doc ordocm

PowerPointdocument: pptx, ppt orpptm

Excel document: xlsx, xls orxlsm

you have Microsoft Office installed on your computer supported versions are from Office2010 SP2up to the most recent versionfor Windows and macOS

the name of the document doesn't exceed 250 characters

the size of the document doesn't exceed 32 MB

Note: If you are using UFO, you must have Microsoft Office installed (any version), but none of the other limitations applies.

Users can delete folders from an AODocs library (if they have permission).

When a user deletes a folder:

it goes to the AODocs library trash

the folder and its content stays in the library trash for the defined library retention period and is then permanently deleted

During the retention period, library administrators can:

permanently delete the folder and its content

restore the folder and its content

Manage deleted documents and folders

Learn more:

Manage folders in your AODocs libraries

Delete documents in AODocs

To delete a folder:

1. In an AODocs view, select a folder.

2. In the toolbar, select the trash button.

3. A confirmation message opens. Press Delete.

Notes: As a contributor, you can only delete content that you can edit. For example, if you delete a folder containing read-only documents and edit-access documents, only the edit-access documents are sent to the library trash. The folder and the read-only documents it contains aren't deleted. Administrators can restore deleted folders and documents. Learn more: .

As a contributor, you can create a new version of a document. The new version stores the properties, relations, descriptions and attachments of the document.

Learn more: Understand the AODocs version control system.

Important: Previous versions of documents are read-only. Only contributors can create new versions. You can view previous versions if you have read access toa document. The Versions tab may not be visible if a library administrator has restricted its visibility. Learn more: Restrict who can see the list of previous versions.

This articleexplains how to:

forced names of document versions to be numbers Access the Versions tab of a document

Create a new version of a document

View a previous version of a document

Restore a previous version of a document

Video: Manage document versions

Access the Versions tab of a document

1. Open a document.

2. In the sidebar, pressthe Versions button. The Versions tab opens.Each version is defined by a version name (or number), a date of creation, a version creator and an optional description.

Note: The document page for previous versions may have different sections displayed from the current version. Library administrators can customize the display of previous versions of documents differently from the way they're customized for current versions. Learn more: Manage the display of AODocs documents.

Create a new version of a document

As a contributor, you can create a new version of a document.

Note: This featureisn't available if a library administrator has disabled manual versioning.

1. In the Versions tab, pressthe + New Version button or in any tab, select Create new version in the More actions menu.

2. Enter a name for your new version.

Notes: Youcan'tuse the same name as another version of thedocument. You have to use a number if a library administrator has forced names of document versions to be numbers.

3. Enter aversion description, if required.

4. PressCreate.

A new version is created and becomesthe current version.

When you create a new version of an AODocs document, the document, its propertiesand its attachments are duplicated and archived. This is so youcan restore a previous version of a document if required.

Note: It may take a few secondsto create a new version, depending onthe number ofattachments.

View a previous version of a document

As an AODocs user, you can view the content of aprevious version.

1. In the Versions tab, go tothe Previous versions section.

2. Press the View this version button next to the version you want to view. The previous document version opens in a new tab.

3. Press the document attachments to view them.

Google files are instantly available to view.

Non-Google files must be downloaded from the Properties tab to be viewed.

Learn more: What are document attachments?

Restore a previous version of a document

As a contributor, you can restore the content of a previous version as a new version.

Note: The Restore this version button isn't available if a library administrator has disabled manual versioning.

1. In the Versions tab, press the Restore this version button next to the required version.

2. Set the name and the description of the new version.

Notes: Youcan'tuse the same name as another version of thedocument. You have to use a number if a library administrator has .

3. Press Restore.A new version is created. The new version is a copy of the version you restored.

Note: Restoring a previous version of a document doesn't change the location of the document. For example, if you moved adocument from folder A to folder B and restored the document now located in folder B as a previous version when it was in folder A, the document is restored but stays in folder B.

Note: When you restore a previous version of a document, you become the creator of the new document, even if you didn't create the version you restored.

Video: Manage document versions

Check-out is an action that creates a draft version of an AODocs document. A subset of users can update the draft. All users who had access to the document before the check-out can access the main version of the document, in read-only.

When a check-out is manual, the draft is accessible only to the user who performs the check-out. This user can then authorize other users to access the draft.

Check-in is an action that converts the draft to a new version of the document. The main version becomes a previous version.

Learn more: What is check-out / check-in?

Important: Check-out / check-in can be manual or automated: If a check-out was triggered manually, the check-in must be manual. If a check-out was triggered through a workflow, the check-in must happen through a workflow transition. Learn more: Workflow example with version control.

This article explains how to use the manual check-out feature:

cancel the check-out Check out a document

View the draft version of a document

View the main version of a document

Share the draft version with other users

Next steps

Check out a document

In your document, there are two ways to create a draft version:

in the Versions tab, press the Check-out button

in any tab, select Check-out in the More actions menu

Note: The Versions tab may not be visible if a library administrator has restricted its visibility. Learn more: Restrict who can see the list of previous versions.

A new draft version of the document is created. By default, only the user who created the draft and library administrators can view and edit it. As the creator of the draft, you can share the draft version with other users if you want them to view or edit it.

View the draft version of a document

In the list of documents, users who have access to the draft version of the document can see a lock icon to the left of the document title. Users who don't have access to the draft version don't see the lock icon.

Important: If you have access to the draft, the view displays the properties and workflow state of the draft (if there's a workflow defined). If you don't have access to the draft, the view displays the properties and workflow state of the main version (if there's a workflow defined).

When you open the draft version of the document, you can see:

an orange Draft version tag next to the name of the draft version

a check-out banner containing:

text indicating when the document was checked out and who checked out the document

a link to the main version of the document

a Discard draft button

a Check-in button

a workflow banner (if there's a workflow defined), indicating that workflow actions are unavailable because the document was checked out manually press More details

View the main version of a document

Users who have access to the draft version of a document can press the link to the main version from the check-out banner in the draft version.

The main version of the document:

has the same content as before the check-out

has a banner indicating that a draft version exists press More details to display when the document was checked out and who checked out the document

is read-only while the draft version exists

Note: Users who don't have access to the draft version see the main version when they open the document. The banner and tag aren't displayed.

Share the draft version with other users

As a contributor of the draft or as an administrator, you can share the draft version with other users.

Note: Contributors of the draft version, including the user who checked out the document, can't update the sharing permissions if library administrators have forbidden contributors to update the sharing permissions at the document class level. Learn more: Prevent contributors from sharing documents.

Important: Changing the permissions in the draft version affects only the draft version. The main version is not affected by these permissions changes.

1. Press the Edit document or folder permissions button in the action bar. The Document permissions pop-up opens.

2. Enter the name of a person or a group.

3. Press Add.

4. Select the required permissions for the person or group you added.

Next steps

When you have edited your draft version, you can check it in to validate it. Alternatively, you can to discard the draft version.

The Universal File Opener (UFO) is a Google Chrome extension. It enhances the Google Drive and AODocs experienceby allowing you to:

open non-Google files locally on your computer usingthe correspondingsoftware

save thechanges you made locally back toGoogle Driveor AODocs

When installing the Universal File Opener (UFO), end-users are asked to grant permissions on their G Suite account.Learn more: Install the Universal File Opener (UFO).

Important: All the permissions listed below are subject to change in future UFO versions, depending on the requirements for new features, technical changes or new Chrome APIs. When a new version of UFO requires additional permissions, users will be prompted to authorize the new permissions before activating the new version.

The table below lists the permissions requested by UFO and the reason why they are required:

Read and change your data on drive.google.com

Allows UFO to add a new action button, on hover on your Google Drive items, to let you edit them with your local software programs.

Read and change your data on docs.google.com

The extension can add UFO features to your Google Docs, Google Sheets, Google Slides and Google Drawings interfaces.

Display notifications

Allows UFO to create and show rich notifications in your system tray, such as the status of file synchronization and information when attempting to open a locked file.

Communicate with cooperating websites

Allows our OAuth2 authentication page to securely communicate with the extension.

When UFO is used in the AODocs user interface, allows communication with the extension to let you open your AODocs attachments with your local software programs.

Communicate with cooperating native application

Allows the extension to communicate with its local application launcher agent (UFO Sync Client), to start the appropriate application when opening a file from Google Drive or from the AODocs user interface.

In Team Folders and Secured Folders, you can copy the structure of a folder from Google Drive.

To copy the structure of a folder:

1. In Google Drive, select the source folder you want to copy and press the button Copy folder tree.

2. A pop-up opens. You can choose a name for the new folder.

3. Press Copy.

4. The new folder and all its subfolders are copied under the parent folder of the source folder.

The copy operation:

doesn't copy any documents located in the source folder and subfolders; it copies only the folder structure

is limited to a structure of 200 folders maximum; if you try to copy more than 200 folders, an error message is displayed and you can't start the copy

copies only the folders to which you have access; it ignores the folders that you can't see (and these folders aren't counted in the limit of 200 folders)

ignores the existing permissions of the source folder tree; the new folders created by the copy operation have the same sharing permissions as the parent folder where they are created

Libraries are document containers. A library is associated with a single storage account that owns all thedocuments in your library. Each library has its own specific configuration.

In AODocs, you can create a library by copy. Your new library is preconfigured according to an existing library. Only the configuration of the source library is created, the documents and permissions are removed.

Note: You can also: Create a library from scratch Create a library from a template

Important:The following users can create libraries: users defined as library creators at the domain level; learn more: Manage library creators AODocs super adminisrators an individual user or group given the right to select a storage account; learn more: Create a storage account (Only for option)

To copy an existing library:

1. On the AODocs homepage, press theCreate library button.

Create documents in Document Management libraries

2. At the top of the Create library screen, press Copy library.

3. In the Copy library configuration pop-up, enter the name of your new library.

Note: The library name: can contain any characters, including special characters must be unique; two libraries in your domain can't have the same name

4. Select the library you want to copy.

5. Select a storage account for your new library.

Note: If only one storage account is configured on your domain, it's selected by default. If more than one storage account is configured, AODocs prompts you to select from the list of available accounts. This list includes only storage accounts for which the current user is included in the availability setting.

6. Press Create library. Your library is now created.

For Document Management librariesand Secured Folders, you are redirected to thehomepage of your library in the AODocs user interface.

For Team Folders, you are redirected to the root folder of your library in the Google Drive Interface.The library creator receives an email to confirm that the library has been created.

Note: For large Team Folder or Secured Folders, there may be a delay in seeing the new library in Google Drive. If the creation process takes too long, the system may display a message informing you that you can't see your new library on Google Drive for the moment. You can still open your library in AODocs by selectingOpen with > AODocs.

7. Apply permissions and start using your preconfigured library.

Important:When you copy a library: The copied library is shared only with the library creator. All existing permissions on the source library are removed. Documents from the source library aren't copied in the new library.

Learn more: Share documents in Document Management libraries

The AODocs homepage displays all the libraries you have access to.

Tip: You can choose to display your libraries in a grid view or a list view. Learn more: Browse your libraries.

To access a library:

1. Open the AODocs homepage.

2. Press the name of a library. The library opens in the AODocs user interface.

You can open Team Folders and Secured Folders in Google Drive by pressing the Google Drive button.

Opening libraries from the AODocs homepage in grid view

Opening libraries from the AODocs homepage in list view

If you're reading this document, it's because an AODocs user (in this article, "your collaborator") has shared an AODocs library with you so you can work together.

AODocs brings enterprise-grade document management features to your Google Drive. AODocs enables you to access a library shared with you by an AODocs user.

This article describes how to access your collaborator's library.

Note: In our example: your collaborator, the administrator of the AODocs library, is Bob: [email protected] you are an external user with the email address [email protected], who doesnt have an AODocs account and wants to access Bob's library

AODocs user interface Prerequisites

Sign in to your Google Account

Open your collaborator's library

Browse and collaborate in your collaborator's library

Prerequisites

You must have one of the following:

a G Suiteaccount (provided by your employer) such as <username>@yourdomain.com

a free consumer account such as <username>@gmail.com

a free consumer account associated with your professional email address such as <username>@yourdomain.com

Create your Google Account

Sign in to your Google Account

Sign in to your Google Account (one of the accounts mentioned above ).

Open your collaborator's library

To access your collaborators library, you must have received a notification by email.

Below is an example of email notification, sent by your collaborator.

To access the AODocs library, follow the link in the email notification. AODocs checks your identity by asking you to accept the permissions required to access AODocs library homepage.

When you agree to the AODocs permissions, your collaborators library opens in AODocs.

You can now access AODocs usingyour GoogleAccount (in our example, [email protected])in your collaborators domain (in our example,demokb.aodocs.com)

Accessing your collaborators AODocs library

Note:If you can't access the library, contact your collaborator. They may have forgotten to add you to the library access permissions. Learn more: Share your library with external users.

Browse and collaborate in your collaborator's library

You can browse the library your collaborator has shared with you in AODocs.

You can view, create or even upload documents, depending on the library security settings set by your collaborator. Learn more: Add files and folders as an external user.

The document you added is now visible to all members of the library.

The new document you created is now available in your collaborators library

Learn more about how to use AODocs:.

As a document creator, you can create AODocs documents from scratch in Team Folders and Secured Folders.

Note: You can also: Create documents in Document Management libraries Create documents from a template Create documents by copy Create new related items (documents) in Secured Folders

Note: The document creation flow varies according to the type of library, its configuration and where you are in the AODocs interface when you create your document.

What if you can't save your document? Choose the type of document to create

Choose a file

Upload files from your device or import files from your My Drive

Upload Microsoft Office files as attachments

Encrypt and upload files using Virtru

Create Google files from scratch

Make changes to your document in create mode

Choose the type of document to create

1. Access your library homepage, a view or a document.

2. Press New.

3. A panel appears with the document classes in your library sorted alphabetically. For the required class, select one of the available options:

Blank: to create a new document without using a template

Note: Theres no Blank option when a default template is defined for the document class. Learn more: Create documents from a template.

a document template, with or without an attachment

Note: If there's only one document class in your library (always the case for Team Folders) with no templates or with a default template, the Choose a file pop-up opens directly. Go to: Choose a file.

Creating a document from the library homepage in a Secured Folder

Notes: If you're in a view specific to a document class, the panel shows the options for the current class only. If you're on a document page, you can also create a document by copy or (in a Secured Folder in which relations have been set up) create a new related item.

When you've selected the type of document to create, the Choose a file pop-up opens.

Choose a file

In the Choose a file pop-up, select one of the options:

Attach to upload files from your device or import files from your My Drive

Upload and convert to upload Microsoft Office files as attachments

Upload using virtru (available only if Virtru is activated on your domain and in this library ) to encrypt and upload a file

Create to create Google files from scratch

When you've chosen a file:

If the document class doesn't contain empty mandatory properties, your document is created. Its title is the name of the file you created or uploaded.

If the document class does contain empty mandatory parameters, an unsaved document opens in create mode

Upload files from your device or import files from your My Drive

Important: You can't upload files from your device if you're using the Files feature on a Chromebook. You must select your files from Google Drive instead.

1. Select Attach in the Choose a file pop-up.

2. The Google Drive file picker opens, where you can:

drag and drop files from your device

select files from your device

select files stored in your Google Drive

Notes: 1. When you upload a file from your device: the file is first uploaded to your Google Drive - you are the owner then ownership of the file is transferred to the storage account of the library2. When you import a file from your My Drive: You can only select files you own in the Google Drive file picker. As these files are already uploaded in your Google Drive, you will only import files to AODocs and give the ownership of your files to the storage account of the library.

3. Select a file and press Upload.

4. Your document is created. Its title is the name of the file you uploaded.

You can choose to open it in Google Drive or in AODocs.

Upload Microsoft Office files as attachments

1. Select Upload and convert in the Choose a file pop-up.

2. Your device's file picker opens. Select a Microsoft Office file to upload.

3. Press Open.

The Microsoft file is converted to the corresponding Google file format and attached to the document.

Note: When you upload a file from your device: the file is first uploaded to your Google Drive - you are the owner then ownership of the file is transferred to the storage account of the library

4. Your document is created. Its title is the name of the file you uploaded.

You can choose to open it in Google Drive or in AODocs.

Encrypt and upload files using Virtru

1. Select Upload using Virtru in the Choose a file pop-up.

2. Follow the procedure described in the Virtru User Guide.

Create Google files from scratch

1. Select Create in the Choose a file pop-up.

2. A pop-up opens. Select the type of file to create:

Google Docs

Google Sheets

Google Slides

Google Drawings

3. Enter the name of your new file.

4. Press Create. Your document is created. Its title is the name you gave to the Google file.

It opens in the AODocs document editor.

Note: When you create a new Google file: the file is first created in your Google Drive - you are the owner then ownership of the file is transferred to the storage account of the library

Make changes to your document in create mode

When you have chosen a file, if there are mandatory properties to fill in, an unsaved document opens in create mode. A progress bar indicates how many mandatory items (including the document title) have been filled in. The mandatory properties are marked with a red star.

You must fill in the mandatory properties before pressing Save to create your document. You can also:

choose the folder where the document will be located

add one or more relations, if configured in your Secured Folder

Note: Relations aren't available in Team Folders.

add a document description

1. Edit the title (if required) and fill in the mandatory properties. Learn more: Edit custom properties.

2. If required, you can change the folder where your document will be located.

The default folder is:

the library root if you created the document from the library homepage or from a view without a folder structure

the current folder if you created the document from a view with a folder structure

Press the Choose folder button. In the Folder selection pop-up, select the required folder and press Select Folder.

Tip: You can search for folders and create new folders in your folder structure.

3. In Secured Folders, if relations have been set up by a library administrator, you can press the Add related item button and add one or more relations or create a related item. Learn more: Create new related items.

4. If required, add a description to your document. The rich text field can include:

links

tables

images

videos

embedded external content with iframes

The description is displayed in the Properties tab of the document. The text in the description is searchable in the AODocs search bar on the library homepage. Learn more: Search for documents in your AODocs library.

Notes: The description field may be mandatory if the field permissions are managed by workflow states. You can only insert images in the description after saving your document.

9. Press Save to create your document. Your document opens in the AODocs document editor.

Note: You can't save your document: without filling in all mandatory fields if some property values are outdated or incorrectLearn more:

Unsaved document in create mode in a Secured Folder

As a document creator, you can make a copy of an existing document from its document page, with itsproperties, attachments, relations and description.You can then make any required changes before saving it as a new document.

Notes: Only the latest version of a document can becopied. The workflow state is reset in thecopied document.

1. Open a document in AODocs.

2. Press New.

3. Select the option to copy the current document.

What if you can't save your document?

4. The unsaved document opens in create mode. The title of the document is Copy of [document name].

Make any required changes to your document in create mode:

learn more for Team Folders and Secured Folders

learn more for Document Management libraries

Note: You can't make changes to any attachments at this stage.

5. Press the Save button to create your document.

Note: You can't save your document: without filling in all mandatory fields if some property values are outdated or incorrectLearn more:

Unsaved document in create mode (created by copy) in a Document Management library

AODocs can transform an email sent to a specially configured email address into an AODocs document. This article describes the procedure for Document Management libraries. Learn more: Create documents from emails in Team Folders and Secured Folders.

To create an AODocs document from an email, an inbound email address must first be configured by library administrators. Learn more: Configure emails to documents.

When the email address is configured, users who can create documents in the library can send an email to this address. The email is converted into an AODocs document and added to the library. You can use any email client (such as Gmail) or any application (such as a printer or ticketing tools) to send the emails.

Configure emails to documents Create a document from an email

Note about permissions

Create a document from an email

1. Create a new email and in the To field, enter the specially configured email address.

2. Enter a subject and some text in the main body.

3. Add one or more attachments if required.

4. AODocs converts the incoming email into an AODocs document as described below:

The destination address in the email corresponds to an inbound address configured in an AODocs library. AODocs uses this email address to convert the incoming email.

The From address becomes the document creator.

The Subject becomes the title of the AODocs document.

The body of the email becomes the rich text Description of the AODocs document. The HTML formatting in the email body is preserved in the AODocs document unless your administrator chose the plain text setting. Learn more: .

Any files attached to the email are saved to Google Drive and attached to the AODocs document.

If a library administrator has associated a document template with the email address, the document created in AODocs will have the default properties and the default attachments of the template (in addition to any attachments from the email).

5. When the conversion is complete, AODocs sends a confirmation email to the sender. The email provides a link to the new document.

6. Open the document in AODocs.

Notes: If the document class has a default template and a library administrator hasn't associated the email address with a template, the new document is created using the default template. The properties are copied from the template and the attachments are taken from the template and from the email. If a library administrator has associated the email address with a folder, the document is created in the defined folder. If no folder is associated with the email address, the document is created at the root level of the library. Library administrators can force Microsoft Office files to be converted to Google Docs format. The total size of the email sent to AODocs is limited to 24 MB, including the email body and all the attachments.

Note about permissions

The From address of the sender's email is used to determine whether the document can be created by the email sender. AODocs checks if the email sender has the permission to create documents in the library. If not, AODocs sends an email to the sender containing an error message.

In AODocs, library administrators can configure the sharing permissions to be inherited from a folder, a class or a workflow state.

Library administrators can:

force library users (including themselves) to respect the sharing permissions set in the library configuration

allow specific permissions to be set at the document level regardless of the sharing permissions inherited by the library configuration

This article explains how to:

Remove all inherited permissions and set new permissions Check the permission inheritance mode

Add permissions on top of the inherited permissions

Check the permission inheritance mode

1. Select the document or folder you want to share.

2. Press the Share button.

3. Check if the inheritance mode can be overridden.

If administrators have forbidden any user to change the permissions set in the library configuration, you can't set specific permissions at the document level.

If administrators allow you to overwrite the permissions configured in the library configuration for a specific file, you can either:

add permissions on top of the inherited permissions

remove all inherited permissions and set new permissions

Add permissions on top of the inherited permissions

1. Enter the name or email address of the user or group and press Add.

2. Choose the permission level for the added user:

Read: permission to read a document

Write: permission to modify a document, for example:

edit the document's properties

rename the document

move the document to a different folder

add, edit or remove an attachment

Comment: permission to comment Google attachments (Google documents, spreadsheets, presentations) the other elements of the document, such as the properties, the description and the relations are read-only

Delete: permission to delete a document

Share: permission to modify a document's permissions

Note: Library administrators can choose to restrict or grant the Delete and Share permissions to contributors.

3. Select the Prevent viewers from downloading, copying and printing checkbox to prevent users with read-only access to the document from downloading it.

4. To delete the users you added, press the delete button.

Note: Youcan'tdelete administrators and inherited permissions.

Remove all inherited permissions and set new permissions

1. Select Ignore inherited permissions in the Change drop-down menu.

2. Enter the name or email address of the user or group and press Add.

3. Choose the permission level for the added user:

Read: permission to read a document

Write: permission to modify a document, for example:

edit the document's properties

rename the document

move the document to a different folder

add, edit or remove an attachment

Comment: permission to comment Google attachments (Google documents, spreadsheets, presentations) the other elements of the document, such as the properties, the description and the relations are read-only

Delete: permission to delete a document

Share: permission to modify a document's permissions

Note: Library administrators can choose to restrict or grant the Delete and Share permissions to contributors.

4. Select the Prevent viewers from downloading, copying and printing checkbox to prevent users with read-only access to the document from downloading it.

5. Choose the visibility mode of the document:

Documents visible only to specific users and groups: only users and groups defined in the list of document permissions (step 3) have access to the document

Document visible to all library readers: the document is read-only to all users, including contributors

Documents editable by all library contributors: contributors can edit the document, readerscan'tview it

Documents visible and editable by all: contributors can edit the document, readers can view it

6.To delete the users you added, press the delete button.

Note: Youcan'tdelete administrators and inherited permissions.

You can browse your libraries on the AODocs homepage.

Tip: To refine your selection, you can combine any of the features for browsing libraries.

Apply labels to libraries Switch between toggle and grid view

Search for libraries using keywords

Display your favorite libraries

Filter libraries by type

Display libraries in which you have pending workflow tasks

Sort your list of libraries

Select libraries for display using labels

Switch between toggle and grid view

There are two views of libraries in AODocs. The default is the grid view:

To switch to the list view, use the Grid view / List view toggle. The list view is shown below.

To open a library, press its name. Learn more: Access your libraries.

Search for libraries using keywords

Enter part or all of the name of a library in the Searchfield.

The list of libraries displayed is filteredaccording to the text you entered. The search is case insensitive and matches partial keywords.The result list is updated immediately as you type your keywords.

Note: Unless you are a super administrator of your domain, you can see only the libraries to which you have access.

Display your favorite libraries

To display all your favorite libraries, press the star filter in the right panel.

Tips: Press the star on a library card to tag/untag the library as a favorite. Press Reset filters to remove the filter.

Filter libraries by type

You can filter the libraries displayed on your AODocs homepage by type.

By default, all library types are displayed. Use the filter buttons to display Team Folders, Secured Folders and/or Document Management libraries.

Tip: Press Reset filters to remove the filter.

Display libraries in which you have pending workflow tasks

To display libraries in which you have pending workflow tasks, press the workflow tasks filter in the right panel.

Tip: The number of pending tasks for a library is shown on its library card. Press the pending tasks button on the library card to access your list of pending tasks for that library.

Sort your list of libraries

You can sort your list of libraries in alphabetical order or in order of the last time you accessed them.

Select libraries for display using labels

Libraries can be tagged with labels, which allow you to select libraries for display on your homepage.

Notes: Only super administrators can create new labels. Learn more: Manage your library labels. Only library administrators can apply labels to a library. Learn more: .

Select a label in the left panel to display all the libraries you can access that are tagged with this label.

Tip: Press All libraries to deselect the label. This doesn't remove any filters that you have applied.

This article lists all the updates made tothe Universal File Opener (UFO)since version 1.0 (3 July 2017).

UFO V1.0 Release notes UFO 4.0

UFO 3.0

UFO 2.0

UFO 1.3

UFO 1.2

UFO 1.1

UFO 1.0

Details of major releases and hotfixes:

12 December 2019 (4.0)

Major release: UFO 4.0 Learn more: UFO V4.0 Release notes

28 October 2019 (3.0)

Major release: UFO 3.0 Learn more: UFO V3.0 Release notes

27 August 2019 (2.0)

Major release: UFO 2.0 Learn more: UFO V2.0 Release notes

16 April 2019 (1.9)

Hotfix:

New Google Drive page structure support

5 February 2019 (1.7)

Hotfix:

Open file button is no longer displayed on Google files

Better handling of files with non-latin characters

3 December 2018 (1.5)

Hotfix:

New Google Drive page structure support

11 June 2018 (1.4)

Minor release:

In the AODocs Smartbar context: enable UFO in the Google Drive file preview

Better handling special characters in the Open file notification

21 March 2018 (1.3)

Major release: UFO 1.3

Technical improvements

New specific Chrome notification if user is logged out

Fixed possible issue when using UFO in the AODocs interface

26 February 2018 (1.2)

Major release: UFO 1.2 Learn more: UFO V1.2 Release notes

11 December 2017 (1.1.3)

Hotfix:

The workaround for the Google Drive API issue was not complete for Team Drives. It's now fixed.

7 December 2017 (version 1.1.2)

Hotfix:

A bug introduced in the Google Drive Application Programming Interface (API) broke all features of UFO. This version introduces a workaround to restore all features.

6 December 2017 (version1.1.1)

Hotfix:

Support all types of proxy configuration on Windows (except when a password is required)

Use the system proxy when possible on macOs (only static proxies are supported)

25 July 2017 (version 1.1)

Major release:UFO 1.1 UFO integration with the Smartbar and AODocs.

3 July 2017(version 1.0)

Major release: UFO 1.0 Learn more:

This article lists all the updates made tothe AODocs Smartbar since version 4.2 (7 July 2016).

Below is a list of the major versionsof the Smartbar:

AODocs Smartbar V4.2 Release notes Smartbar 14.0

Smartbar 13.0

Smartbar 12.0

Smartbar 11.0

Smartbar 10.0

Smartbar 9.0

Smartbar 8.0

Smartbar 7.0

Earlier versions

Details of major releases and hotfixes:

12 December 2019 (14.2)

Hotfix:Fixed extension initialization issues:

in Google files (Docs / Sheets / Presentations / Drawings) when the user opening the file has view only rights

in all contexts (Gmail, Google Drive, Google file) when the extension wasn't able to determine the current user's email address

22 September 2019 (14.1)

Hotfix:Fixed an issue that prevented the Smartbar from initializing in the Google Sheets context.

21 October 2019 (14.0)

Major release: AODocs Smartbar 14.0

Learn more: AODocs Smartbar 14.0 Release notes.

19 September 2019 (13.1)

Hotfix:Fixed an issue preventing some Gmail emails from being imported into AODocs Document Management libraries.

25 July 2019 (13.0)

Major release: AODocs Smartbar 13.0

Learn more: AODocs Smartbar 13.0 Release notes.

3 June 2019 (12.0)

Major release: AODocs Smartbar 12.0

Learn more: AODocs Smartbar 12.0 Release notes.

8 May 2019 (11.1)

Hotfix:Fixed an issue with the display of the Drive menu caused by the loading of the Smartbar.

21 March 2019 (11.0)

Major release: AODocs Smartbar 11.0

Learn more: AODocs Smartbar 11.0 Release notes.

16 January 2019 (10.0)

Major release: AODocs Smartbar 10.0

Learn more: AODocs Smartbar 10.0 Release notes.

29 November 2018 (9.1)

Hotfix: Restore the Smartbar features that were lost due to changes in the structure of the Google Drive page.

23 October 2018 (9.0)

Major release: AODocs Smartbar 9.0 Learn more: AODocs Smartbar V9.0 Release notes.

8 August 2018 (8.0)

Major release: AODocs Smartbar 8.0 Learn more: AODocs Smartbar V8.0 Release notes.

11 June 2018 (7.0)

Major release: AODocs Smartbar 7.0 Learn more: AODocs Smartbar V7.0 Release notes.

28 March 2018 (6.2.1)

Hotfix: Fix the truncated page-action popup displayed on MacOS.

19 March 2018 (6.2)

Major release: AODocs Smartbar 6.2 Learn more: AODocs Smartbar V6.2 Release notes

8 February 2018 (6.1)

Major release: AODocs Smartbar 6.1 Learn more: AODocs Smartbar V6.1 Release notes

19 December 2017 (6.0.1)

Hotfix: Fix the Smartbar authentication process for users on Chrome version 60 or lower.

18 December 2017 (6.0)

Major release: AODocs Smartbar 6.0 Learn more: AODocs Smartbar V6.0 Release notes

6 September2017 (5.3.3)

Hotfix: Searching in the trash of AODocs libraries has been restored.

1August 2017 (5.3.2)

Hotfix: Opening Microsoft Office files on macOS without UFO installed has be reinstated.

27July 2017 (5.3.1)

Hotfix:AODocs WebDav client support has been reintroduced to open Office files with a Microsoft Office version before 2010 SP.

24 July 2017 (5.3)

Major release: AODocs Smartbar 5.3 Learn more: AODocs Smartbar V5.3 Release notes

7 June 2017 (5.2)

Major release: AODocs Smartbar 5.2 Learn more: AODocs Smartbar V5.2 Release notes

19 May 2017 (5.1.3)

Hotfix: Following a Google Drive interface change, brokendocument titles have been fixed for Google Docs, Sheets and Slides.

30 March 2017 (5.1.2)

Hotfix: As AODocs does not support Team Drive content, we removed the Smartbar buttons from Team Drive folders and from files stored in Team Drive.

23 March 2017 (5.1.1)

Hotfix:Subfolders are displayed when a user wants to import a document in an AODocs library (fixes a bug in the Google Drive picker).

20 March 2017 (5.1)

Major release: AODocs Smartbar 5.1 Learn more: AODocs Smartbar V5.1 Release notes

8 February 2017 (5.0.3)

Hotfix: Bug fixes onDrive NEW menu.

31 January 2017 (5.0.2)

Hotfix: Prevent error messages from beingdisplayed in unsupported Gmail pages.

25 January 2017 (5.0.1)

Hotfixes:

Ifthe extensions "Cirrus Insight" and AODocs Smartbar are installed, the icons of both extensions are displayed correctly.

The import to AODocs feature now works properlyif: - the user is writing an email in a modal - the first email of a Gmail conversationhas been deleted

If the Preview Pane lab is activated in Gmail, the Smartbar disables the featureto import emails.

Note: We are scheduling a new version of the Smartbar, to support the Preview Pane lab interface.

23 January 2017 (5.0)

Major release: AODocs Smartbar 5.0 Learn more: AODocs Smartbar V5.0 Release notes

16 December 2016 (4.4.2)

Hotfix: Bug fixes.

6 December 2016 (4.4.1)

Hotfix: Fixed an issue with the display of Smartbar buttons ofthe Drive search.

26 October 2016 (4.4)

Major release: AODocs Smartbar 4.4 Learn more: AODocs Smartbar V4.4 Release notes

19 September 2016 (4.3)

Major release: AODocs Smartbar 4.3 Learn more: AODocs Smartbar V4.3 Release notes

1 September 2016 (4.2.4)

Hotfix: Fixed an issue which caused the impossibility for few users to be identified by the Smartbar.

26 August 2016 (4.2.3)

Hotfix: Drag & drop feature (from a PC to Drive) fixed in Secured Folders.

18 August 2016 (4.2.2)

Hotfix: Drive issue with the search feature with the new interfaceis now fixed and the search occurs when users press Enter.

18 August 2016 (4.2.1)

Hotfixes: Following the new Google Drive interface, AODocs Smartbar features in the top zone have been fixed:

the Library picker is restored

The drag & drop feature (from PC to Drive) is fixed in Secured Folders, etc.

7 July 2016 (4.2)

Major release: AODocs Smartbar 4.2 Learn more:

Team Folders are visible in Google Drive and owned by your company.

End-users can share files and folders in Team Folders using the standard Google Drive share features. Learn more from the Google Help Center:

Share files from Google Drive

Share folders in Google Drive

The AODocs Smartbar brings additional share features for library administrators if the following security settings are defined in the Team Folder:

Only admins can share files and folders

Allow permissions to be changed at the subfolder and file levels (flexible permissions)

Assuming you're an administrator andyou have these security settings defined in your library, this article explains how to:

Sharing settings Share files or folders from Google Drive

Share Google files from the Google editor

Share files from the Google Drive file preview

Note: Learn more: Share documents and folders in your Secured Folders.

Share files or folders from Google Drive

1. Select the item you wantto share and pressEdit file permissions.

2. In the Sharing settings pop-up, select who you want to share the files with.

Note: Depending on the Google Drive sharing policy defined by your G Suite administrator, you may not be able to share filesoutside your domain or organizational unit.

3. Set the permission for the users you have chosen:

Can view

Can edit

Can comment

4. PressDone.

Share Google files from the Google editor

1. Open a Google file.

2. When the Smartbar is loaded, pressSharein the top right of the screen.

The Sharing settings pop-up opens.

Note: Only library administrators and the owner of the file can add people in the Sharing settings popup. Other users must ask the owner to change the sharing settings.

Share files from the Google Drive file preview

1. Open a file in the Google Drive file preview and select Permissions in the Smartbar menu.

The pop-up opens.

Forms to AODocs is an add-on for Google Forms. It lets users create content quickly in AODocs. It's as easy as filling out a Google Form and submitting it.

The Forms to AODocs add-on creates a bridge between a Google form and an AODocs library. Users answer questions on the Google form that match the AODocs document properties. Files uploaded through the form will become attachments of the AODocs document.

This article explains how to configure Forms to AODocs.

Important: To configure Forms to AODocs, you must: be the administrator of the library you want to link to a Google form configure your Google form to match your AODocs document properties link the Google form to your AODocs document class check that the Google form question matches your AODocs properties

filter your mappings Configure your Google form questions

Link your Google form to your AODocs library

Preview the mappings to AODocs

Refresh the mappings

Collect end-user email addresses in AODocs

Configure your Google form questions

Your Google form must follow some design guidelines to be linked to an AODocs library.

Question titles

The title of a question must be the same as the name of the corresponding AODocs property.

Question types

The question type you select should naturally match the type of AODocs property it is supposed to feed. For example, when you set up a question that feeds a Date property in AODocs, use a Date question type, not a Short answer.

The table below shows the compatibilities between Google Forms and AODocs properties:

* Category sublevels are not supported

Legend:

pairs that are always compatible

pairs that are compatible if all the options you specify are compatible with the AODocs property type (for example, 2, 4 and 42 are valid options for an Integer property)

pairs whose compatibility may depend on the end-user's answer

Title of the AODocs document

If you want your users to input the title of the AODocs document, provide a question named Title in your form. If there is no Title question in the Google form, AODocs documents are automatically created with a default name composed of:

the name of the file uploaded, if there is exactly one file uploaded by the end-user

the forms title and the date of submission otherwise

Notes: If your library contains mandatory properties but your Google form doesn't have corresponding questions, the AODocs document is created without a value in the mandatory property. If your library contains properties with multiple values, Forms to AODocs doesn't support them. Learn more: Forms to AODocs: Known limitations.

File upload

Google Forms provides file upload support for G Suite customers in Google Forms. Forms to AODocs takes full advantage of this feature, even when multiple files are supplied by the end-user.

Important: Google automatically restricts a form with file upload to the users of your domain. Form respondents therefore have to be authenticated with a G Suite account of the domain to fill in the form. As owner of the Google form, if you enable file upload on your form, make sure you have sufficient Google Drive storage, as files uploaded by form respondents will consume your storage quota before being owned by the library storage account. If the limit of your storage is reached, the form will be blocked until some storage is freed.

Multiple file upload

In Document Management libraries: one document is created in AODocs and all the uploaded files are attached to it.

In Team Folders and Secured Folders: one document is created per file uploaded. Document properties gathered from form answers are duplicated across all the documents created.

Important: When you link a form to a Team Folder or Secured Folder, you must add a mandatory file upload field in your form. If the end-user doesn't upload a file, the import of the response in AODocs fails.

Number of questions

Important: Forms to AODocs imports user responses in best effort. If a users answer doesnt match any AODocs properties (because none has the same name as the question or the question and property types are not compatible), this answer is added to the description field, alongside its question title.

If you have exactly the same number of Google form questions and AODocs properties with the same title and the same type, all your properties should match.

If you have fewer questions than you have properties, the unmatched properties will be empty when the document is created, even if the property is mandatory.

If you have more questions than you have properties, the unmatched questions will be filled under the description of the document with the indication Non-recognized form answers:.

Note: The author of the documents created through the add-on will always be the account of the library administrator who configured the add-on.

Link your Google form to your AODocs library

1. Press the Add-ons button and select Forms to AODocs.

2. Select Configure (previously "Get started")in the pop-up.

2. Wait for the sidebar to be displayed, then select the library you want the Google form answers to be imported to.

Note: You can only select libraries where you have administrator rights.

3. Select the document class you want the documents created by the Google form to belong to.

4. Press Save.

5. The Forms to AODocs connector tries to match the properties of your document class with the title of the questions of your Google form. You can preview the mapping of the Google form questions to the AODocs properties.

Now every time a user of this form hits the Submit button, their answers will be imported into the selected library and document class in AODocs.

Preview the mappings to AODocs

The Forms to AODocs sidebar displays an overview of the mappings between your form questions and the properties of the AODocs document class you bound to the form.

There are three types of mapping:

Success indicates that your question is correctly configured with respect to the AODocs property and that user answers to it will be imported correctly.

Warning indicates there is a risk that answers to your question may not be imported correctly in the corresponding AODocs metadata, depending on the user's answer.

Failure indicates that answers to your questionwon'tbe imported to an AODocs metadata. User answers to such questions will be listed in the documents Description property.

To check the status of a mapping:

1. Press the Details button next to it.

2. View the detailed message and press OK to close it.

Learn how to filter your mappings.

Refresh the mappings

When you make changes to your Google Form or to your document class properties, press the Refresh button in the sidebar to update the mappings.

Learn how to .

Collect end-user email addresses in AODocs

You can identify the end-users of your form by collecting their email addresses. You can also save these addresses to a document property.

1. Press the Settings button in the top right of the screen.

2. Select the Collect email addresses checkbox.

3. Press Save.

4. In the Forms to AODocs sidebar, press the Refresh button. A new item, Form submitter, is displayed.

5. Select the Edit button next to Form submitter.

6. Select the AODocs property you want the email addresses to be imported to. Only String, Person and Dynamic category properties are available for selection.

Note: Make sure the property you selectisn'talready matched with one of your form questions. If you set up two mappings to the same AODocs property (one from a question on the form and another by collecting end-user email addresses) the AODocs property will be populated with data from the question on the form.

7. Press Save to validate the mapping. When a user submits a form, their email address will be imported to the selected property.

Note: If you activate the Collect email addresses option in Google Forms butdon'tselect an AODocs property to collect them, the email address of the end-user will still be displayed in the Description property of the created documents.

A workflow is a sequence of steps describing the life cycle of a document. Workflows can automate your business processes such as reviewing documents, approving invoices, and publishing company policies to your intranet.

The AODocs workflow configuration interface doesnt require any specific technical skills. You can configure simple workflows like document approval in a few clicks.

However, even if the configuration of a workflow is easy to do, its sometimes more complex to figure out exactly which workflow steps to create, how to assign the workflow roles and which notification emails to send. The methodology below will help you define your workflow to best address your business requirements.

To better understand the business need and implement an AODocs workflow, we recommend that library administrators organize an assessment workshop with key end-users.

Note: If you need guidance to design and implement your workflow, the AODocs service team and the AODocs service partner would be happy to help you organize an assessment workshop and find solutions to optimize your processes. Contact your AODocs sales representative or send an email to [email protected].

The goal of the assessment workshop is to:

understand your business process

collect the business requirements

organize all the data needed for the workflow configuration

Here is a checklist of all the steps that need to be done in an assessment workshop:

Visualize the business need

Define workflow states and workflow transitions

Define workflow roles

Build an email matrix

Build a permissions matrix

Specifythe workflow steps used for version control

Create a new version

Check-out/check-in

Visualize the business need

The best way to visualize a business need is to walk through the business process and draw a flowchart detailing all the actions in the process and how they are linked together.

Add workflow transitions

Define workflow states and workflow transitions

Using your flowchart, you can group the actions that belong to the same workflow state and highlight the transitions from one workflow state to another.

Learn more:

Create workflow states

Add workflow transitions

Define workflow roles

Using your flowchart, you can then define the different roles involved in the workflow process and define their actions.

Build an email matrix

For each workflow state, define who should receive an email and write its content.

Learn more: Configure workflow emails

Build a permissions matrix

If your workflow requires the permissions of the document to change, define who has read and write access to the document for each workflow state.

Learn more: Set workflow permissions

Specify the workflow steps used for version control

Create a new version

If your workflow requires a new version to be created automatically, specify on which workflow transition the new version of the document needs to be created. This workflow transition will be considered as a versioning transition.

Learn more: Manage document versions in a AODocs library

Learn more: Add workflow transitions

Check-out/check-in

If your workflow requires automatic check-out/check-in, specify on which workflow states the document needs to have a draft version: these workflow states will be considered as a Draft states.

Learn more: What is Check-out / Check-in?

Learn more: Create workflow states Learn more:

Library administrators working in Document Management libraries can export documents to other Document Management libraries.

Important: You must have library administrator permissions on the source and target libraries. Different export options apply to Team Folders and Secured Folders. Learn more: Export documents or folders from Team Folders or Secured Folders. You can't export folders from Document Management libraries.

What happens to properties, workflow states, permissions and previous versions?During the export: document properties are exported only if the configuration of the target library corresponds to that of the source library the workflow state (if any) of exported documents reverts to the initial state of the workflow sharing permissions of exported documents aren't exported previous versions aren't exported

To export a document from the document page, open the More actionsmenu and selectExport. Then continue to step 3.

library audit log

To export documents from a view:

1. In your view, select one or more documents.

2. Open the More actions menu and select Export.

3. In the document export pop-up, select the target library.

Tip: If you're working in a library with more than one document class, you can select the current library to change the document class of your document.

4. If your target library has more than one document class, you can select the class into which to export your document.A drop-down menu appears when you position your cursor in the Document class field.

5. Press Export.

During the export:

if the document class in the target library has a folder structure, AODocs creates an export folder named Export - [current date and time] containing the selected documents and moves the folder to the target library

if the document class in the target library doesn't have a folder structure, AODocs moves the exported documents to the root of the target Document Management library

the administrator who performed the export receives a notification email

Note: Other administrators and super administrators aren't notified of this action and don't have access to the exported documents. However, this operation is recorded in the .

Email notification sent to the administrator who launched the export

6. You can press the here button to view the progress of the export.

Details of the job status open in a new tab.

7. When the export is complete, you can:

Reload the view(if you exported from a view): to refresh the current view

Go to target library: to open the target Document Management library homepage

Stay in current library (if you exported from the document page): to return to the current library homepage in AODocs

AODocs brings enterprise-grade document management features to your Google Drive, allowing organizations to control and organize their files while preserving the ease of use, cost effectiveness and mobility of Google Drive.

AODocs provide users with different types of library designed to address different use cases:

Team Folder libraries: the simplest AODocs library type is called AODocs Team Folders, and provides a collaborative experience very similar to an unmanaged Google Drive folder. End-users can add documents to their folders by drag-and-drop from their My Drive or from their device, or by saving Gmail attachments directly to AODocs, and they can freely move files and folders around and share files with their teammates. As their name implies, AODocs Team Folders are intended for collaborative work among a team, when the productivity and flexibility are the most important factors.

Secured Folder libraries: this library type provides administrators with more granularcontrol over Google Drive permissions, such as controlling who can modify document sharing permissions, and protecting the folder structure. AODocs Secured Folder lets your users access the managed files from the Google Drive user interface or the Google Drive mobile applications, while at the same time providing the level of control you need for confidential documents, for business critical files that need to be organized in a specific manner, or for documents that are involved in structured business processes.

Document Management libraries: this library type provides all the features you need to organize your documents in a structured manner, set up workflows, implement business applications and integrate your document library with your ERP, CRM and other enterprise applications.

Document Management libraries are only available to AODocs customers who have an AODocs Document Management license. Some advanced features of the AODocs Team Folder and AODocs Secured Folder libraries (identified with a * in the list below) also require an AODocs Document Management license.

The table below shows a comparison of the features available in each type of library.

Comparing the features of AODocs libraries

Team Folder

Secured Folder

Document Management library

Google Drive integration

View library from Google DriveViewthe folder structure from the Drive interface

Library pickerEasily access your libraries

Search in FolderNarrow keyword search to a specific folder

Office files collaborationEdit and save Microsoft Office files directly in Google Drive and lock files against concurrent modifications

Drag and drop a file from PCCreate a file in the library by dragging it from your PC

Drag and drop files among library foldersMove a file among folders within the same library, using the GoogleDrive drag-and-drop feature

Library permissions from the Drive interfaceSet library permissions from the Driveinterface

Files and subfolders permissions from the DriveinterfaceSet permissions for all subfolders and files directly in the Driveinterface

Upload multiple files at onceUpload more than one file by dragging them from your PC

Save Gmail attachmentSave a Gmail attachment directly from the Gmail interface

SECURITY MANAGEMENT

Company ownershipAll files are owned by a corporate Google Account

Secured sharingPrevent users from sharing files or folders

File recoveryDedicated trash per folder with configurable retention time

Inheritance permissions managementPossibility to manage and optionally block inheritance of permissions on subfolders

Check-out / Check-inLock a document, preventing other users from editing it when checked out

Lock the folder structurePrevent non-administrator users from creating, modifying or deleting subfolders

Domain and users whitelistsPrevent users from sharing folders with external not-whitelisted users or domains

Define who can delete filesAllow (or not) only library administrators to delete files

DOCUMENT MANAGEMENT

Multiple document classesCreate one or more document classes

Document relationsCreate links between documents in the same document class

Document metadataTag your documents with any type of property

Multiple attachmentsAttach one or more files (or none) to your AODocs documents

WorkflowDefine business workflows in a few clicks, with fully configurable workflow steps

Version controlManage multiple versions of documents

Office files collaborationEdit and save Microsoft Office files directly in Google Drive and lock files against concurrent modifications

Convert emails into documentsTurn any incoming emails into AODocs documents and email attachments into Google Drive files

Advanced searchNarrow your search with filters, browsers and search operators

Audit logRecord user activity (library configuration changes, document views and document history)

CUSTOMIZATION/INTEGRATION

APIsAccess, create and update documents or trigger workflow actions from external applications

Custom scriptsAttach custom scripts to specific events like document updates or workflow activity

Master data managementSynchronize AODocs data lists with your ERP, CRM and other business apps

These features are available in Team Folders and Secured Folders but require an AODocs Document Management user license

An AODocs document belongs to an AODocs document class. An AODocs document class belongs to an AODocs library and defines a type of document in the library. Learn more: What are document classes?

An AODocs document is composed of several elements:

Attachment(s)

System properties

Description

Custom properties

Relations

Workflow state

Attachments are files stored in Google Drive owned by the AODocs storage account.

System properties are automatically generated by the system:

Creation date

Last update

Author

Last updater

Library

Class

Note: You can't modify system properties.

An AODocs document can be considered as an envelope containing the following elements. Depending on your library type, some elements are available, mandatory or optional.

Description is a rich text field that can include images and formatted text.

Custom properties are configured at the document class level to provide custom information about the document. They are also called metadata. Learn more: Create and configure custom properties

Relations are links created between documents in the same library. Learn more: Configure relations

Workflow state is a step of the workflow of the document class. If a workflow is defined, every document of the class has a workflow state. The workflow state changes depending on the workflow transitions. Learn more: Step 2: Configuration Create workflow states

AODocs document structure for each type of library

There are three types of library:

Team Folder

Secured Folder

Document Management library

Each has specificities which affect the structure of an AODocs document.

Team Folders:All documents in Team Folders have the same custom properties and workflow. Team Folders have only one document class.

Documents in Team Folders do not have relations.

Team Folders and Secured Folders: Documents in Team Folders and Secured Folders have one attachment. This means that an AODocs document contains exactly one Google Drive file. The title of the AODocs document and the attachment are the same.

Document Management library:For documents in Document Management libraries, attachments are optional and can be multiple. This means that an AODocs document can have zero, one or more attachments.

You can't browse these documents in the Google Drive interface, only in the AODocs interface.

You can access attachments of AODocs documents in Google Drive through the search bar, and the Recent, Starred, and Shared with me sections, but they aren't located in a folder structure.

For all libraries:All AODocs document have system properties.

The description, custom properties, relations and workflow states are optional elements. They can be defined by the library administrator but are not mandatory for the document to exist.

The following diagram represents the specificities of the AODocs documents in the different libraries:

Libraries are document containers. A library is associated with a single storage account that owns all the documents of your library. Each library has its own specific configuration.

In AODocs, you can create a library from scratch. You'll create a blank library without any pre-existing configuration.

Note: You can also: Create a library by copy Create a library from a template

Important: The following users can create libraries: users defined as library creators at the domain level; learn more: Manage library creators AODocs super adminisrators an individual user or group given the right to select a storage account; learn more: Create a storage account (Only for option)

To create a new library from scratch:

1. Access the AODocs homepage.

2. Press the Create library button.

What are workflows?

3. The Create library panel opens. The three types of AODocs library are listed, each with a description. You can press Learn more to access tutorials.

4. Press Create in one of the boxes.

5. In the library creation pop-up, enter the name of your new library.

Note: The library name: can contain any characters, including special characters must be unique; two libraries in your domain can't have the same name

6. Select a storage account for your new library.

Note: If only one storage account is configured on your domain, it's selected by default. If more than one storage account is configured, AODocs prompts you to select from the list of available accounts. This list includes only storage accounts for which the current user is included in the availability setting.

7. Press Create Library. Your library is now created.

For Document Management libraries and Secured Folders, you're redirected to the homepage of your library in the AODocs user interface.

For Team Folders, you're redirected to the root folder of your library in the Google Drive Interface.

You can then switch between the AODocs interface and Google Drive.

When the library has been created, the library creator receives an email to confirm that the library has been created.

8. Start configuring your library.

Learn more about how to get started and configure your library:

Create and configure document classes

Create documents in Document Management libraries

Share documents in Document Management libraries

Configure views in your library

Libraries are document containers. A library is associated with a single storage account that owns all the documents in your library. Each library has its own specific configuration.

In AODocs, you can create a library from a template. These are libraries that have been preconfigured to answer a specific use case.

Note: You can also: Create a library by copy Create a library from scratch

Important: The following users can create libraries: users defined as library creators at the domain level; learn more: Manage library creators AODocs super adminisrators an individual user or group given the right to select a storage account; learn more: Create a storage account (Only for option)

To create a new library from a template:

1. On the AODocs homepage, press Create library. The Create library page opens.

Share documents in Document Management libraries

2. Scroll down to the Library templates section. Select the required template.

A library template page opens, with a description of the main features of the library template. You can also access tutorials.

3. Press Create library in the top right corner of the library template page.

4. A pop-up opens. Enter a name for your new library.

Note: The library name can contain any kind of character (including special characters) but the library name must be unique (two libraries can't have the same name).

5. Select a storage account for your new library.

Note: If only one storage account is configured on your domain, it's selected by default. If more than one storage account is configured, AODocs prompts you to select from the list of available accounts. This list includes only storage accounts for which the current user is included in the availability setting.

6. Press Create library. Your library is now created.

For Document Management libraries, you are redirected to the homepage of your library in the AODocs user interface.

For Team Folder and Secured Folder libraries, you are redirected to the root folder of your library in the Google Drive interface.

You can then switch between the AODocs interface and Google Drive.

When the library has been created, the library creator receives an email to confirm that the library has been created.

7. You can now apply permissions and start using your preconfigured library.

Important: When you create a library from a template: The library is shared only with the library creator. Template documents and attachments are copied from the library template. Learn more: Create documents in Document Management libraries

The AODocs Smartbar is a Google Chrome extension that brings AODocs features directly into your Google Drive, Gmail and Google editor.

Important: You must install the AODocs Smartbar. The AODocs Smartbar is available only for the Chrome browser. Read more about Google Chrome extensions.

You can use AODocs features from different interfaces:

Perform workflow actions from Google Drive Use the AODocs Smartbar from your Google Drive interface

Create and access your libraries

Configure your library through the security center

Manage your files and folders

Perform advanced actions

Use the AODocs Smartbar from your Gmail interface

Use the AODocs Smartbar from your Google editor interface

Manage your Google files

Perform advanced actions on Google files

Use the AODocs Smartbar from your Google Drive interface

Create and access your libraries

Create new Team Folders Learn more: Create your first Team Folder

Access existing Team and Secured Folders Learn more: Access AODocs libraries in Google Drive

Note: If you try to access a library from a different domain, you must switch the domain in the Smartbar extension. Learn more: AODocs Smartbar multi-domain usage

Configure your library through the security center

Apply security options Learn more:

Team Folder security center security

Secured Folder security center security

Grant access permissions Learn more:

Team Folder security center permissions

Secured Folder security center permissions

Configure advanced features Learn more:

Configure custom properties from Google Drive

What are workflows?

Manage your files and folders

Import or upload files and folders to AODocs Learn more: Add files and folders to your Team Folder and Add files and folders to your Secured Folder

Create and edit Microsoft Office files Learn more: Create Microsoft Office files fand Open and edit non-Google files

Rename, move or delete files and folders Learn more: Rename files and folders, Move files and folders and Delete files and folders

Search for files in a specific folder Learn more: Search for files in your Team Folders or Secured Folders

Restore files from the company trash Learn more: Display, restore or delete files from the trash

Perform advanced actions

Display and edit file properties Learn more: Display and edit file properties from Google Drive

Perform Workflow actions Learn more: Perform workflow actions from Google Drive

Note: Advanced features require a Document Management license.

Use the AODocs Smartbar from your Gmail interface

Import your emails from your Gmail interface into your AODocs libraries Learn more: Create documents from emails in Document Management libraries (in Gmail) and Create documents from emails in Team Folders and Secured Folders (in Gmail)

Use the AODocs Smartbar from your Google editor interface

Manage your Google files

Add files to an AODocs library Learn more: Add files and folders to your Team Folder and Add files and folders to your Secured Folder

Use the breadcrumb to locate your file

Work with Google attachment in a Document Management library Learn more: Work with Google file attachments

Perform advanced actions on Google files

Display and edit file properties Learn more: Display and edit file properties from Google Drive

Perform Workflow actions Learn more:

As a library administrator, you can prevent users from modifying the permissions on files and subfolders.

You can do this:

in Google Drive if you have theAODocs Smartbar installed learn more: Install the AODocs Smartbar

in the AODocs interface:

for Team Folders

for Secure Folders

1. In Google Drive, open an AODocs library where you are defined as a library administrator.

2. Press the gear button and select Security center.

3. In the Security centerpop-up, selectthePermissionstab.

4. Deselectthe checkbox Allow permissions to be changed at the subfolder and file levels. A warning appears to explain the consequences of a uniform permission model.

Notes: Ifyou deselect the checkbox, all users in the library with edit permissions are authorized to modify the sharing permissions of files and folders in the library. If you select the checkbox, only administrators are authorized to modify the sharing permissions of files and folders in the library.

5. PressConfirm. The warning pop-up closes.

6. PressDone.

Note: You may experience some delay to see the changes applied becauseAODocs needs to update the Google Drive permissions on everyfile in the Team Folder or Secured Folder. For example, for a librarywith thousands of documents, it can take several hours before the change is fully effective.

This article gives you a methodology on how to migrate your existing Google Drive folder structure used as a shared folder to an AODocs Team Folder.

1. Create your Team Folder.

2. Apply the security settings to your libraries. This step is extremely important. You must perform it before launching any import.

3. Review, clean and structure the folder organization in Google Drive you want to migrate before the import.

Note: If you need guidance to map your folder structure in Google Drive, the AODocs service team and the AODocs service partner would be happy to help you. You can contact your AODocs sales representative or send an email to [email protected].

4. As an AODocs super administrator, import your cleaned folder structure from Drive to AODocs.

5. Monitor your migration progress.

6. When the import is finished, you can import another set of folders.

7. At the end of your migration, if you want to apply the library permissions to all folders and documents, you can perform a check ownership at the library level. If you don't perform the check ownership, the permissions will remain the same as set before the import.

Additional recommendations: We recommend waiting for an import to be finished before launching a new one. If you launch too many migrations at the same time, you may slow down your migration process. We recommend disabling the Google Drive sync tool when you perform these migrations. Don't forget to ask your users to install the AODocs Smartbar. You can also install it for them.

As an administrator, when using Google Drive with the AODocs Smartbar extension, you canrestore or permanently delete AODocs files. Learn more: Manage deleted documents and folders.

Manage the retention time of deleted files

This article explains how to:

Access the AODocs trash from Google Drive

Restore or permanently delete a file from the trash

Restore or permanently delete a Google file from the Google editor

Restore or permanently deletea file from the Google Drive file preview

Access the AODocs trash from Google Drive

Each AODocs library has a dedicated trash managed by AODocs. To access the AODocs trash for your current library:

1. Open the library folder in Google Drive.

2. Press the buttonSearch in current library trash.

3. The list of files in your currentlibrarys trash isdisplayed. You can view the files but you can'tedit them.

Note:In Google Drive you can filter the files in the trash by entering keywords in the search bar before selecting Search in current library trash. Learn more: Search for files in your Team Folders and Secured Folders.

Restore or permanently deletea file from the trash

Note: You can't view folders in your current library's trash. To restore or permanently delete folders, use the AODocs library administration interface. Learn more: Manage deleted documents and folders.

1. To restore a deleted file, press the Restore AODocs file button.After a few moments, the file is moved back to its original location. Its permissions arerestored and it isaccessibleagain to library users.

2. To remove a file permanently from the trash, press thePermanently delete AODocs filebutton.

Note: By default, documents are retained in the trash for a period of 30 days, after which they are permanently deleted. This can be disabled.Learn more:.

Restore or permanently deletea Google file from the Google editor

As a library administrator, you can view a trashed file in the Google Drive editorand:

restore it, by pressing theRestore AODocs file button

permanently remove it, by pressing thePermanently delete AODocs filebutton

Note:You can restore or permanently delete only Google documents, spreadsheets and presentations from the Google editor.

access the library root folder or the library trash from the breadcrumb

view its properties and workflow status in read-only; youcan'tperform a workflow action or edit the AODocs properties on a trashed file

Viewing the AODocs properties of a trashed Google file

Restore or permanently deletea file from the Google Drive file preview

As a library administrator, you can view a trashed file in the Google Drive file preview and directly:

restore it, by selecting theRestorein the Smartbar menu

permanently remove it, by pressing thePermanently deletebutton

view its properties and workflow status in read-only; youcan'tperform a workflow action or edit the AODocs properties on a trashed file

Viewing a trashed file in the Google Drive file preview

Note: If you use the navigation buttons in the Google Drive file preview, the Smartbar menu is no longer accessible.

A custom property is an element of an AODocs document. It providesinformation about the specific document. Properties can be used to structure documents, to improve the search experience or to customize a workflow.

Properties are also called metadata.

As a library administrator, you can configure custom properties of your Team Folders and Secured Folders.

Notes: In Google Drive, you can configure custom properties for the default document class only. If you are working in a Secured Folder with several document classes, you can configure the custom properties of the non-defaultdocument classes in the AODocs library administration interface. Learn more: Configure custom properties.

Configure custom properties Create new custom properties

Update custom properties

Delete custom properties

Create new custom properties

1. In the Google Drive interface, open an AODocs library where you are defined as an library administrator.

2. Pressthe gear buttonand select Security center.

3. In the security center, selectProperties.

4. If no custom properties have been configured yet, pressCreate a property. If one or more properties areconfigured, press+ Add a propertyto add anew custom property.

5. Name your property.

6.In the Typecolumn, choose the format of your custom property. You can choose among several property types:

String: for a string of alphanumerical and special characters limited to 400 characters

Text:for text containingalphanumerical and special characterswith line breaks

Date / Time / Date & Time: for date and time properties

Integer: for integer values (0, 1, 2, -1, etc.limited to +/- 2,147,483,647)

Decimal: for decimal values (0.1, -5.1, 1.655, etc.) with maximum 3 decimal digits

Boolean: for a boolean

Person: for the name of a person or a Google Group (AODocs autocompletes email addresses available in your G Suite domain global address list)

Note:APersonproperty accepts Google Groups only if the administrator has set the property as a multivalue property in the document class configuration.

Geopoint: for the location in latitude and longitude

URL: for a link to a URL with a display name

Categories:custom values defined by categories like Product type, Manufacturer and Country. End-users can select values from a drop-down list in the user interface. Learn more: What are categories?

Tips: Custom property values can be used to trigger or validate a workflow state. Person properties can be used as workflow validators. Dates can be used to trigger a workflow reminder.

7. You can select several checkboxes:

Multiple values: end-users can choose 0, 1 or several values for the same property.

Mandatory: the custom property must have a value it can't be empty when a user creates or edits a document.

Hidden: readers and contributors don't see custom properties, so contributors can't edit them. Only library administrators can view hidden properties.

Note: You can't define a property as bothmandatory and hidden.

8. If required, press Add a property to addanother property.

9. PressDone to save your changes.

Readers can viewcustom properties. Contributors can viewand edit custom properties. Learn more: Display and edit properties from Google Drive.

Update custom properties

The list ofcustom properties is displayed in the Properties tabof the security center. You can add or update a property at any time.

1. Open the Properties tab of the security center.

2. Pressthe name of a property to rename it.

3. You can select or deselect the checkboxes Multiple values, Mandatoryand Hidden.

Notes: You can't change a property'stype. In the Google Drive interface you can'trearrange the order of the properties or add a description. Use theAODocs library administration interface to make these chages. Learn more: .

Delete custom properties

1. Open the Properties tab of the security center.

2. Press thedeletebuttontothe right of the property you want to remove.

3. PressConfirmtodeletethe property.

Important:You can'tdelete a property if it's defined in the configuration of a workflow in an automatic transition based on properties.

The AODocs storage account is a Google Account belonging to your G Suitedomain that you assign to AODocs. It's used by AODocs to own your managed files in Google Drive.

When users import files into AODocs, the ownership is automatically transferred to the storage account. In the following example the storage account is named AODocs Storage.

Purchase extra Drive storage for your users

When users create files in folders managed by AODocs, the files are initially created with the creator account as their owner, and they are then automatically transferred to the AODocs storage account.

AODocs uses the storage account to build an internal folder structure that is needed to perform certain AODocs functions. In particular, AODocs documents owned by the AODocs storage account are organized in a slightly different way from regular user accounts and some folders may appear duplicated. As a result, the AODocs storage account must be dedicated to AODocs and not be used directly by human users.

AODocs super administrators can configure multiple AODocs storage accounts. Learn more: Manage storage accounts.

It may be necessary to have multiple storage accounts in the following situations:

To separate access permissions and avoid a single account having access to all files managed by AODocs.

To avoid performance bottlenecks when a large number of files are managed by AODocs. We typically recommend not to exceed 50,000 files per storage account. For more information about AODocs performance best practices,contact the AODocs Support team by email at [email protected] or open a ticket.

Storage accounts can be allocated only at the library level: all the files contained in a specific library must be owned by the same storage account. However, multiple libraries can share the same storage account. If several storage accounts have been configured, when you create a new library, AODocs asks you to select a storage account from the list of available accounts.

Note: Google Drive doesn't allow ownership transfer between accounts belonging to different G Suite domains. As a result, when a user who doesn't belong to the AODocs storage account's domain adds a file in AODocs, AODocs must make a copy of the file so the copy is owned by the AODocs storage account. Learn more: Add files and folders as an external user.

AODocs storage accounts don't use AODocs licenses, no matter how many storage accounts are configured in your domain.

Important: Consider the AODocsstorage account as a technical account. In Google Drive, moving files and folders or modifying file permissions directly fromthe AODocs storage account can disrupt AODocs processes and result in malfunction. Never change the name or email address of a storage account. Changing the password of the storage account or enabling 2-step authentication on it doesn't impact AODocs.

Learn more:.

Prerequisites

To install AODocs, you must:

have a G Suite domain (we support all G Suite licenses)

be the G Suite super administrator

have enabled G Suite APIs on your domain

Install AODocs

1. As a G Suite super administrator, access the AODocs website ( https://www.aodocs.com ) and pressStart free trial.

AODocs is installed, what's next?

2. Fill in the form and pressStart free trial.

You now need to authenticate with your G Suite super administrator account, so we can check that you are authorized to install AODocs.

3. PressSign in with Google.

4. Enter the details of yourG Suite Super Administratoraccount.

5. PressAllowto grant the required permissions.

Note:This step is to check you are entitled to installed AODocs on your G Suite domain.

6. PressIntegrate with Google to install the AODocs Marketplace App.

7. In the permissions pop-up:

review the required permissions

select the G Suite organizational unit where you want to install AODocs

select the checkbox to agree tothe Terms of Service and Global Data Privacy Policy

press Accept.

Learn more about the access required at the G Suite domain level: Grant data access on your domain.

Important:You can install AODocs on a specific organizational unit of your G Suite domain.If you do this, make sure youactivateAODocs on an organizational unit where: the storage account is located the default G Suite super administrator islocatedIf you don't respect these requirements, you won't be able to install AODocs.

8. In the Domain wide install pop-up:

review the text

if required, access the terms of service and privacy policy

press Continue

9. If required, scroll down to discover the different ways to access AODocs. Press Next.

10. PressLaunch app.

11. Choose an account to be the first AODocs storage account. You can:

create a new Google Account

use an existing Google Account

Note: By default, storage accounts are named [email protected]. You can change the name if required, but don't change the domain.

Important:This step is critical for the installation of AODocs. Review this article for additional information: The AODocs storage account. We recommend that you assign a dedicated account as a storage account used only for this purpose.

A confirmation message appears if you decided to create a new storage account.

12. The AODocs homepage opens. You can see how many days left of your trial in the top right corner.

Congratulations! You have installed AODocs!

To find out what to do next, read this article:

Libraries are document containers. A library is associated with a single storage account that owns all thedocuments in your library. Each library has its own specific configuration.

A TeamFolder library is integrated in Google Drive. You can create Team Folders in Google Drive and the AODocs interface.

Notes: In Google Drive, you can also transform Google Drive folders into Team Folders.In the AODocs interface, you can create a library by copy or create a Team Folder from a template.

Important: Only library creators can create a new library. This role is defined and managed at the domain level by AODocs super administrators. Learn more: Manage library creators.

Next steps with your first Team Folder Create Team Folders in Google Drive

Create Team Folders in AODocs

Create Team Folders in Google Drive

1. In Google Drive, open the library picker.

2. At the bottom of the drop-down menu,select New Team Folder.

3. In the New AODocs librarypop-up, enter the name of your new Team Folder.

Note: The library name can contain any kind of character (including special characters) but the library name must be unique (two libraries can't have the same name).

4. Select the storage accountfor your Team Folder.

Note: If you have only one storage account configured on your domain, it's selected by default. If several storage accounts have been configured, select the storage account you want to assign to this library from the list.

5. Press Create. A success messageappears when the library is created.

6. To access your Team Folder:

press the link in the successmessage

use the library picker

go to your My Drive

You're now ready to start using your Team Folder. Learn more: Next steps with your first Team Folder.

Create Team Folders in AODocs

1. Access the AODocs homepage.

2. Press the Create library button.

The Create library panel opens. The three types of AODocs library are listed.

3.Under AODocs library types, selectTeam Folder and press Create.

Tip: You can select Learn more to view details and watch video tutorials about Team Folders.

4. In the library creation pop-up, enter the name of your new library.

Note: Thelibrary name can contain any characters (including special characters) but it must be unique. Two libraries can't have the same name.

5. Select a storage account for your Team Folder.

Note: If you have only one storage account configured on your domain, it's selected by default. If several storage accounts have been configured, select the storage account you want to assign to this library from the list.

6. Press Create library.When your library is created:

you are redirected to the root folder of your library in the Google Drive interface

the library creator receives an email to confirm that the library has been created

Tip: You can switch between the AODocs interface and Google Drive.

You're now ready to start using your Team Folder.Learn more: .

Libraries are document containers. A library is associated with a single storage account that owns all thedocuments of your library. Each library has its own specific configuration.

Secured Folders are integrated in Google Drive. However, you create Secured Folders in the AODocs interface.

Note:You can also: Create a library by copy Create a library from a template

Important: Only library creators can create a new library. This role is defined and managed at the domain level by super administrators. Learn more: Manage library creators.

To create a new library from scratch:

1. Access the AODocs homepage.

2. Press the Create librarybutton.

Next steps with your first Secured Folder

TheCreate library panelopens. The three types of AODocs library are listed.

3.Under AODocs library types, selectSecured Folder and press Create.

Tip: You can select Learn more to view details and watch video tutorials about Secured Folders.

4. In the library creationpop-up, enter the name of your new library.

Note: The library name can contain any characters (including special characters) but it must be unique. Two libraries can't have the same name.

5. Select a storage account for your Secured Folder.

The AODocs storage account will become the owner of your Secured Folder and its files.

Note: If you have only one storage account configured on your domain, it's selected by default.If several storage accounts have been configured, select the storage account you want to assign to this library from the list.

6. Press Create Library. When your library is created:

you are redirected to thehomepage of your library in the AODocs user interface

the library creator receives an email to confirm that the library has been created

Tip: You can switch between the AODocs interface and Google Drive.

You're now ready to start using your Secured Folder.Learn more:.

Libraries are document containers. A library is associated with a single storage account that owns all thedocuments of your library. Each library has its own specific configuration.

Important: Only library creators can create a new library. This role is defined and managed at the domain level by AODocs super administrators. Learn more: Manage library creators.

To create your first Document Management library, three options are available:

Create your Document Management library from scratch You can create a blank library without any pre-existing configuration. Learn more: Create a library from scratch

Tip:If you are familiar with AODocs libraries and you have a clear idea of your library configuration, you can create a new Document Management libraryand configure it from scratch.

Create a library from a template There are several templates for Document Management libraries available in the AODocs interface. Each of these template describes a specific use case and is preconfigured. Learn more: Create a library from a template

Tips: If your business need corresponds to one of the template libraries, you can create a new Document Management library with the configuration in the template. If you haven't figured out how you want to design your library, templates are a good way to try out AODocs for a specific use case.

Copy an existing Document Management library If you are already familiar with AODocs and you have some libraries in your domain, you can create a new Document Management library with the configuration of one of your existing libraries. Only the configuration of the source library are copied; documents and permissions are not copied. Learn more: Create a library by copy

Tips: Creating a library by copy can be useful for libraries that need to be replicated recurrently, for example, "Finance Audit 2017", "Finance Audit 2018", "Finance Audit 2019". You can also create libraries with the same configuration to manage different projects, transform a test library into a production library, and so on.

Note: If you need guidance to design and implement your library, the AODocs service team and the AODocs service partner are available to help you organize an assessment workshop and provide solutions to transform your business need into an AODocs library. You can contact your AODocs sales representative or send an email to [email protected].

When you've created your Document Management library, learn more about the next steps.

By default, the AODocs Smartbar connects to your G Suitedomain and gives access only to documents belonging to your domain.

Learn more: What is the AODocs Smartbar?

However, the AODocs Smartbar can be configured to access a domain that is different from your default domain.

For example, the user Alice ([email protected]), who belongs to the domainA.com domain, can configure her Smartbar to access the AODocs folders belonging to another domain, such as domainB.com (assuming that the administrators of the domainB.com domain have allowed her to access their AODocs libraries).

In a similar way, the user Bob ([email protected]), who does not belong to any G Suitedomain, can configure his Smartbar to access the AODocs libraries he has been given access to on domainB.com domain.

1. Access the AODocs Smartbar settings panel.

Switch domain

2. At the bottom of the settings panel, openthe drop-down menu and select the domain you want to activate the Smartbar on.

Note:You can activate only one domain at a time. This means that the Smartbar features are available only for the files stored in the domain that you haveselected. If you don'thave a drop-down menu in the settings panel, it means that your email address hasn't been added as an external user in the AODocs administration. Learn more: Manage external users.

The following tables sum up the different situations and the features available.

List of AODocs Smartbar features available to users in a domain. For example, when [email protected] is connected on domainA.com.

Feature

Team Folders and Secured Folders

Search in folder

Available

Library picker

Available

Edit in Microsoft Office

Available

Create files / folders

Available

Import files / folders

Available

Edit permissions on files / folders

Available

Move files / folders

Available

Delete files / folders

Available

Import emails

Available

List of AODocs Smartbar features available to external users:

with a G Suite domain, for example, when [email protected] is connected on domainB.com

without a G Suite domain, for example, when [email protected] is connected on domainB.com

Feature

Team Folders

Secured Folders

Search in folder

Available

Available

Library picker

Available

Available

Edit in Microsoft Office

Available

Available

Create files / folders

Available

Not Available

Import files / folders using the New > Import button

Available

Not Available

Import files / folders using the SmartbarImport button

Not Available

Not Available

Edit permissions on files / folders

Not Available

Not Available

Move files / folders

Available

Available

Delete files / folders

Available

Available

Import emails

Available

Available

Note: The actions that are not available for external users in Google Drive are all available in AODocs. Learn more: Add files and folders as an external user. As an external user, make sure you're on the correct domain. You may need to.

As an end-user, you can use the Google Drive feature Add to My Drive to add any files and folders you have access to from your browsing tree under your My Drive.

This Google Drive feature also applies to items managed by AODocs. You can add AODocs libraries, subfolders and documents to your My Drive.

Notes: You can add subfolders only in Team Folders or Secured Folders. You can add any files managed by AODocs to your My Drive, regardless of the type of library.

Important: For Team Folders or Secured Folders, administrators can automatically push a whole library to the My Drive of all users. In this case, end-userscan'tremove the library from their My Drive, but they can organize the library in their My Drive.

Add files or folders to different locations Add a folder managed by AODocs to your My Drive

Add a file managed by AODocs to your My Drive

Organize your files and folders in your My Drive

Add a folder managed by AODocs to your My Drive

1. Select a library from the AODocs library picker.

The AODocs library opens and the library name appears in the breadcrumb. The subfolders are displayed in the view.

2. Check the breadcrumb:

Shared with me > Name of the library: thelibrary isn't added to your My Drive and you can add it.

My Drive > ... > Name of the library: the library is already added to your My Drive, youcan'tadd it a second time. The breadcrumb displays the location of your library in your My Drive.

3. To add the library to your My Drive, press the library name in the breadcrumb and selectAdd to My Drive.

Note: If your library is already added to your My Drive, the Add to My Drive option isn't available.

4. If you want to add a subfolder to your My Drive, right-click the folder name and select Add to My Drive.

You can access the added items in your browsing tree on the left.

Add a filemanaged by AODocs to your My Drive

1. Select a library from the library picker.

The AODocs library opens and the library name appears in the breadcrumb. The subfolders and files are displayed in the view.

2. Add your folder:

If you are in a view: Select a file, right-click and select Add to My Drive.

If you have opened a Google file in the Google editor: press the Add to My Drive button.

If you have opened a non-Google file in the Google Drive preview: press the Add to My Drive button.

Organize your files and folders in your My Drive

When files or folders managed by AODocs are added to your My Drive, you can organize them under your personal My Drive structure.

1. You can move a file or folder within your personal folders of your My Drive using drag-and-drop.

Important: Youcan'tmove a library or its subfolders into another AODocs library.You can move a library toa personal folder.

2. You can add a file or folder to several locations of your My Drive using one of these methods:

Shift+Z (PC and Mac)

Right-click, select Move to, then press and hold the Control key (PC) or the Alt key (Mac)

Press and hold the Control key (PC) or the Alt key (Mac), then drag and drop

Learn more: .

Important: When you store a file or folder in an AODocs library: you can't add it to another AODocs location, whether in the same library or in a different one you can add it to as many Google Drive folders you want

With the AODocs Smartbar installed, you can import your emails and their attachments from your Gmail interface into your Team Folders and Secured Folders.The Import into AODocs feature creates a new folder in your selected library and saves your emails as AODocs documents or as a zip archive in the new folder.

Before running the import, you can:

choose whether to import the email body

define the format of the email body (if you chose to import it)

select the attachments and inline images you want to keep

choose whether to import the email attachmentsas files or as a zip archivein your export folder

Notes: The Import into AODocs button is available only if you can create a document in an AODocs library or if you have access to one or more Team Folders. The Import into AODocs feature isn't available in delegated accounts. A message appears to indicate that the operation must be run by the owner of the email account.

MIME RFC 822 Import an email

Access the import feature

Select the destination library

Define the format of the email to import

Define which attachments to import

Access the new folder in your library from Google Drive

Visual example

Import an email

Access the import feature

1. Open the email to import.

2. Press the Import into AODocs button.TheEmail import into AODocspop-up opens.

Select the destination library

1. In the Email import into AODocs pop-up, select the destination library.There are two ways to do this:

SelectRecent locationand choose from the most recent locations you imported to

Select Library name and choose a library from the library picker

Depending on your permissions, you can select a folder in your chosen target library or leave the Folder name field empty to import to the library root.

Tips:You can type in the search field to find a library by its name. You can press the star button to add a library to your favorites. Your favorite libraries are synchronized between AODocs and the Smartbar, so all your favorite libraries are listed in the library picker drop-down list. Learn more: Manage your favorite libraries.

Important: You only have access to the Secured Folders in which you can create documents. You have access to all Team Folders in which you have at least read rights. However, you can only import your emails into a Team Folder in which you can create documents.

A message in the pop-up appears, indicating that a new folder will be created. The email subject becomes the name of your destination folder.

2. Press Next.

Define the format of the email to import

1. If required, activate the switch to import the body of your email.

Note:The email body becomes a document in the folder and indicates the recipient, sender and date of receipt.

2. If you activated the switch, select one of these options:

A Google Document in the folder: the email is imported as a Google document

A PDF in the folder: the email is imported as a PDF file

3. Define whether to import the original email in Multipurpose Internet Mail Extensions (MIME) format as an EML file, attached to your AODocs document.

EML is a file extension for email messages in the standard format. An EML file contains all the original email data (headers, body and attachments).

This format is often used to archive emails. You can open EML files with most email clients like Microsoft Outlook or Mozilla Thunderbird.

4. Press Next.

Define which attachments to import

1. If required deselect any attachments you want to exclude from the import. By default, all email attachments are selected for import.

2. Define how to import the selected attachments:

If you don't activate the Import selected attachments as a ZIP archive: each selected email attachment becomes a separate document in the new folder.

If you activate the Import selected attachments as a ZIP archive: the selected email attachments are included in a zip archive, located in the new folder.

3. Press Import.

A confirmation message is displayed with a link to your new folder in your Google Drive interface.

Notes:Your import choices are saved until you reload your Gmail page or leave it. If you want to import another email to AODocs, the previous options are automatically selected.If you import an email that's part of a conversation, its body will contain the bodies and inline images of previous emails in the conversation. Only the attachments of the imported email are imported.

Access the new folder in your library from Google Drive

You can now access your newly created folder from the Google Drive interface.Below are two examples of imports with different settings.

Import with the option Include the original email (EML file) as attachment selected

Import with the option Include selected attachments as a zip archiveselected

Visual example

With the AODocs Smartbar installed, you can import your emails and their attachments from your Gmail interface into a Document Management library.The Import into AODocs feature creates a new AODocs document in the root folder of your selected library.

Before running the import, you can:

choose whether to import the email body

define the format of the email body (if you chose to import it)

select the attachments and inline images you want to keep

choose whether to import the email attachments as a zip archive or as attachments to your new document

Notes:The Import into AODocs button is available only if you can create a document in an AODocs library or if you have access to one or more Document Management libraries. The Import into AODocs feature isn't available in delegated accounts. A message appears to indicate that the operation must be run by the owner of the email account.

MIME RFC 822 Import an email

Access the import feature

Select the destination library

Define the format of the email to import

Define which attachments to import

Access the new document in your library from the AODocs interface

Visual example

Import an email

Access the import feature

1. Open the email to import.

2. Press the Import into AODocs button. TheEmail import into AODocspop-up opens.

Select the destination library

1. In the Email import into AODocs pop-up, select the destination library. There are two ways to do this:

Select Recent location and choose a Document Management library from the most recent locations you imported to

Select Library name and choose a Document Management library from the library picker

Tips:You can use the library picker like a search field to find a library by its name. You can press the star button to add a library to your favorites. Your favorite libraries are synchronized between AODocs and the Smartbar, so all your favorite libraries are listed in the library picker drop-down list. Learn more: Manage your favorite libraries.

Important: You only have access to the Document Management libraries in which you can create documents. In Document Management libraries, you can import your emails only into the root folder. The Folder name field is always greyed out.

A message in the pop-up appears, indicating that a new document will be created at the root of your Document Management library. The email subject becomes the name of your new document.

2. Press Next.

Define the format of the email to import

1. If required, activate the switch to import the body of your email.

Note: The body indicates the recipient, sender and date of receipt.

2. If you activated the switch, select one of these options:

The AODocs document's description: the email body becomes the description of your new document

A Google document attachment: the email body becomes an attachment of the document (the document description remains empty)

A PDF attachment: the email body becomes a PDF attachment of the document (the document's description remains empty)

3. Define whether to import the original email in Multipurpose Internet Mail Extensions (MIME) format as an EML file, attached to your AODocs document.

EML is a file extension for email messages in the standard format. An EML file contains all the original email data (headers, body and attachments).

This format is often used to archive emails. You can open EML files with most email clients like Microsoft Outlook or Mozilla Thunderbird.

4. Press Next.

Define which attachments to import

1. If required, deselect any attachments you want to exclude from the import.By default, all attachments are selected for import.

2. Define how to import the selected attachments:

If you don't activate the Import selected attachments as a ZIP archive: the selected email attachments become attachments of the new document.

If you activate the Import selected attachments as a ZIP archive: the selected email attachments are included in a zip archive, which becomes an attachment of the new document.

3. Press Import.A confirmation message is displayed with a link to your new folder.

Notes: Your import choices are saved until you reload your Gmail page or leave it. If you want to import another email to AODocs, the previous options are automatically selected. If you import an email that's part of a conversation, its body will contain the bodies and inline images of previous emails in the conversation. Only the attachments of the imported email are imported.

Access the new document in your library from the AODocs interface

You can now access your newly created document from the AODocs interface. Below are two examples of AODocs documents created by import, with different settings.

Import with the option Include the original email (EML file) as attachment selected

Import with the option Include selected attachments as a zip archiveselected

Visual example

With the AODocs Smartbar installed, you can open and edit Microsoft Office files(Word, Excel and Powerpoint) directly in Google Drive, without having to download, modify and re-upload them in Google Drive.

In addition, if UFO is also installed, you can use it with the Smartbar and open and edit any non-Google files from the Google Drive interface directly on your computer.

Learn more: UFO: Open and edit non-Google files in Google Drive.

This article explains how to edit non-Googlefiles from Google Drive directly on your computer. It also presents a summary of the options available for opening non-Google files in AODocs and in Google Drive.

opening and editing non-Google files in UFO Summary: options for opening non-Google files in AODocs and in Google Drive

Edit Microsoft files with the Smartbar

Edit non-Google files with UFO in Smartbar

Summary: options for opening non-Google files in AODocs and in Google Drive

Below is a summary of the options available for opening non-Google files in AODocs and in Google Drive.

Edit Microsoft files with the Smartbar

You can edit Microsoft Office files with the Smartbar installed and activated, even if UFO is not installed.

1. Press theOpen file button displayed next to your Microsoft Office file.

The Open filebutton appears when you hover the cursor over a Microsoft Office file.

Tip:You can open files in Microsoft Office that are not managed by AODocs, for example files from your My Drive folders or files from your shared drives.

Alternatively, open your Microsoft file in the Google file preview and select Open file in the Smartbar menu. Learn more: Access Smartbar features in the Google Drive file preview.

2. The AODocs Smartbar opens the file in the dedicated Microsoft Office application, for example Excel.Microsoft Office downloads the file from AODocs.

3. Edityour Microsoft Office filedirectly in the dedicated application.

4. Save and close your file. Your changes are saved and your file is uploaded to Google Drive.

Notes: Two users can'tedit the same file at the same time. The file is automatically locked whenauser opens it. If another user tries to edit the file, they will only be able to save a local copy or open it in read-only mode. If you keep a file open forone hour without saving it, the lock is released and another user can edit the file. You will no longer be able to edit the file againuntil the other user has finished editing. You can save the filelocally to keep any unsaved changes.

You can open Microsoft Office fileson your computer only if:

the fileis a Microsoft Office Word, Excel or PowerPoint file withone of these extensions:

Word document: docx, doc ordocm

PowerPointdocument: pptx, ppt orpptm

Excel document: xlsx, xls orxlsm

you have Microsoft Office installed on your computer supported versions are from Office 2010 Service Pack 2 up to the most recent versionfor Windows and macOS

the name of the document doesn't exceed 250 characters

the size of the document doesn't exceed 32 MB

Note: In Microsoft Office, files managed by AODocs may open automatically in Protected View because they are downloaded from the internet. To edit the file, accept the prompt that appears when you open it. To change this default behavior, change the setting of the Protected View in Microsoft Office. Learn more: I want to change my Protected View settings.

Edit non-Google files with UFOin Smartbar

You have to install the Universal File Opener extension to be able to use it with the Smartbar.

Note: The Universal File Opener (UFO) is in public beta and will be available for free during this period. After the public release,it will be available to paying AODocs customers who pay list price as long as their AODocs subscription remains active. Other users can purchase UFO for a fee.

UFO in Smartbar lets you open and edit non-Google files of any sizefrom the Google Drive interface directly on your computer.

1. Press the Openfile button.

Note: If UFOisn'tinstalled, you will still see the Open file button on all non-Google files.

Alternatively, open your non-Google file in the Google file preview and select Open file in the Smartbar menu.Learn more: Access Smartbar features in the Google Drive file preview.

2. A prompt containing instructions to install UFO is displayed.

Read more about .

In AODocs, your documents are stored in one or more libraries. Each library has its own configuration and lets you do specific actions on the documents. Learn more: AODocs overview: choose an AODocs library.

You can access your libraries from the AODocs homepage. This article explains how to:

Switch your account Access the AODocs homepage

Navigate through the AODocs homepage

Access the AODocs homepage

To access the AODocs homepage:

1. Sign in with your Google Account in your browser.

2. Press the app launcher.

3. Scroll down or press More, then press AODocs.

4. You are redirected to the AODocs homepage.

Navigate through the AODocs homepage

On the AODocs homepage you can:

browse through your libraries

search for libraries using keywords

search for documents across your libraries

filter your libraries:

by favorites

by type

by those in which you have workflow tasks

by label

sort your list of libraries

open a library

create a library learn more:

Create your first Team Folder

Create your first Secured Folder

Create your first Document Management library

AODocs homepage

From the AODocs homepage Help menu, you can select:

Knowledge Base: to access the AODocs Knowledge Base or your company's specific documentation if your AODocs super administrator has customized the documentation URL.

Support: to access AODocs support or your company's specific support URL if your AODocs super administrator has customized the support URL.

Status page: to access the AODocs status page, which displays the current status of the AODocs services and the history of past service disruptions. On the status page you can also subscribe to service status alerts.

About: to access information about the current version of AODocs

On the top right of the screen, you can click your email to switch account, switch domain or log out. Learn more: .