Manage attachments in Document Management libraries

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 attachments
           Access the Add attachment feature
           Upload new attachments
           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: 

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Upload new attachments

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 computer
  • select files from your computer
  • select files stored in your Google Drive

Notes: 
1. When you upload a file from your computer:
- 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

2.When you import a file from your computer:
- 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.

image02.png

3. Choose one or more files and press Upload
The newly attached files are displayed in the sidebar of your document. 


Upload Microsoft Office files as attachments

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

2. Your computer file picker opens. Select a Microsoft Office file to upload.

3. Press Open.

image03.png

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

Note: When you upload a file from your computer:
- 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

image04.png


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 Add attachment 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.

image05.png

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 uploaded to 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. 

image03.png

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.

image07.png


Remove attachments

1. Open a document in a Document Management library.

2. Press the Edit button.

2. Scroll down to Attachments.

3. 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. Once you have removed an attachment from a document, you can't restore it.

4. Press Save.

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