AODocs overview: choose an AODocs library

Olivier Tailliez

March 05, 2019 13:35

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 libraries 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 computer, 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 granular control 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.

Note that 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 library type.

Comparing the features of AODocs libraries

	TEAM FOLDER	SECURED FOLDER	DOCUMENT MANAGEMENT LIBRARY
GOOGLE DRIVE INTEGRATION
View library from Drive View the folder structure from the Drive interface
Library picker Easily access your libraries
Search in Folder Narrow keyword search to a specific folder
Office files collaboration Edit and save Office documents directly in Google Drive and lock files against concurrent modifications
Drag and drop a file from PC Create a file in the library by dragging it from your PC
Drag and drop files among library folders Move a file among folders within the same library, using the Google Drive drag-and-drop feature
Library permissions from the Drive interface Set library permissions from the Drive interface
Files and subfolders permissions from the Drive interface Set permissions for all subfolders and files directly in the Drive interface
Upload multiple files at once Upload more than one file by dragging them from your PC
Save Gmail attachment Save a Gmail attachment directly from the Gmail interface
SECURITY MANAGEMENT
Company ownership All files are owned by a corporate Google account
Secured sharing Prevent users from sharing files or folders
File recovery Dedicated trash per folder with configurable retention time
Inheritance permissions management Possibility to manage and optionally block inheritance of permissions on subfolders
Check-out / Check-in Lock a document, preventing other users from editing it when checked out
Lock the folder structure Prevent non-administrator users from creating, modifying or deleting subfolders
Domain and users whitelists Prevent users from sharing folders with external not-whitelisted users or domains
Define who can delete files Allow (or not) only library administrators to delete files
DOCUMENT MANAGEMENT
Multiple Document Classes Create one or more document classes
Document Classes Relations Create logical links between documents
Document Metadata Tag your documents with any type of property
Multiple attachments Attach one or more files (or none) to your AODocs documents
Workflow Define business workflows in a few clicks, with fully configurable workflow steps
Version control Manage multiple versions of documents
Office files collaboration Edit and save Office documents directly in Google Drive and lock files against concurrent modifications
Convert Emails into Documents Turn any incoming emails into AODocs documents and attachments into Google Drive files
Advanced search Narrow your search with filters, browsers and search operators
Audit log Record user activity (library configuration changes, document views and document history)
CUSTOMIZATION/INTEGRATION
APIs Access, create and update documents or trigger workflow actions from external applications
Custom scripts Attach custom scripts to specific events like document updates or workflow activity
Master Data Management Synchronize AODocs data lists with your ERP, CRM and other business apps