AODocs basic terms

The terms defined below have a specific meaning in the AODocs environment, and are widely used in the Knowledge Base.

AODocs document

An AODocs document is composed of:

  • a set of properties
  • a workflow state, if a workflow is associated with the document class to which the document belongs
  • attachments - depending on the type of library, an AODocs document can have no attachments, one attachment, or several attachments
  • relations, if defined
  • a description field

Learn more: What is an AODocs document?

attachment

An attachment is a file that is attached to an AODocs document, in a similar way that a file can be attached to an email.

The number of attachments in an AODocs document depends on the type of library:

  • documents in Team Folder and Secured Folder libraries must have exactly one attachment
  • documents in Document Management libraries can have no attachments or several attachments

The sharing permissions of attachments are the same as the document they are attached to.

Learn more: What are document attachments?

category

A category is a type of custom property in a document, with a set of values that are defined by library administrators. For example, a category named "Manufacturer" could have a list of predefined manufacturers. Users can select one of the predefined values for a category in an AODocs document.

A category can be mandatory or optional. It can also be multivalued, and hierarchical. 

A category is part of a document class. A document of a given class will have all the system and custom properties defined for that class, including the categories. 

Learn more: What are categories?

custom script

A custom script is java code that allows library administrators to carry out specific actions on their libraries that are not available in out of the box features in AODocs. You need experience in coding to create and configure custom scripts.

Learn more: Create custom scripts

document class

A document class is a set of properties and settings used to define types of documents in a library

Each document class:

  • has specific system and custom properties 
  • has specific security settings, such as permissions assigned to the roles in the class
  • can be associated with a single workflow 

There can be several document classes in a library. For example, a library may contain three document classes: invoices, purchase orders and expense reports, each with specific properties, roles and workflows. Each document in a library belongs to a single document class.

Learn more: What are document classes?

library

A library is a collection of AODocs documents. It's close to the concept of a folder. 

There are three types of AODocs library:

  • Team Folder library
  • Secured Folder library
  • Document management library

Each library has an audit trail and one or more views. Specific document classes and roles can also be configured for each library.

Learn more: AODocs overview: choose an AODocs library.

property

A property is an element of an AODocs document. There are two types of property:

  • system properties: for example, the creation date, last update date, the creator of the document, and the user who last updated the document
  • custom properties: fields (such as integer, date, or URL) and categories 

Learn more: Configure custom properties.

relation

A relation in AODocs is a link:

  • within a single document class or between different document classes in the same library - library administrators set up these relations
  • between documents belonging to these document classes - users set up these relations

Relations are used to centralize documents on a specific subject. For example, a library administrator may set up a relation between the document classes "invoices" and "contracts". Each time a user creates an invoice related to a given contract, they can create a relation between the invoice and the contract.

Learn more: 

role

A role is a set of permissions in a library, related to either document security or a workflow

Roles allow library administrators to manage permissions in AODocs libraries. Each role is associated with a list of users and groups that have the role.

There are three categories of role:

  • Access roles:
    • Readers can view all documents in the library.
    • Contributors can edit the documents for which they have write access.
    • Administrators can create, view and edit all documents in the library. They can also configure the library's settings, such as document classes, categories, roles, and workflows.
  • Action roles:
    • Creators can create documents in the library. When a user creates a document, this action is recorded as a system property in the document.
    • Workflow validators can validate the transition of a workflow from one state to another.
  • Custom roles are created by library administrators - for example, the library administrators can create a subset of contributors called "invoice managers" who are allowed to edit documents in the class "invoices", but not in the class "purchase orders".  Custom roles can be used to define action roles.

Users of a library must have at least one access role. Users can combine some access roles with one or more action roles. For example:

  • the contributor of a document can also be a document creator
  • the creator of a document may become a reader of the document after creating it
  • a reader can become a workflow validator for a given document but can't become a document creator in the library

Learn more: What are roles?

storage account

The AODocs storage account is a Google account belonging to your G Suite domain that you [CH your AODocs super administrator?] assign to an AODocs library. All the documents in this library are owned and managed by the storage account.

This means that your organisation has centralised, corporate ownership of all your AODocs documents. 

Learn more: The AODocs storage account.

template

A template is an AODocs document created and configured by library administrators. Users can create new AODocs documents from templates instead of creating empty documents.

Templates can have:

  • default property values
  • a default description
  • default attachments (in Document Management libraries)

Learn more: 

versioning

In AODocs, versioning refers to the process of creating unique versions of the same AODocs document.  All AODocs documents have a Versions panel where you can see the previous versions of the document. If required, you can revert to a previous version of the document.

You can create new versions of documents:

  • manually, in the Versions panel - this duplicates and archives the document, its properties and its attachments
  • manually, when you upload a file as an attachment to an existing document
  • automatically, using the check-out/check-in feature

Learn more: 

view

A view is a page in AODocs that lists documents (or a subset of documents) from a document class. Library administrators can configure:

  • which documents can be listed, based on filters on their properties
  • which properties are displayed
  • how the list can be further filtered or browsed by users
  • how the list is sorted

Learn more: What are views?

workflow

A workflow is a sequence of steps describing the life cycle of a document. It's composed of workflow states and transitions between these states. A workflow state is a step in a workflow. Examples of states in a simple workflow are "invoice received", "waiting for approval", "approved", and "paid". 

A workflow is associated with a document class. When a class has an associated workflow, each new document created in this class will start in the workflow's initial state. The document moves to another state when it matches the conditions associated with the state concerned. For example, a document may move to the state "draft" and then "approved" when it has been edited and approved by users with specific roles.

Learn more: What are workflows?

 

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