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What is it?
AODocs is a cloud Document management solution on top of Google Drive with significant enhancement in security management, sharing control, specific search and other new feautures such as categorization, worklow and versioning.
Aodocs secures content sustainability over time, transferring the ownership to Solvay, which allows an optimal collaboration within the Group, but also with partners.
The link to IS-SCMS Library here
Why using it?
- AODocs is a document management system that integrates with Google Drive with a central control of access rights
- It allows structuration and categorization of documents through added properties (metadata), structured views and advanced search capabilities
- Aodocs transfers document ownership to a corporate account which enables the collaboration within larger teams, entities and with partners
- AODocs has the ability to handle a workflow to track and control documents lifecycle
- Confidential documents may be stored in AodocsNo specific mobile apps: only through web browser
How
to & Best PraticesFill in the metadata
Migration Schedule
to use it?
I want to create a Google or a Word document, where do I put it? In this Solvay One article, you will be able to know when to use Aodocs or not!
Best Pratices
Add IS-SCMS Library to your favorites
Fill in the metadata when creating a document
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| Metadata is an extra-information you can addd into your documents. It is a field providing information to a specific document. Properties can be used to structure documents. To improve the search experience or to customize the workflow. |
Make a research by using the different "views" :
Keep updated Google Groups : /!\ As a reminder, documents access are not the same as in Gdrive /!\ Then, we based all the security of our Aodocs Library upon the Google Groups. In this way, it's really important to update Google Groups be so that nobody lost or can't access files/folders.
Migration Schedule
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<label for="Migration">Migration Progress:</label>
<progress id="Migration" max="100" value="100"> 100% </progress>
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FAQ AODocs
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It’s possible to define metadata as multiple choices. You will have the possibility to select several values for the same document. |
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Having multi-level categories makes it possible to avoid mainly encoding errors or inconsistencies in the choice of metadata. In terms of filters, it will always be necessary to choose the 1st level before being able to filter on a 2nd level. A good example is a Region> Country category. If you create 2 separate metadata for the region (Europe, Asia, ...) and countries (France, Japan, ...) you can not exclude that some users categorize the document under Europe and Japan which is inconsistent. By creating a 2-level metadata, you will avoid this inconsistency. On the other hand, when the user wants to search all documents from France, he will have to select Europe first and then he will be able to choose France. It's a choice to make on your side. |
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Links to other Google Drive documents will be kept. |
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These are perennial links based on an id, they will not be affected by the migration. |
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These are perennial links based on an id, they will not be affected by the migration. |
| title | How to know if a folder is in AODocs? |
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You can easily check if your folder is in AoDocs or not. For example via G.DRIVE, the owner of the folder is now "aodocs storage 64" as below:
Useful Ressources
Below you will have 3 different options to learn more, train by yourself or asking for training for AODocs:
3) Ask for a face-to-face, group training sessions
