AODocs - FAQ

AODocs is a document management system that integrates with Google Drive and provides central ownership of documents. AODocs is comprised of Libraries which can be provided to teams and managed by one or more "administrators"). It solves the problem of individual ownership of documents in Google Drive by transferring ownership of content in each library to a single AODocs account provisioned by IT.

A library is a collection of documents (a typical folder/file hierarchy), much like a room in eRoom. It is created by IS, and all documents in it are owned by a single AODocs account, but it is controlled by an administrator who can add users and assign edit/view rights to those users.

The following three items are required to fully utilize AODocs:

1. Chrome Browser

2. Smartbar installation: goo.gl/WRkL4e

AODocs documentation on above requirements

After requesting an AODocs library by contacting SBS Support, you will find it by going to the Google app launcher, clicking more and finding the AODocs icon. Any library you are a member of will show up in either a list or grid view when you have authenticated to Google and accessed AODocs via the application launcher.

A more comprehensive description of terms and concepts is here.

Vendor Help Pages for the Shared folder Library type is here.

Fill the dedicated form

In AODocs Enterprise, a document is a set of metadata, a rich-text body, and a set of attached files.

In a shared folders library, a document is equivalent to a file.

In a shared folders library, a file is simply imported from Google or uploaded from the local drive to become a document in the library.

The process of assigning permissions to a document can be either very simple or very complex. If your library is a simple collection of documents, in folders or not, all you need to do is add users to the library into the given roles, and then, if desired, adjust permissions on individual folders and/or documents.

If, on the other hand, your library is more complex, with classes, categories, and workflows, then the permissions are correspondingly more complex, as well.

AODocs is a Google add-on application and requires initial authentication by Google. Outside of Solvay users may gain access to AODocs files by obtaining a Google account using their preferred email address whether it be a private Google account or other email address . Once this account is setup, the AODocs Administrator can use the new Google account to control access to AODocs libraries as noted in Step 4 below.

For more information and directions to setup this account, click here

They are put into an AODocs trash folder and can only be recovered by the AODocs system admin. Let the help desk know you have an issue and need to restore files. Note: we will occasionally clear out the trash folder to recover space.

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AODocs - FAQ