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. To request a library, create a ticket at help.lbl.gov.
Accessing AODocs within the Lab
After requesting an AODocs library by contacting the IT Help Desk (with a name that is prefixed with your division/Dept like JGI-xxxx or IT-yyyy), 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.
IT has to set you up with a library before you will see anything in this view.
Until then, you will see the following message
Accessing AODocs for outside users
AODocs is a Google add-on application and requires initial authentication through Google.
Outside LBNL Google Domain users may gain access to AODocs by obtaining a Google account using their preferred email address. Please note, by using a non-google email address for a new Google account shall NOT become an actual Google email address, but rather a unique ID for a Google account as required to view or edit AODocs files through Google log in authentication. And by using a non-google email address you will be able to receive email notifications from AODocs requesting pending actions or just library information as designated by your AODocs Administrator.
- In your web browser, go to www.google.com and select “Create an account” as viewed below:
- Enter all the requested information as you feel is appropriate. Select “I prefer to use my current email address” link instead of entering a value for “Choose your username” as follows:
- Upon selecting “I prefer to use my current email address” you will be prompted to enter your current email address. This will not affect your existing email password as they are two separate entities.
- Google will need to verify your email address, so check your in-box to take next action:
- Once your Google account is created using your preferred non-lbl email address, continue to login to your new account via www.google.com. Any AODocs files that you have ownership should now be viewable.
- When the new Google account is created, notify your AODocs administrator who will establish your new account within AODocs by following the vendor instructions.
You can edit Microsoft Office Documents with a link in Google Drive using the AODocs Smartbar.
Library security deals with several concepts
- Setting up Library owners (one or more individuals who are given administrative privileges)
- Adding Library Members (individually or using a Google group) - team members who will want access to the entire library
- Insuring that members can (by default) only view content or edit content - mirroring Google's basic permissions.
- Preventing editors from changing permissions (which means sharing content or moving content to another folder that has a different set of inherited permissions)
- Preventing editors from deleting content
Libraries that require strict control may want to invoke Access controls that restrict sharing and deletion to library administrators.
Go to library security when in an AODocs library
Set appropriate permissions as shown below
These permissions will not be applied to the entire folder structure unless you make that choice when in your library as shown below. Hover to the right of the folder name and a dropdown box will appear. Select "set same permission to children items
Export a document
At times certain documents may need to be removed from AODocs and given ownership to the originator, or another person registered within your AODocs domain account.
By selecting the Export icon, you will be presented with a list-dropdown box to select the document's new owner (enter the desired owner’s name or email address). After choosing the new owner, select the “Export” button to complete this process. After the export is complete, the newly export file will reside in the original folder in Google Drive however the new Owner will be the person you had chosen. Also AODocs will send the new owner a Gmail notification along with the file link.
If the AODoc file originated from outside Google drive (ie, C:\ drive), the Export process will send the file to the new owner's Google Drive instead of the original file origin.
How much storage can my library consume?
The AODocs account has been given 1TB as an initial storage limit, which can be increased as the number of libraries grows. As in Google Drive though, the storage limit applies only to non-Google documents. Google documents are free.
What happens to the documents that have been shared when a library is deleted?
They are put into an AODocs trash folder and can only be recovered by the AODocs system admin. Create a Help Desk ticket if you have an issue and need to restore files.
Trash folder is often cleared to recover space.