Avvoka Drive is a flexible document management system that is capable of efficiently handling Avvoka documents together with non-Avvoka files that can be uploaded onto the system.
Avvoka Drive offers a range of enhanced features to streamline document management processes, improve collaboration, and provide greater control over files.
To enable Avvoka Drive for your organisation, contact someone from the customer support team at Avvoka.
Key Features of Avvoka Drive:
Third-Party File Uploads: Avvoka Drive supports the upload of third-party files to Drive and assign non-attribute metadata to documents/files in Drive. Metadata can be assigned to both third-party files and Avvoka documents.
File Metadata: Users can add detailed metadata to files, improving the efficiency of categorising, searching, and managing documents. Metadata could also be applied to existing documents but for that the users must have ‘Edit’ rights to the relevant documents/files.
Moreover, for third-party files uploaded to the Drive, users are also able to provide metadata values in the upload dialogue. In case of uploading multiple files, users have the option to apply a certain metadata value to all selected files. Users could also click each file individually on the right side and can provide the relevant metadata to each.
Document management and access: Manage what users have access to the different documents and create folders with segregated access using the sidebar. You can provide access to individual users or to groups of users.
Documents and folder properties (right side bar)
When in Avvoka ‘Drive’, clicking the white area or the ellipsis icon on the end of the row opens the right sidebar containing folder properties where you can view the details of the folder, and which users have access to it, you can choose between granting access to individual users or Groups of users. Users can also delete folders directly from here.
Details: The Details tab within folder properties contains information about the folder which includes:
- Name
- Description
- Profiles
- Creator
- Date of creation
- Date that its details were last updated
Who has access: It displays which users have access to view and edit the folder. The breakdown includes:
Users: List of individually added users.
Groups: List of groups added to the folder.
Access to folders
Folders are linked to profiles. If you are a member of multiple profiles, you are able to choose which profile should be linked to the folder that you create.
Profile Managers automatically get access to the folders that are linked to the profile they manage.
Avvoka documents continue to be linked to the profile that their template is from.
3rd party files will have a profile linked to them on upload. If you are a member of multiple profiles, you are able to choose which profile should be linked to the file that you upload.
Privacy Inheritance:
For sub subfolders and files in folders, there will be an additional tick-box under 'Inheritance’ that allows the folder to inherit its access details (users, groups and rights) from its parent folder. This setting is ticked by default when you are adding a folder/file to a parent folder.
Within a subfolder that inherits its access details from its parent, users are able to further supplement it by adding more users or removing users.
Users with appropriate rights will also be able to delete the entire folder from the right sidebar.
Access to documents
Access to documents is divided into ‘View’ and ‘Edit’ rights
- Edit rights allow you to update the details of the document in the right sidebar.
- View rights allow you to view the document in the folder but do not allow you to update the details in the right sidebar.
When a file is added to a folder, by default, it is visible to all users who are added into the folder because it inherits its access rights from the folder. For instance, in a case where Folder 1 has User A and User B, and Group 1 is added with View rights. If User A adds Doc 1 into Folder 1, the Doc 1 will be visible to both User A and B and all the members within Group 1.
Users can un-tick the rights inheritance so that the file resides in the folder but the list of users/groups who have access do not update with the folder.
Users are then able to manually update that list to have granular control over who has access to that file.
Profile Managers will continue to have access to all files stored in their profile
- Profile Managers have access to all folders in the profile.
- They will be able to view all documents and will be able to edit all document metadata.
- For Avvoka documents, they will be able to add themselves into the author party.
Org Support users will continue to have access to all files stored in the organisation
- Org Support users will also have access to all folders in the profile.
- They will be able to view all documents and will be able to edit all metadata.
- For Avvoka documents, they will be able to add themselves into the author party.
Deleting and Trash
Folders can now be deleted - it sends the entire folder along with its contents to the trash
Folders cannot be opened in the trash, you have to restore it first before being able to open it
Folders and Avvoka documents cannot be permanently deleted from trash
3rd party files can be permanently deleted from trash - you have a new action button to permanently delete items, but it only works on 3rd party files. Avvoka documents and folders will not be deleted.
Avvoka Drive is designed to enhance your document management processes with advanced features and greater control. For any questions or further assistance, please contact your Avvoka account manager.