The AODocs Smartbar and Universal File Opener (UFO) extensions add multiple new icons to your Drive as you hover over folders and files in an AODocs library. For assistance with installing the extensions, you can check our page on installing the AODocs extensions. If you have the extensions installed, but they are not showing up in your browser or you don't see the AODocs icons you can check our page on troubleshooting AODocs.
AODocs Smartbar
Move
The Move feature is a folder icon with an arrow pointing to the right. This icon will appear when hovering over both folders and files. The move function allows you to move a file or folder to a new location within the same AODocs it currently exists in. To move a file or folder to a different AODocs library you will need to download it, upload it into the desired location, then delete it from the old location. Before doing this, make sure others do not require the file or folder to exist in its current location. Moving a file in this way may take access away from some users and if you leave the originals in the old location they will no longer be linked to versions uploaded into the new location, so changes will not sync between the two locations.
Copy Folder Tree
The Copy Folder Tree icon is two rectangles (or papers) stacked on top of each other. This icon only appears when hovering over folders. Copy Folder Tree allows you to copy the folder structure of whichever folder you chose - and only the folder structure. This means it will copy the folder you chose, plus any subfolders included in that folder, but it will NOT copy any of the files contained in those folders. This feature is particularly helpful if you have documents that you sort between multiple subfolders on a timed basis (monthly, quarterly, weekly, etc) and want to quickly recreate that folder structure for each new time period.
Delete
The Delete icon is a trash can. This icon appears when hovering over both files and folders. It is important to note that if you need to delete anything from an AODocs library you MUST use this delete option. You will only see this option when hovering over files or folders. If you see a trash can icon in any other menu or icon bar in Drive, that is the Google "remove" option and if used will only temporarily remove an item from an AODocs library. An indication that you have used the correct delete option will be when you see a line strike through the item and a small pop-up notification at the top of the Drive stating you have successfully deleted the item from the AODocs library. The file or folder will disappear shortly after that.
If you accidentally delete a file or folder that you did not intend to, you will not find it in the Trash on your Drive. AODocs has a trash can folder on the backend that will hold files for roughly 30 days. As soon as you notice the item missing, contact ITS via support.swarthmore.edu or support@swarthmore.edu to enter a ticket. If you can, please provide the name of the file and folder location it existed in before it was deleted.
AODocs Universal File Opener (UFO)
Open File
The Open File icon looks like a laptop with a pencil on it. This icon will only appear when hovering over non-Google files and will be available for all non-Google files, not just files within an AODocs library. This feature allows you to open and edit any non-Google file type within its default application - but all changes save directly back to the file saved in Drive. For example, you can open a Word document using this feature and it will open the Word application on your computer with the desired document. You can then make any changes needed and when you click save, the document in Drive is automatically updated with the changes you made. As a note, to use this feature you will need to have a program on your computer capable of opening and editing the non-Google file you are attempting to edit.
For more information on using Universal File Opener (UFO), you can check out our page on editing non-Google files in Drive.
