Additional Features

The Fabasoft Private Cloud provides following additional features.

Permanent Login

With the help of a device binding, you can remain permanently logged in to the Fabasoft Cloud App. This is especially useful if you are on the move and your IP address changes frequently.

The permanent login is available both in the Cloud App and on a workstation with Fabasoft Cloud Client installed.

Fabasoft Cloud App

When logging in to the Cloud App, you need to set up a code lock. If you wish, you can also enable authentication methods such as Touch ID or Face ID to unlock the app, depending on the device you are using.

Once you have logged in to the Fabasoft Cloud, you remain logged in until you explicitly log out again. You can also be logged out, for example, if validity restrictions are defined in the organization policy.

In the settings you can manage the code lock and the alternative authentication methods.

Workstation With Installed Fabasoft Cloud Client

You can also perform a device binding on a workstation with installed Fabasoft Cloud Client. To do so, click on the link “Log in your device in the Fabasoft Cloud” in the login dialog. You remain logged in until you explicitly log out again.

Note: For security reasons, a certificate is required to identify the devices used. The corresponding certificate authorities that are allowed to issue computer certificates must be defined in the organization policies.

Logging off devices via the web client

Under “Account menu (your user name)” > “Advanced Settings” > “Devices” you can manage your permanently logged in devices and log out a device if necessary. The next time you use the Fabasoft Cloud on the corresponding device, you will be prompted to log in again.

Edit Common Properties

If you select multiple objects and execute the “Edit Properties” context menu command, you can change the common properties of the objects at once. This is possible for scalar properties (e.g. strings), object lists, aggregate lists and aggregates (with scalar values).

Scalar Property

• If the corresponding property value is the same in all objects, the value is displayed when it is commonly edited. Otherwise, an empty value is displayed.

Object List

• If the content of the object list is the same in all objects, the content is displayed when it is commonly edited. Otherwise, an empty object list is displayed.
• If the content of the object list is the same in all objects, the old object list is overwritten by the new object list. Otherwise, you can decide whether the new objects are added to the object list, or whether the old object list is overwritten by the new object list.

Aggregate List

• If the content of the aggregate list is the same in all objects, the content is displayed when it is commonly edited. Otherwise, an empty aggregate list is displayed.
• If the content of the aggregate list is the same in all objects, the old aggregate list is overwritten by the new aggregate list. Otherwise, you can decide whether the new aggregate rows are added to the aggregate list, or whether the old aggregate list is overwritten by the new aggregate list. If a key will be violated in the case of adding rows, the corresponding row is ignored.

Aggregate

• If the corresponding aggregate value is the same in all objects, the value is displayed when it is commonly edited. Otherwise, an empty value is displayed.

Send as E-Mail

Objects can be conveniently sent by e-mail via the corresponding context menu commands:

• Send Link
  Opens an e-mail with a hyperlink to the object. In order to access the object the recipients of the e-mail must have a cloud account and at least read access is required on the object.
• Send Public Link
  Opens an e-mail with a public link to the object. No cloud account is necessary to access the object.
• Send File
  Opens an e-mail with the file itself as an attachment. This command is only available for documents.
• Send PDF
  Opens an e-mail with a PDF file as an attachment. For documents, the content is converted in a PDF file. For Teamrooms and folders an index is generated.
  Note: Not all objects can be converted in a PDF document.

View as PDF

Via the “Tools” > “View as PDF” context menu command a PDF overview can be generated. Depending on the object type, different contents are generated. For documents, the content is generated as PDF document. For Teamrooms and folders an index with hyperlinks to the contained objects is generated. Otherwise, a PDF document contains the metadata of the object.

Note: In the Teamrooms properties, on the “Content Settings” tab, you can specify whether a cover sheet should be generated for PDF views of documents assigned to the Teamroom. You can select which versions or signatures are to be displayed on the cover sheet.

Support Requests

You can always submit support requests via the support button. In the account menu (your user name), you can find the “My Support Requests” entry, which leads to the history of your requests. Here you can reply to open requests or close them. In addition, you can create new requests.

If applicable, the support will create product change wishes or requests based on your support requests. You can track these in the “Product Changes” area (State field).

Note:

• The “My Support Requests” entry is only visible, if you have already submitted a support request via the support button.
• After submitting your first request, it may take a few minutes that the “My Support Requests” entry becomes available.

Working with a WebDAV Client

The Fabasoft Private Cloud supports the platform-independent WebDAV standard. This way it is possible to access documents in the Fabasoft Private Cloud via WebDAV client applications (e.g. Microsoft Windows Explorer or Apple Finder).

The data is accessible via following WebDAV URL: <URL of the private cloud>/cloud/webdav

Example: https://privatecloud.example.com/cloud/webdav

If you use the default WebDAV URL, “Home” is used as the base folder. Alternatively, you can also specify an object and, if necessary, a property directly as the base. In this way, path length problems can be avoided, for example. In general, the property can be omitted, since usually only one list per object is visible as a WebDAV resource.

Syntax:

.../webdav/[<object>-<property>]

Example:

.../webdav/[COO.1.506.3.4961]

.../webdav/[COO.1.506.3.4961-COO.1.1001.1.324006]

Mapping a network drive using the Fabasoft Cloud Client

1. Open the context menu of the Fabasoft Cloud Client by right-clicking the notification symbol in the taskbar of the operating system.
2. Click the “Open Cloud Network Drive” command.
3. For access, a password for applications is needed. By clicking “Open Network Drive (New Password), a password for applications is automatically generated. The password is stored in both in the Fabasoft Private Cloud and in the credential manager of the operating system.
   If a valid password is stored on the local computer, the network drive is directly opened.

The network drive is opened in the Microsoft Windows Explorer or Apple Finder and this way you have access to your folder structure in the Fabasoft Private Cloud.

Note:

• In the Fabasoft Private Cloud Web Client, you can revoke the password for applications by opening the account menu (your user name) and clicking the “Advanced Settings” > “Access for Applications” command. Click the “Revoke” button in the corresponding row with the description “Network drive for <computer name>”.
• You cannot view the generated password for applications that was created with the Fabasoft Cloud Client.
• In the credential manager of the operating system only one, the last current password is stored. If, for example, you map a network drive manually as described below and store the credentials in the operating system permanently, the password will be used further on also in the Fabasoft Cloud Client, even if you previously generated an own password.

Mapping a network drive manually

Alternatively, you can map a network drive also manually. This is, for example, necessary on smartphones since no Fabasoft Cloud Client is available.

1. For access, a password for applications is needed. Create a password by opening the account menu (your user name) and clicking “Advanced Settings” > “Access for Applications”. Create a password valid for “Network Drive (WebDAV)”. Additional information can be found in chapter “Access for Applications”.
2. Switch to the corresponding third-party product and define the WebDAV URL (see the beginning of this chapter), your e-mail address (used for the cloud log-in) and the generated password for applications. In the following, you will find a description for the third-party products Microsoft Windows Explorer and Apple Finder.
   Microsoft Windows Explorer
   Click “Tools” > “Map network drive”. Select a drive letter and enter the WebDAV URL in the Folder field. Click “Finish”. If no valid password is stored on the local computer, enter your e-mail address and the password for applications. If you store the credentials permanently, the password is used also for further connections.
   Apple Finder
   Click “Go” > “Connect to Server”. Enter the WebDAV URL in the Server Address field and click “Connect”. If no valid password is stored on the local computer, enter your e-mail address and the password for applications. If you store the credentials permanently, the password is used also for further connections.

Notes for working with WebDAV

• If you import a folder on top-level or in a folder that is not assigned to a Teamroom, the folder will be converted into a Teamroom in the Fabasoft Private Cloud.
• Documents cannot be imported on top-level or in a folder that is not assigned to a Teamroom.

Time Travel

The time travel allows you to view documents and metadata to specific times in the past. Via the “Time Travel” > “Start Time Travel” action you can start the time travel. Use the timeline to reach easily and quickly the desired point in time.

• “Start Time Travel”, “Continue Time Travel”, “End Time Travel”
  Select the version you want to view or end the time travel. As an alternative to selecting a version, you can specify a point in time.
• “Save Current Version”
  Saves a version of the current state. The version can also be treated as “release version”. This way, team members with read access can only see this version. A new release version replaces a possibly present release version.
• “Clean up Versions”, “Delete”
  No longer required versions can be deleted.
• “Compare”
  Compares the selected version with an arbitrary other version. The contents of Word documents can also be compared.
• “Restore”
  The current version is replaced by the selected version.

Note: The timeline is not operable with the keyboard.

Calendar

Calendars allow you to manage events and tasks, and to share them with other team members. In addition, you can access your calendars with third-party products via CalDAV.

Creating a Calendar

To create a calendar, proceed as follows:

1. Navigate in the desired Teamroom.
2. Open the context menu of an empty part of the content area and click “New”.
3. In the “Calendar” category, select the “Calendar” entry.
4. Enter a name and click “Next”.

In the calendar, you can create events and tasks. The calendar can also be downloaded as an iCalendar file (ICS).

Creating an Event

To create an event, proceed as follows:

1. Navigate in the desired calendar.
2. Click the “Create Event” action.
3. Enter the data of the event.
4. Click “Create”.
   Note: If you have specified at least one attendee, you can use the “Create and Send” button to create the event and also send an e-mail to the defined attendees with the event as an ICS file.

Note:

• An event can be sent subsequently via the “Send Event” context menu command.
• If a sent event is updated or deleted, you can send an event update or event cancellation.
• Via the sent e-mail the event can be opened, accepted, provisionally accepted or declined. The respective status is displayed for the event in the Attendees field.

Access via CalDAV

Calendars can also be accessed by third-party products via CalDAV. For access, a password for applications is required. If you have not created a password for CalDAV, create one now (see chapter “Access for Applications”).

If your third-party product supports calendar lists, you can manage them in the Fabasoft Private Cloud. Otherwise, you can embed a calendar directly via the Calendar URL (properties of the calendar).

To manage the calendar list, proceed as follows:

1. Click the account menu (your user name) and then click “Advanced Settings” > “Calendar”.
2. In the Calendar field, add the wanted calendars. Via the URL webcals://<server>/<vdir>/caldav (e.g. webcals://at.cloud.fabasoft.com/folio/caldav) you can access the calendar list in a corresponding third-party product.
3. The calendar shown in the Default Calendar field can also be accessed via the URL webcals://at.cloud.fabasoft.com/folio/caldav/home.
4. Click “Save” to apply the changes.

Note:

• Depending on the third-party product, you may replace webcals:// by https://.
• Calendars can also be managed by the context menu commands “Add to Calendar List” and “Remove From Calendar List”.

If you are using Apple iOS, you can include your calendar list as follows:

1. Navigate to “Settings” > “Passwords & Accounts” > “Add Account”.
2. Select the entry “Other” > “Add CalDav Account”.
3. Enter your account information.
   • Server
     webcals://<cloud server>/<vdir>/caldav
     Example: webcals://at.cloud.fabasoft.com/folio/caldav
   • Username
     The e-mail address you use to log in to the Fabasoft Private Cloud.  
   • Password
     The generated CalDAV application password (see chapter “Access for Applications”).
4. Now you can access your Fabasoft Private Cloud calendar list with the Apple Calendar app.

Address Book

When using the contact management, you can manage your contacts in contact rooms and address lists. In addition, you can access your address book list via CardDAV with third-party products.

You can find your address book list under “Account menu (your user name)” > “Advanced Settings” > “Address Book”. In the Address Book List field, add the wanted contact rooms or address lists. Via the URL https://<server>/<vdir>/carddav (e.g. https://at.cloud.fabasoft.com/folio/carddav) you can access the address book list in a corresponding third-party product.

CardDAV

Access to contacts is also possible via third-party products such as “Apple Contacts”, which support the CardDAV standard. A password for applications is required for access. If you have not yet created one for CardDAV, create one (see chapter “Access for Applications”).

Access is possible via the central CardDAV URL. For example:

• https://at.cloud.fabasoft.com/folio/carddav
• https://de.cloud.fabasoft.com/folio/carddav
• https://ch.cloud.fabasoft.com/folio/carddav

Microsoft Outlook

The “Open Cloud Address Book” context menu command of the Fabasoft Cloud notification symbol can be used to include the address book list in Microsoft Outlook.

Newsfeed

With the newsfeed, you can keep your team members up to date with the latest news.

Creating a Newsfeed

To create a newsfeed, proceed as follows:

1. Navigate in the desired Teamroom.
2. Open the context menu of an empty part of the content area and click “New”.
3. In the “Collaboration” category, select the “Newsfeed” entry.
4. Enter a name and click “Next”.

Writing Posts in the Newsfeed

Any user who has change rights in the Teamroom can write posts in the newsfeed. These posts are readable for all team members. For a newsfeed, it can be configured that team members with read access can also write posts.

To write a post in the newsfeed, proceed as follows:

1. Navigate in the newsfeed.
2. Enter the text in the textbox and possibly add an attachment.
3. Click “Send”.

Any user can remove their posts. Team members with full control can remove any post.

Note:

• A maximum of 2000 characters can be entered.
• Team members with read access cannot add attachments.
• Posts can be commented.
• If you share a link, starting with http://, https:// or ftp://, it will be displayed as a hyperlink. If you follow this hyperlink, it will be opened in a new window.
• With <code></code> source code can be displayed formatted.

Watermarks

It can be defined that documents in a Teamroom are automatically converted to secured PDF documents with a definable watermark. Team members with read access only see the PDF documents whereas team members with change access or full control see the source documents.

To define a watermark for a Teamroom, proceed as follows:

1. Navigate in the desired Teamroom.
2. Open the “Team” tool and click “Watermark Settings”.
3. In the Use Watermarks field, select “Yes”.
4. Define the desired settings for the watermark. With the Watermark for All Users option, you can test the settings by yourself.
5. Click “Next”.

Note: Watermarked Teamrooms and assigned objects cannot be duplicated by users who only have access to PDF documents with watermarks.

CAD Objects and 3D Viewer

Manage your 3D CAD files in the Fabasoft Cloud and benefit from the new preview and 3D viewer functionality.

Note: This functionality must be licensed separately.

CAD Object

To be able to store 3D models in the Fabasoft Cloud, the “CAD Object” object class is available. Using the "View in 3D Viewer" action, you can display the 3D model in the integrated 3D viewer.

3D Viewer

The integrated 3D viewer allows you to view 3D models interactively in an overlay. You can rotate, zoom and position the 3D model using the keyboard and mouse.

• Rotate
  Mouse: drag with pressed left mouse button
  QWERTY keyboard: Q, E or Left, Right, Up, Down
• Zoom
  Mouse: mouse wheel
  QWERTY keyboard: W, S or +, -
• Position
  Mouse: drag with pressed right mouse button
  QWERTY keyboard: A, D, X, Z
• A tree view of the elements of the displayed 3D model can be displayed. The individual elements/element groups can be shown or hidden via the respective check boxes. The element selected in the tree view is highlighted in the 3D view for better orientation. In addition, it is possible to hide the navigation cube.

Converting Multimedia Files

Convert your images, videos and audio files in different formats (Enterprise and higher only).

Images

You can export images in different formats in the file system or in the clipboard.

To export an image, proceed as follows:

1. Navigate to desired image and mark it.
2. Open the “Clipboard” menu and click “Download Image”.
   Note: Make sure that the menu bar is displayed (“account menu (your user name)” > “Basic Settings” > “Show Menu Bar”).
3. Define the size and target format.
4. Click “Copy Image to Clipboard”, “Copy Link to Clipboard” or “Download Image”.

Note: In the “Clipboard” menu, you will additionally find the menu entries “Copy Image for Presentation” and “Copy Image for E-Mail” that export the marked image in different formats to the clipboard.

Video and Audio Files

You can convert video files to MP4, OGV or WEBM. For audio files, MP3 and OGG are available.

To convert a video or audio file, proceed as follows:

1. Navigate to the desired multimedia file.
2. On the context menu of the multimedia file, click “Save as <format>”.

The conversion runs in the background and may take longer depending on the size of the source file. The result of the conversion can be found in the properties of the multimedia file, on the “Content” tab in the File in Different Formats field.

Follow-Ups

When using the follow-up functionality, an e-mail can be sent to a user or a process can be started at a particular time (Enterprise and higher only).

To define a follow-up, proceed as follows:

1. Navigate to the desired object.
2. On the context menu of the object, click “Tools” > “Create Follow-Up” or “Manage Follow-Ups” (at least one follow-up is already defined).
3. If you mark the follow-up as personal (only valid for the "Send e-mail" action), it will not be visible to other users.
4. Select the Action that should be executed.
   • Send E-Mail
     Define Recipients for the e-mail. In the Message field, you can specify the e-mail text.
   • Start Process
     Define the process that should be executed.
     Note: The process has to be released for the organization.
5. If applicable, enter a reason. The text is displayed as a suffix of the follow-up name and calendar event.
6. Define the date of the follow-up and whether it should be repeated. For more information, refer to the “Point in Time” and “Repetition” sections below.
7. Click “Next”.

Upon reaching the follow-up date and after processing the automatic task the defined action will be executed.

Note: For non-personal follow-ups, substitutes and successors will be considered.

Point in Time

You can either specify an explicit date or let the date be calculated based on a base date field of the object. Optionally, the execution date can be redefined if the base date is changed.

Repetition

It is also possible to repeat follow-ups. The following cases can be distinguished.

Explicit date or date is not recalculated when the base date is changed

You can define a repetition rule that is applied starting with the execution time.

• Unit
  Defines the unit of the interval (e.g. day or month).
• Interval
  Defines the interval between the repetitions (number).
• Repeat Until
  Defines the end time of the repetitions (infinite, explicit date, date value of a property).

Date is recalculated when the base date is changed

The background task is rescheduled after the selected action is executed and the base date is changed. Only Repeat Until can be defined as a repetition rule.

Follow-Ups Dashboard

You can manage the follow-ups in the follow-ups dashboard. The dashboard is divided into the following areas:

• Calendar
  Shows all follow-ups of the “My Follow-Ups” list.
• My Follow-Ups
  Shows the follow-ups that were created by you or in which you are entered as the recipient. You can also store other follow-ups by yourself. You can use the “Settings” action to adjust the filter criteria and to find the CalDAV URL, which you can use to integrate your follow-ups as a calendar in Microsoft Outlook, for example.
• Further Follow-Ups
  Shows follow-ups determined by you. You can define the search criteria using the “Determine Follow-Ups” action.

Insight Apps

Insight apps provide aggregated access to information in your cloud organization, customized to your needs. You can use insight apps to display and highlight important information without users having to explicitly search for it.

Note: Insight apps are provided by Mindbreeze InSpire. This appliance must be purchased separately.

Insight App Management

Insight apps can be managed at the following levels by authorized users:

• cloud organization (“Insight App” collections)
• app configuration (“Insight Apps” widget)
• app rooms and Teamrooms (“Insight Apps” widget in “Templates and Presettings”).

The permissions assignment and releasing for usage  mechanism follow the usual pattern.

Note: The “Define Expressions for Customizing Objects” organizational policy defines which users are generally allowed to manage insight apps.

Insight App Designer from Mindbreeze InSpire

Use the designer to create the insight app you want. Assemble your insight app by clicking on the elements in the left pane or dragging and dropping them into the drawing area. If necessary, you can specify additional settings in the left pane. To change elements afterwards, move the mouse pointer over the element and use the “Move”, “Delete”, and “Edit” buttons.

• Layout
  Defines the page layout (e.g. two columns).
• Search Box
  Allows to perform a manual search.
• Results
  Shows the results according to the search settings.
• Link
  Allows to perform a search in an external search engine.
• Pager
  Defines the navigation in the search results.
• Charts
  Allows you to include charts.

Using Insight Apps

Insight apps can be accessed by authorized users as follows:

• In the search portal, the “Insight Apps” tab shows all released insight apps from app configurations, app rooms, Teamrooms and insight app collections to which you have been granted permission.
• Insight apps can be placed directly on “Home” or added to “Favorites”.
• In the context of apps, insight apps are available in the "Insight Apps" widget.
• In the context of Teamrooms, the insight apps are available on a corresponding tab.

Search With Mindbreeze

You can perform a full-text search using the search field in the top bar (Alt + F4) or via the search portal (“Search” widget on Home).

To perform a search, proceed as follows:

1. Enter the desired search term in the search field and press “Enter”.
   Note: The search is not case-sensitive. If you start directly in the search portal, you can, if necessary, narrow down the search criteria even before you perform the search.
2. The search result is displayed in the search portal. Only results on which you have search rights are displayed. You can use the search criteria to further restrict the search (e.g. to Teamrooms or types).

Note:

• The “Save Search Query” action allows you to save the search term and the currently selected search criteria under a freely selectable name.
• The "Saved Queries” > “<name>” action allows you to execute a saved search query. The last five search queries or the last five favorite search queries are displayed.
• The “Saved Queries” > “Further Search Queries” action allows you to view a list of all search queries. By clicking on a search query, it will be executed. In addition, you can rename, delete and mark search queries as favorite via the context menu.

The Mindbreeze query language offers the following possibilities. The listed options can also be combined.

Metadata Search

You can perform a full-text search using the search field in the header bar. However, in many lists and fields you can also search for objects based on specific metadata (“Search” button or “Add Entry” > “Search”).

Defining Search Criteria Using Options

You can define the required values for properties as search criteria. You can specify the type of value comparison (e.g. “begins with”) using the search option of the respective property.

Short description of all options

Different options are available depending on the property type.

• “equal”
  This option is used to find all objects whose value of this property is equal to the defined value.
• “not equal”
  This option is used to find all objects whose value of this property is not equal to the defined value.
• “any value”
  This option is used to find all objects whose value of this property is not empty. If this option is selected, no input is required in the input field. It is therefore displayed inactive.
• “no value”
  This option is used to find all objects whose value of this property is empty. If this option is selected, no input is required in the input field. It is therefore displayed inactive.
• “begins with”
  This option is used to find all objects whose value of this property begins with the defined string.
• “does not begin with”
  This option is used to find all objects whose value of this property does not begin with the defined string.
• “ends with”
  This option is used to find all objects whose value of this property ends with the defined string.
• “does not end with”
  This option is used to find all objects whose value of this property does not end with the defined string.
• “contains”
  This option is used to find all objects whose value of this property contains the defined string.
• “does not contain”
  This option is used to find all objects whose value of this property does not contain the defined string.
• “Full Text” Query
  If this option is selected, a full text search in string properties is performed (corresponding system configuration required). Operators like “AND” and “OR” are supported.
• “sounds like”
  If this option is selected, a phonetic search is performed. Objects will be found whose value of this property sounds like the defined string.
  Example: A search for “sounds like Meier” will return e.g. “Meyer”, “Meier”, “Maier” and “Mayr”.
• “does not sound like”
  If this option is selected, a phonetic search is performed. Objects will be found whose value of this property does not sound like the defined string.
  Example: A search for “does not sound like Meier” will return all objects except e.g. “Meyer”, “Meier”, “Maier” and “Mayr”.
• “from”
  This option is used to find all objects whose value of this property is equal or greater than the defined value.
• “up to”
  This option is used to find all objects whose value of this property is equal or lower than the defined value.
• “between”
  This option is used to find all objects whose value of this property is between the defined values.

Defining Search Criteria Using Wildcards

In the search query, wildcards act as placeholders for any characters or strings.

Example: A search using the string “_andy” in the Name field will return all objects with a name containing any character followed by the string “andy”.

Wildcards

• “*” or “%”
  These wildcards are placeholders for any string.
  Examples:
  A search for “*ergy” will return results containing any string followed by the “ergy” string: “energy”, “synergy”, “allergy”.
  A search for “berg*” will return results containing “berg” followed by any string: “bergamot”, “bergenia”.
  A search for “bl*d” will return results containing “bl” followed by any string and ending with the character “d”: “blood”, “bleed”, “blond”.
• “?” or “_”
  These wildcards are placeholders for exactly one character. You can either use “?” or “_”.
  Example: A search for “_andy” will return results containing one arbitrary character followed by the string “andy”: “Dandy”, “Candy”, “Sandy”.
• “~”
  The wildcard tilde “~” will run a phonetic search. All objects will be determined that are pronounced similarly to the defined string. A tilde always has to be entered at the beginning of the search string.
  Example: A search for “~Maier” will return results sounding like “Maier”: e.g. “Meier”, “Mayr”, “Maier”.
• “%%” or “**”
  To perform a full text search in string properties, the wildcards “%%” and “**” can be used.
  Example: A search for “%%energy” in the Name field will return all objects with a name containing the word “energy”.

Most options available via wildcards can also be defined via options in from the. For the “?” and ”_” wildcards, no equivalent options are available in lists.

Comparison: options and wildcards

• '“begins with” agreement' corresponds to 'agreement*'
• '“ends with” agreement' corresponds to '*agreement'
• '“contains” agreement' corresponds to '*agreement*'
• '“sounds like” agreement' corresponds to '~agreement'
• ''“Full Text” Query' agreement'' corresponds to '%%agreement'

Search Folders

In search folders, the objects contained are determined using a search pattern.

1. Create a search folder in a Teamroom.
2. Define the search criteria via the “Create Search Form” or “Edit Search Form” action.
3. Click the “Save Query” button to use the search form for the search folder.

Hint:

• The contents of the search folder are not updated automatically. Click the “Refresh” button to perform another search using the saved search pattern.
• With the “Find” action, you can perform a search independent of the saved search form.

Auditing

“Auditing” gives you the opportunity to reconstruct requests on objects. There are not only shown changes of properties. For example, you can also find out when and by whom an object was read, or rights were granted (Enterprise and higher only).

Creating a Search Folder for Audit Logs

To create a search folder for audit logs, proceed as follows:

1. Navigate in the desired Teamroom.
2. Open the context menu in an empty part of the content area and click “New”.
3. Click the “Search Folder for Audit Logs” entry.
4. Enter a name and fill out the fields depending on your search criteria.
   Note: If you do not define a Teamroom, only a limited time range can be investigated. If an organization is defined, you can extend the time interval up to 3 months, if an audit originator is defined, you can extend the time interval up to 7 days, otherwise only a maximum of two hours can be investigated.
5. Click “Next“.

Navigate in the search folder and click the “Refresh” action. All objects matching your search criteria will be displayed (except for objects that have already been deleted). Use the “Export Audit Log” action to check the audit log entries of deleted objects.

Note:

• You can create search folders for audit logs only if you have been authorized in the organization policies.
• To change the search criteria, click “Properties” in the context menu of the search folder and adjust the search criteria accordingly.

Showing Audit Log Events

To show the audit log events of an object, proceed as follows:

1. Navigate in the search folder for audit logs.
2. Mark the desired object.
3. Open the “Object” menu and click “Show Audit Log”.
   Note: Make sure that the menu bar is displayed (“account menu (your user name)” > “Basic Settings” > “Show Menu Bar”).

All events are displayed that occurred during the specified period. The “Show Changes” context menu command, can be used to read the versions of the object.

Note: Alternatively, you can also navigate to the desired object, select it and execute the “Tools” > “Show Audit Log" menu command.

Exporting the Audit Log

To export the audit log events as CSV file, proceed as follows:

1. Navigate in the search folder for audit logs.
2. Click the “Export Audit Log” action.
3. After the report generation has finished click the “Download” button, to export the CSV file.

Adjusting Access Rights After a Membership Exclusion

If a member's organization membership is terminated, all access rights to the organizational Teamrooms are revoked and, if a successor has been defined, the successor is entered in the Teamrooms instead of the former member. Users who have all rights in the affected organizational Teamrooms and are members of this organization will be notified by e-mail. The successors will also be informed by e-mail. The links in the e-mails can be used to check the Teamrooms and make any necessary adjustments.

Note: When terminating a membership in external organizations, organizational units or teams, those with full control in the Teamroom are also informed by e-mail, if the Teamroom is restricted to the affected external organization, organizational unit or team.

For Teamrooms of other organizations the following applies:

• If the user's membership in his or her main organization is terminated, users with full control in Teamrooms of other organizations will also be informed about the exclusion and, if applicable, about the successor. The access rights can be manually adjusted by a user with full control.
• If the user's membership in one of his or her non-main organizations is terminated, only Teamrooms that are restricted to the affected organization are handled.