The Fabasoft Private Cloud provides functionality for end users as described in the following chapters.
The Fabasoft Private Cloud provides different log-in methods and access possibilities.
Use Case | Description |
Log in | Users can log in with user name and password, client certificates, SAML 2.0, or Active Directory. For two-factor authentication mobile PIN (SMS), e-mail PIN and one-time password with RADIUS server are available. Note: Mobile PIN (SMS) is not included in the default scope of services and has to be purchased separately. |
Access possibilities | Access is possible with all common web browsers, WebDAV and an own iOS or Android app. For more information, see the document “Technical Information”. |
Accessibility | Accessibility is a basic concept of the Fabasoft Private Cloud. Operation with assistive technologies such as screen readers and screen magnifiers is generally possible. For more information, see the document “Technical Information”. |
Languages | The user interface is available in 22 languages: Bulgarian, Chinese (simplified), German, English, French, Croatian, Indonesian, Italian, Japanese, Dutch, Norwegian, Polish, Portuguese, Romanian, Russian, Serbian, Slovak, Slovenian, Spanish, Czech, Turkish and Hungarian. |
The Fabasoft Private Cloud Web Client provides superb ease of use, which you often miss in other web applications.
Use Case | Description |
Responsive design | The layout of the web client adapts to the size of the display. |
Editing documents | Documents can be edited and saved directly in the corresponding third-party application. You will not notice any difference to the work in a file system. |
Drag and drop | Within the web client drag and drop is used to move documents and folders. |
Uploading | Files and complete folder structures can be easily imported via drag and drop, Ctrl + C and Ctrl + V or the “Upload” menu. A comprehensive list of import options depending on the web browser and the chosen method, see the document “Technical information”. |
Downloading | Documents can be saved in the file system via Ctrl + C and Ctrl + V or the “Download” menu. Folder structures or documents are downloaded as a ZIP file. |
Sending links | Hyperlinks to folders and documents can be directly inserted into an e-mail via a menu command. The documents stay in the Fabasoft Private Cloud with secure access rights and the recipients have access to the current state of the documents. |
Full keyboard access | The web client can be completely handled with the keyboard. |
Navigation | Complex storage structures are no problem. The tree navigation and breadcrumbs quickly lead to the desired folder. Navigating is even faster with personal favorites. |
Views | The presentation of documents in Teamrooms and folders can be customized. The focus is either on the preview of the contents or the metadata of the documents. |
Column view | The column view can be used to manage many documents in a single list. For adapting the representation following options are available:
|
Follow-ups | Users can define follow-ups for documents. Upon reaching the follow-up date, an e-mail is sent or a process is started. |
Exchanging documents and collaboration with users is offered via so called Teamrooms.
Within a Teamroom the collaboration of a team is managed – from inviting members to managing individual access rights.
Use Case | Description |
Managing Teamrooms | The collaboration is achieved through Teamrooms and the teams defined therein. Teamrooms can be structured with folders. |
Providing access rights | Team members can be granted access rights on Teamrooms (read access, change access, full control). The restriction of members of a Teamroom to certain organizations is also possible. |
Personalizing Teamrooms | The branding functionality allows defining a logo and description for Teamrooms. |
Encrypting Teamrooms | For Teamrooms it can be defined whether assigned documents are encrypted. Documents that are uploaded into encrypted Teamrooms are encrypted on the client before the transfer. Note: The end-to-end encryption is provided by Fabasoft Secomo. This appliance must be purchased separately. |
Transferring/Publishing Teamrooms | Teamrooms together with the folder structures and documents can be transferred (editable) or published (readable) to the Fabasoft Cloud. Note: If you are using a Fabasoft Folio or Fabasoft eGov-Suite installation, you can transfer Teamrooms from there to the Fabasoft Private Cloud or Fabasoft Cloud, too. |
Using the calendar | The team calendar provides a common calendar to coordinate team activities. The CalDAV support allows integrating the calendar into third-party products (e.g. Apple iCal or Apple Calendar app). |
Using the newsfeed | Newsfeeds provide the team the possibility to informally share news and discuss within a Teamroom. |
Showing new events | If there are changes in a Teamroom, they can be displayed and sent by e-mail. |
Wastebasket | The Teamroom wastebasket protects against accidental deletion of documents. Only team members with full control are entitled to empty the wastebasket. |
Documents can be directly opened from the Fabasoft Private Cloud in the corresponding third-party application and resaved.
Users can be involved in the processing of business objects via a workflow.
Use Case | Description |
Workflow | The workflow enables the digital mapping and running of your business processes. |
Modelling processes with BPMN 2.0 | With a graphical process editor you can model business processes based on BPMN 2.0 (Business Process Model and Notation). With the workflow engine the modeled business processes can be executed digitally. |
Workflow Substitutions | The substitutes receive all activities of the user they substitute within the defined period of time. Objects to which the substitute has no access are filtered. |
Process statistics | To obtain an overview of the running processes, several process statistics are available that illuminate the individual aspects of process execution. |
Mobile workflow access | The Fabasoft Cloud App for iOS or Android enables convenient processing of work steps on the go. |
Finding instead of searching. Enjoy the benefits of an intuitive full-text search.
Use Case | Description |
Searching | The integrated full-text search allows you to find quickly the desired information. Actions can be performed directly on the search result. When searching the access rights are taken into account. Only hits are displayed that can be accessed by the respective user. |
The Cloud Folder allows synchronizing contents stored in the Fabasoft Private Cloud with your devices. So the current state of your data is not only available in the web client but also directly on your local hard disk.
Use Case | Description |
Synchronization | The Cloud Folder allows synchronizing folders and documents automatically from the Fabasoft Private Cloud to the local file system and vice versa. This functionality is available on Microsoft Windows and Apple macOS (see “Technical Information”). Note: When using Fabasoft Secomo synchronization is only possible with encrypted file systems. |
Whether with laptop, tablet or smartphone, whether with web browser, iOS App or Android App, you have access to your data and documents.
Access to the Fabasoft Private Cloud with a web browser is available on all major mobile devices (e.g. Microsoft Surface Pro or tablets and smartphones based on Apple iOS, Android or Windows Phone). The web client adapts to the size of your mobile device. Note that when using the web client on tablets and smartphones no documents can be directly edited.
With the iOS App “Fabasoft Cloud” you can access your Teamrooms and data in the Cloud on your iPad or iPhone.
Use Case | Description |
Reading documents | The documents can be read either directly in the cloud app or via third-party apps like Apple Pages. |
Uploading documents | Documents can be uploaded directly from your smartphone or tablet. |
Using the offline mode | Synchronized documents can also be accessed without an Internet connection. |
Searching | The search for data can be performed on all Teamrooms with access rights. |
Note: When using Fabasoft Secomo encrypted documents can be read and documents can be uploaded encrypted. The offline mode can be used if the mobile device is encrypted.
With the Android App “Fabasoft Cloud” you can access your Teamrooms and data in the Cloud on your Android tablet or smartphone.
Use Case | Description |
Reading documents | The documents can be read either directly in the cloud app or via third-party apps like ThinkFree Office. |
Editing documents | Depending on the functionality of the third-party apps documents can be edited and resaved. |
Uploading documents | Documents can be uploaded directly from your smartphone or tablet. |
Using the offline mode | Synchronized documents can also be accessed without an Internet connection. |
Searching | The search for data can be performed on all Teamrooms with access rights. |
Note: When using Fabasoft Secomo encrypted documents can be read or edited and documents can be uploaded encrypted. The offline mode can be used if the mobile device is encrypted.
You can adapt the Fabasoft Private Cloud to your requirements by means of model-based customizing.
The contact management allows you to create and manage contacts in contact rooms. Based on user-defined criteria you can specify address lists that can be exported for sending newsletters, for example.
Use Case | Description |
Dashboard | The contact management dashboard is the central access point to the contact management. When a user is added to a contact management configuration, a dashboard is automatically created and placed on “Home”. When a user is removed again, the dashboard is also removed. |
Configuration | In the contacts configuration, contact administrators can define settings for the metadata of contacts and manage app users. |
Contact rooms | Contact rooms are used to manage contacts in a structured way and to define access rights and default categories. |
Creating contact persons | A contact object is used to manage a contact's metadata. |
Creating organizations | An organization object is used to manage an organization's metadata. |
Duplicate check | When creating or changing contacts, the system checks whether a corresponding contact already exists. Duplicate matching is only performed with contacts that are accessible to the user performing the action. If a duplicate has been found, the contacts can be cleaned up or merged in a dialog. |
Changing the assignment of contacts | Contacts can be assigned to another contact room. |
Using address lists | Address lists can be created in a contact room (rights context). However, the contacts in address lists can be collected from different contact rooms. |
Importing and exporting contacts | The import and export of contacts is possible in address lists. Contacts can be imported and updated using a CSV or XLSX file or exported as a CSV file. |
Deleting contacts | In order to delete a contact (put it in the wastebasket), change rights are required. If property values of the contact are assigned to another contact room, change rights are also required in this room. |
Using address books | Read-only access to contacts is also possible via third-party products such as “Apple Contacts”, which support the CardDAV standard. |
Serial e-mails | A serial e-mail can be used to send personalized e-mails to defined recipients from the contact management. |
The digital asset management provides advanced management capabilities for multi-media content.
More information can be found in the software product information “Fabasoft Digital Asset Management”.
Scrum enables the coordination of agile software projects.
Use Case | Description |
Dashboard | The scrum management dashboard is the central access point to the scrum management. When a user is added to a scrum management configuration, a dashboard is automatically created and placed on “Home”. When a user is removed again, the dashboard is also removed. |
Scrum center | In the scrum center, scrum administrators can manage scrum projects, general settings and app users. |
Scrum projects | Scrum projects are used to manage the scrum artifacts (stories, defects, etc.) and define the scrum team. |
Stories, defects and impediments | Stories, defects and impediments are the items a scrum team works on. The respective status shows the work progress. |
Tasks | Stories and defects can be divided into work units by tasks. The respective status shows the work progress. |
Sprints | A sprint includes stories and defects to be processed and usually takes a few weeks. |
Product versions and releases | Stories can be assigned to product versions and releases. This allows you to monitor the progress of the stories required for a shipment. |
Reports | Defect reports, burn-down and velocity graphics provide a quick status overview. |
The change and asset management enables you to create and manage change processes. This allows carrying out adaptations to an IT infrastructure in a controlled, efficient and risk-minimized manner.
In addition, problem records can be managed and processed using a problem management process. IT asset shelves are used to manage the inventory passed to employees.
Note: The change and asset management is not included in the standard scope of services of the Fabasoft Private Cloud and must be purchased separately.
Use Case | Description |
Dashboard | The change and asset management dashboard is the central access point to the change and asset management. When a user is added at least to one shelf, a dashboard is automatically created and placed on “Home”. When a user is removed again, the dashboard is also removed. |
Configuration | In the change and asset management configuration, app administrators can manage shelves, artifacts, general settings and app users. |
CMDB shelves | Configuration management database (CMDB) shelves are used to manage artifacts and to define access rights. The artifacts can be created in the following folders: Servers, Virtual Machines/Servers, IT Services, Application Services, Network Components, Locations, Cluster and Checks. |
RFC shelves | RFC shelves are used to manage RFCs (requests for change) and to define access rights. |
Creating request for change | Requests for change (RFCs) are used to request a change. |
Change process | RFCs can be processed through a change process in the workflow. |
IT asset shelves | IT asset shelves are used to manage the inventory passed to employees and to define access rights. Assets can be handed over to or handed back by employees through a workflow. |
Managing IT assets | The inventory handed over to employees can be managed using assets. |
Problem record shelves | Problem record shelves are used to manage problem records and to define access rights. |
Creating problem records | Problem records are used to document the details of a problem. |
Problem management process | Problem records can be processed through a problem management process in the workflow. |
The purchase management enables you to conduct an efficient, digital purchase process.
Note: The purchase management is not included in the standard scope of services of the Fabasoft Private Cloud and must be purchased separately.
Use Case | Description |
Dashboard | The purchase management dashboard is the central access point to the purchase management. When a user is added to a purchase management configuration, a dashboard is automatically created and placed on “Home”. When a user is removed again, the dashboard is also removed. |
Configuration | In the purchase configuration, app administrators can manage shelves, artifacts, general settings and app users. |
Shelves | Shelves are used to manage requirement requests, orders, goods receipts, invoices and to define access rights. |
Requirement requests | Employees can start a purchase process using requirement requests. |
Orders | Order documents and a requirement request can be stored in orders. |
Goods receipts | Delivery notes can be registered and stored in a goods receipt for an order. |
Invoices | Invoice documents can be registered and stored in an invoice for an order. |
Registering | Documents can be registered as order documents, goods receipts or invoices. You do this either by carrying out the corresponding steps in the worklist or using the “Register as” context menu command. Thereby the corresponding metadata for the documents can be entered. |
Purchase process | The purchase process differs from organization to organization. Therefore, you have to define the required BPMN processes by yourself. Basically, the following applies: The purchase workflow begins with an employee's requirement request and goes through defined approvals by supervisors. If the appropriate permissions are present, then the order can be accomplished by the purchasing department. With the goods receipt the delivery note is stored for the order. The invoice is also stored for the order. |
The outgoing invoice management allows to administer outgoing invoices. Using forms and processes, the outgoing invoice management can be customized to meet the needs of your organization.
Using a web service, a draft invoice can be uploaded to the Fabasoft Private Cloud from an ERP system and an approval process can be started. The approval status can be queried in the ERP system and changed or newly added documents can be transferred to the ERP system. The original invoice sent via the ERP system can in turn be transferred to the Fabasoft Private Cloud.
Note: The outgoing invoice management is not included in the standard scope of services of the Fabasoft Private Cloud and must be purchased separately.
Use Case | Description |
Dashboard | The outgoing invoice dashboard is the central access point to the outgoing invoice management. When a user is added to a outgoing invoice configuration, a dashboard is automatically created and placed on “Home”. When a user is removed again, the dashboard is also removed. |
Configuration | In the outgoing invoice configuration, app administrators can manage shelves, artifacts, general settings and app users. |
Shelves | Shelves are used to manage outgoing invoices and to define access rights. |
Outgoing invoices | In an outgoing invoice, the invoice documents and additional attachments can be stored in addition to the metadata. |
Approval Process | The approval process varies from organization to organization. Therefore, you have to define the required BPMN processes by yourself. Basically, an outgoing invoice is forwarded to the defined approver for approval. The approver can approve or discard the outgoing invoice. If necessary, a second approval can be obtained, for example, from the “Invoicing” management. |
Web service interface | Outgoing invoices can be uploaded and updated from an ERP system via a web service. |