2020 Winter Release

Scope of Services – User’s Point of ViewPermanent link for this heading

The Fabasoft Private Cloud provides functionality for end users as described in the following chapters.

CommonPermanent link for this heading

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 or client certificates.

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.

UsabilityPermanent link for this heading

The Fabasoft 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:

  • Add column
  • Remove column
  • Move column (drag and drop)
  • Order
  • Group
  • Filter
  • Fix

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.

TeamroomsPermanent link for this heading

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.

Working with DocumentsPermanent link for this heading

Documents can be directly opened from the Fabasoft Private Cloud in the corresponding third-party application and resaved.

Use Case

Description

Editing documents

Documents that are stored in the Fabasoft Private Cloud can be edited and resaved directly in the corresponding third-party application. You will not notice any difference to the work in a file system. This functionality is provided by the Fabasoft Cloud Client.

The Fabasoft Private Cloud offers a wide support for common office software on all platforms (e.g. Microsoft Office, Apple iWork and LibreOffice).

For more information about the supported third-party products, see the document “Technical Information”.

Signing documents digitally

Documents can be signed digitally with an organization certificate.

Note: For this functionality Fabasoft Secomo is required. This appliance must be purchased separately.

Classifying documents

In conjunction with Mindbreeze InSpire, documents can be automatically classified and metadata can be extracted.

Note: The classification and metadata extraction is provided by Mindbreeze InSpire. This appliance must be purchased separately.

Editing encrypted documents

When editing documents, the encrypted documents are automatically decrypted locally and opened in the corresponding third-party product. When saved, the documents are re-encrypted before the transfer takes place. To the end-user, this means no loss of comfort.

Note: The end-to-end encryption is provided by Fabasoft Secomo. This appliance must be purchased separately.

Importing e-mails

E-mails (Microsoft Outlook, Mozilla Thunderbird) can be imported with drag and drop or Ctrl + C and Ctrl + V. The e-mail content and attachments are viewable directly in the Fabasoft Private Cloud without a third-party application.

Playing video and audio files

Depending on the web browser and video format, videos can be directly played in the web client.

For more information about the supported formats, see the document “Technical Information”.

Editing images

A basic editing of images (rotate, zoom, crop) is directly possible in the web client.

To use images outside the Fabasoft Private Cloud (e.g. for presentations) export possibilities are offered in a variety of formats and sizes.

Using public links

For each Teamroom can be defined whether public links are allowed. Public links allow people without an account to read and download documents.

Auditability

The so-called "time travel" allows viewing documents and even whole Teamrooms at certain time in the past. As a result, changes are traceable and older states can be restored if necessary.

In addition, the possibility is offered, to compare metadata and content (Microsoft Word) of an older version with the current version.

Release versions allow continuing to work on a document while users with read access see the release version.

The continuous versioning ensures complete traceability.
Note: When deleting versions or objects (empty wastebasket, dissolve Teamroom) the data is also no longer available in the history.

WorkflowPermanent link for this heading

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.

SearchPermanent link for this heading

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.

Synchronization With the Local File SystemPermanent link for this heading

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 OS X (see “Technical Information”).

Note: When using Fabasoft Secomo synchronization is only possible with encrypted file systems.

MobilityPermanent link for this heading

Whether with laptop, tablet or smartphone, whether with web browser, iOS App or Android App, you have access to your data and documents.

Web BrowserPermanent link for this heading

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.

iOS AppPermanent link for this heading

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.

Android AppPermanent link for this heading

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.

Template ManagementPermanent link for this heading

The template management allows you to create template and text module collections, manage templates and text modules therein and make them available to users.

Use Case

Description

Dashboard

The template management dashboard is the central access point to the template management.

When a user is added to a template 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 template management configuration, app administrators can manage template collections, text module collections, general settings and app users.

Template collections

Template collections are used to manage templates and define access rights.

Personal templates

Users can define their own templates in the “Personal Templates" area.

Defining templates

Almost all object types can serve as templates. In addition, settings can be made in that are particularly relevant when using fields in Word templates.

Text module placeholders can also be inserted in Word templates, which are replaced by the content of the text module when the template is instantiated.

Using templates

In the create dialog, the templates are displayed according to the grouping by the template categories. Templates without a template category are displayed under “Others”. During creation, a copy of the template is created, which can be edited independently of the template.

Text module collections

Text module collections are used to manage text modules and define access rights.

Text modules can be used to insert predefined standard texts in Microsoft Word documents.

Defining text modules

There are two types of text modules:

  • Static Text Module (Text)
    Allows you to enter unformatted text.
  • Static Text Module (Word)
    Allows you to enter formatted text in a Word document.

Using text modules

In Microsoft Word an own ribbon is provided that allows you to insert text modules.

Contact ManagementPermanent link for this heading

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.

Digital Asset ManagementPermanent link for this heading

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”.

ScrumPermanent link for this heading

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.

Change and Release ManagementPermanent link for this heading

The change and release 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.

Note: The change and release 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 release management dashboard is the central access point to the change and release 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 release 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.

PurchasePermanent link for this heading

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.