2018 Spring 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 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.

Contact management

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.

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 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 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”.

Digital asset management

The digital asset management provides advanced management capabilities for multi-media content.

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.

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 Worklist app for iOS enables the convenient execution of working steps on the iPhone or iPad.

Digital Asset ManagementPermanent link for this heading

The digital asset management (DAM) provides advanced management capabilities for multi-media content.

Use Case

Description

Dashboard

The digital asset management dashboard is the access point to the digital asset management for end users. When a user receives access rights on an asset shelf, a dashboard is automatically created and placed on the user’s “Home”. Removing a user's rights will also remove the dashboard.

DAM configuration

In the DAM configuration, download formats, categories, user-defined forms, BPMN processes, thesauri, available optional fields, general settings and app users can be defined.

Asset shelf

Asset shelves are used to manage the digital content and to define the access rights. Folders can be used to sub-structure the asset shelf.

External area

External areas can be defined in asset shelves. The access rights are taken over from the superordinate asset shelf and can be extended. This makes it easy to collaborate closely, for example, with external graphic design agencies.

Asset

Assets are digital content such as images, documents or videos. In addition to the content, metadata is also stored for the asset. In particular, license information can be stored.

Registering assets

Assets that have not yet been assigned to an asset shelf can be registered to an asset shelf. During the registration, metadata can be defined. Metadata that can be extracted from the asset (e.g. Exif) is automatically taken over.

Converting assets

You can convert video files to MP4, OGV or WEBM. For audio files, MP3 and OGG are available. The conversion runs in the background.

Downloading assets

When downloading an asset, the download format can be selected. The formats defined in the DAM configuration, which are suitable for the type of the asset and which are allowed to use, are offered as download formats.

Tagging assets

User-defined terms can be used to tag assets.

Public links to assets

Download formats can also be defined for public links (accessible without account).

Using transfer collections

Transfer collections are used to collect assets from different folders and shelves and make them available as a public link.

Inbox

In an inbox, rules for the processing of incoming assets can be defined. A rule consists of conditions and actions.

Form inbox

The form inbox allows uploading assets to the Fabasoft Cloud using an HTML form on an arbitrary website. This makes it easy to collaborate loosely, for example, with external graphic design agencies.

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 local workstations. 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 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 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 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.