2018 Spring Release

The Fabasoft Cloud ClientPermanent link for this heading

The native Fabasoft Cloud Client provides following advantages:

  • Edit documents directly via your web browser
  • Import documents with drag and drop
  • Synchronize documents with the file system

The installation can be started via the web browser state in the top bar of the Fabasoft Private Cloud Web Client. More information can be found in the white paper “Fabasoft Clients”.

OverviewPermanent link for this heading

By clicking on the notification icon of the Fabasoft Cloud Client the list of recently used documents is opened.

  • Header
    If you work with multiple cloud locations or installations, you can switch between them via the header. By clicking on the question mark, the support dialog is opened. Via the gear icon, you can access the options.
  • Footer
    In the footer, you can initially start synchronizing or the current state of the synchronization is shown. By clicking on the synchronization state, you can pause the synchronization.
  • Document overview
    The open, recently edited, renamed, downloaded or uploaded documents are displayed chronologically. If an error occurs when synchronizing, the affected file is shown with a red background.

    Via the context menu of the respective document you can
    • view the document in the Windows Explorer (if it is synchronized),
    • view the document in the Fabasoft Private Cloud Web Client or
    • copy a link to the document into the clipboard.

In the “About” dialog it is shown whether the Fabasoft Cloud Client is current (green check mark). If this is not the case, you can start the update directly.

Options DialogPermanent link for this heading

The “Options” dialog offers the following configuration possibilities:

General

  • Account
    Displays the URL of the current cloud installation. Use the “Reset” button to delete all local account settings (including the Cloud Folder).
  • Cloud Folder
    Displays the base directory of the Cloud Folder in your file system.
    • Remove Folder
      If you no longer require the synchronization, you can remove the Cloud Folder from the file system by clicking the “Remove Folder” button. This does not affect the objects in the Fabasoft Private Cloud, but not yet synchronized changes in the file system are lost.
    • Select Folder
      Select a new base folder.
      Note: The button is only available, if you have removed the current base folder beforehand via the “Remove Folder” button.
    • Offline
      Select this option to turn off the synchronization temporarily (e.g. to avoid roaming charges).
    • Restrict Path Length
      If you select this option, only folders with a path length of max. 246 characters and files with a path length of max. 259 characters are synchronized. If you do not select this option, the internal 8.3 notation is used for the path length calculation under Microsoft Windows (this method ensures that max. 12 characters are calculated for each folder or file; the name is actually not changed). Under Apple macOS no path length restriction exists in this case.
      When exceeding the path length limit a corresponding error message is displayed. If you use third-party products under Microsoft Windows that cannot handle long file paths you should activate this option.
  • System Settings
    • Automatic Proxy Login
      Defines whether the proxy password is saved and automatically used for proxy login.
    • Proxy Settings
      Opens the proxy settings of the operating system.
    • Run Fabasoft Cloud Client on System Startup
      Defines whether the Fabasoft Cloud Client is started automatically when booting the operating system.

Bandwidth

  • Download Speed
    To limit the download speed for synchronizing, you can specify the maximum bandwidth in kilobytes per second.
  • Upload Speed
    To limit the upload speed for synchronizing, you can specify the maximum bandwidth in kilobytes per second.
  • LAN Sync
    Use LAN synchronization to achieve a significant reduction in the required internet bandwidth and a significantly increased synchronization speed. When data in the Fabasoft Private Cloud has changed, all Cloud Folders in the local network are contacted first, whether the changed data is already available locally. If this is the case, the data is synchronized over the LAN and not over the internet.

Content (only Microsoft Windows with installed Microsoft Office)

  • Documents
    • Generate PDF Preview on the Workstation
      You have the option that the PDF view of Office documents is generated locally using Microsoft Office. This has the advantage that the mapping between the Office document and the PDF document is much better than converting the PDF document with LibreOffice on the cloud server.
  • Encrypted Documents
    • Generate PDF Preview on the Workstation
      Local generation allows PDF views of Office documents that are encrypted with Secomo (full end-to-end encryption is ensured). The PDF views are transferred to the server encrypted as the documents themselves, and can only be decrypted by users who are authorized in the encrypted Teamroom.
    • Generate Thumbnails form the PDF Preview on the Workstation
      Local generation allows thumbnails of Office documents that are encrypted with Secomo (the third-party product Ghostcript is required).

Certificates (only Ubuntu)

When using a certificate-based authentication under Ubuntu the client certificates have to be stored in the Fabasoft Client.

SynchronizationPermanent link for this heading

The Cloud Folder recreates the folder structure of your web client in the file system and keeps it synchronized.

Note: If you have used to Cloud Folder already in a previous version, you have to carry out an upgrade via the options dialog (Use New Synchronization field). Thereby all local files will be deleted.

Using the Synchronization for the First TimePermanent link for this heading

To start the synchronization, perform the following steps:

  1. Click the “Open Cloud folder” context menu command of the notification symbol . Thereby the Cloud folder is opened and the first level of your Cloud desk is synchronized to the local file system.
  2. If you navigate in a folder, the content (first level) of the folder is synchronized. The successful synchronization is visualized by a green check mark.

Now you can edit the files and folders either in the Fabasoft Private Cloud Web Client or in the file system.

Selecting Folders and Documents for SynchronizingPermanent link for this heading

You can select folders and documents for synchronization as follows:

  • As you navigate through the folder structure, the content of the current folder is automatically synchronized and is kept synchronized.
  • To easily synchronize an entire folder hierarchy and to keep it synchronized, the folder’s context menu command “Cloud Folder” > “Keep Folder Up to Date” is available.
  • Synchronized folders can again be excluded from synchronization via the context menu command “Cloud Folder” > “Remove Local Files”. Thereby the local files of the entire folder hierarchy will be deleted. This has no effect on the corresponding elements in the Fabasoft Private Cloud.

Note:

  • The synchronization is done automatically in the background, but it can be disabled using the “Options” dialog of the notification symbol (Offline field).
  • If synchronization is active, the current progress can be seen in the tooltip of the notification symbol.
  • If a document is changed simultaneously in the Fabasoft Private Cloud and in the file system, the changes from the file system are stored in the Fabasoft Private Cloud and a corresponding message is displayed. The overridden change in the Fabasoft Private Cloud is saved in a version.
  • If you no longer require the synchronization, you can remove the Cloud Folder from the file system by clicking the “Delete Folder” button in the “Options” dialog of the notification symbol.
  • The synchronization can also be started in the Fabasoft Private Cloud Web Client. To do so, navigate in the Teamroom or folder you want to synchronize and click the “Synchronize” action. The action is only available, if the Teamroom or folder is stored in a hierarchy starting from your “Home”.

Symbols for Visualizing the StatusPermanent link for this heading

Notification Symbol

The notification symbol is displayed smaller when you set the Cloud Folder to “offline” or if you are not logged in. If there are several Cloud Folders, the status refers to the currently selected Cloud Folder.

File System

Following symbols visualize the synchronization status in the file system:

  • Not synchronized
    Not synchronized folders are displayed without any special visualization.
  • Synchronized
    Synchronized folders and documents are marked with a green check mark.
  • Keep folder up to date
    Folders in which the entire hierarchy should be synchronized are represented with a blue border.
  • Modified
    The element has been modified locally or a synchronization process is currently carried out.
  • Error
    If an error occurred, the context menu provides corresponding commands under “Resolve Error”.

Note: In order that changes and errors can be easily identified, they are displayed over the entire hierarchy.

Context Menu of the Notification SymbolPermanent link for this heading

In the context menu of the Fabasoft Private Cloud notification symbol following commands that are relevant for the Cloud Folder are available:

  • Open Cloud Folder
    Opens the folder in the local file system that was created for synchronizing with the Fabasoft Private Cloud.
  • Synchronize
    Starts the synchronization process manually.

Note: If you work with different Fabasoft Cloud installations, you can also choose the system that should be synchronized in the context menu.

Context Menu of the Cloud FolderPermanent link for this heading

In the context menu of synchronized elements the following commands are available under “Cloud Folder”:

  • Open in Cloud Web Client
    The Fabasoft Private Cloud Web Client is opened and the element is selected.
  • Show Properties in Cloud Web Client
    Opens the properties of the element in the Fabasoft Private Cloud Web Client.
  • Keep Folder Up to Date
    The entire folder hierarchy is synchronized and is kept synchronized.
  • Remove Local Files
    The local files are removed. This has no effect on the corresponding elements in the Fabasoft Private Cloud.
    If a folder contains unsynchronized documents, an error will be displayed. When you execute the context menu command again, the unsynchronized documents are removed and a backup is stored in \Users\<user>\Documents\My Recovered Documents.
    If you want to cancel the download of a too large file, you can execute this context menu command on the parent folder.

Resolving a ConflictPermanent link for this heading

If a document has been changed in the web client and file system simultaneously, this is detected during synchronization. For visualization, a yellow call sign is displayed on the notification icon and in the web client on the document.

To resolve the conflict via the file system, perform the following steps:

  1. Click the notification icon.
  2. Click “Resolve Conflict” for the corresponding document.
  3. In the following dialog, you can choose whether you want to continue using the current version or the last version before the conflict. The content of the discarded version is still accessible via time travel and can be taken over manually, if necessary.

Alternatively, you can execute the “Resolve Conflict” context menu command in the web client. If you edit the document using the web client, the conflict dialog opens automatically.

Error HandlingPermanent link for this heading

If an error occurred, the context menu provides corresponding commands under “Resolve Error”. In order that errors can be easily identified, they are displayed over the entire hierarchy.

LAN SynchronizationPermanent link for this heading

By default, synchronization is carried out over the internet with the Fabasoft Private Cloud. Depending on your amount of data and your internet access, this may take some time.

Use LAN synchronization to achieve a significant reduction in the required internet bandwidth and a significantly increased synchronization speed. When data in the Fabasoft Private Cloud has changed, all Cloud Folders in the local network are contacted first, whether the changed data is already available locally. If this is the case, the data is synchronized over the LAN and not over the internet. Security is ensured in both cases by encryption.

To be able to use the LAN synchronization, you have to enable it:

  1. Open the context menu of the Fabasoft Private Cloud notification icon and click "Options".
  2. On the “Bandwidth” tab, enable the LAN Synchronization.
    • LAN synchronization should only be used in trusted networks.
    • Under Microsoft Windows ensure that the network type is either “Domain Network” or “Private Network” (Network and Sharing Center). Otherwise, you cannot enable the LAN synchronization.
    • Under macOS you can activate the LAN synchronization for the current network.

Note:

  • The clients must be connected to both, the LAN (same subnetwork) and the Fabasoft Private Cloud.
  • The communication uses the TCP port 17096 and the IP multicast address 224.0.0.202 or ff02::1 (local subnetwork). If necessary, appropriate settings must be made in the firewall. If you are encountering problems with LAN synchronization, please contact your network administrator with this information.
    In the Windows firewall, for example, two inbound rules can be defined (one for the TCP protocol and one for the UDP protocol):
    • Program:
      C:\Program Files (x86)\Fabasoft\Cloud\x64\FabasoftCloudUI.exe (Fabasoft Cloud Enterprise Client)
      C:\Users\<username>\AppData\Local\Fabasoft\x64\FabasoftCloudUI.exe (Fabasoft Cloud Client)
    • Local address, remote address, local port, remote port, authorized users, authorized computers: any
    • Protocol: TCP or UDP

Synchronization ExceptionsPermanent link for this heading

Restrict File Paths

If you select this option in the “Options” dialog of the notification symbol, only folders with a path length of max. 246 characters and files with a path length of max. 259 characters are synchronized. If you do not select this option, the internal 8.3 notation is used for the path length calculation under Microsoft Windows (this method ensures that max. 12 characters are calculated for each folder or file; the name is actually not changed). Under Apple macOS no path length restriction exists in this case.

When exceeding the path length limit a corresponding error message is displayed. If you use third-party products under Microsoft Windows that cannot handle long file paths you should activate this option.

Excluded Files

To avoid the temporary files from third-party products are uploaded, there are following synchronization exceptions:

  • Hidden files.
  • Files that start with ~WRD, ~WRL or ppt, followed by at least one decimal or hexadecimal (upper case) digit and followed by .tmp (uppercase and/or lowercase).
  • Files that start with a least one decimal or hexadecimal (uppercase) digit and followed by .tmp (uppercase and/or lowercase).
  • Files that consist solely of digits (decimal or hexadecimal digits in capital letters).
  • Files that start with aa, followed by a lower case character, followed by five digits and optionally followed by a string that also matches the previously stated rule.
  • Files that start with Icon follow by a “carriage return” (only Apple macOS).

Additional file information

Additional file information (e.g. file tags), such as those provided on Apple macOS, are not synchronized and will be lost.

Configuration in the Web ClientPermanent link for this heading

Which elements are synchronized on which work stations can also be seen in the Fabasoft Private Cloud Web Client.

  1. Open the Fabasoft Private Cloud Web Client.
  2. Click your user name in the header and then click “Synchronization”.
  3. A configuration line is displayed for all work stations you synchronize elements.
    • Workstation
      In this field all computers are available you have used to connect with the Fabasoft Private Cloud. Thus it can be configured independently per computer (e.g. private and at work) which elements are synchronized.
    • Included Objects
      In this field objects are listed that should be synchronized. This setting is only evaluated when the object is located at top-level on your desk.
      Note: All child elements of a synchronized folder are synchronized, too.
    • Excluded Objects
      Objects that are located in a synchronized folder are not synchronized, if they are listed in this field.
      Note: Elements that are located in excluded folders are not synchronized, too.

Integration in Microsoft WordPermanent link for this heading

The integration in Microsoft Word gives you the following options.

Note: If necessary, ensure that the COM add-ins “Fabasoft Cloud” and “Fabasoft Cloud Word Extension” are active in Microsoft Word (“File” tab > “Options” > “Add-ins”).

Buttons

You can perform actions in the Fabasoft Private Cloud directly from Microsoft Word. The “Fabasoft Cloud” tab In Microsoft Word offers the corresponding actions depending on the context.

  • Open
    You can select the document in the Fabasoft Private Cloud and open it in Microsoft Word.
  • Upload
    If the current document was not opened via the Fabasoft Private Cloud, it can be uploaded to the Fabasoft Private Cloud. You can select a location in the Fabasoft Private Cloud and continue processing directly without having to close the document.
    Note: The button is only available when the document has been opened via a file. Unsaved changes are stored in the Fabasoft Private Cloud; the original document is not changed.
  • Copy Link
    You can put a link to the document in the Fabasoft Private Cloud in the clipboard.
  • Create Public Link
    You can create a public link to the document. Users can access public links without logging in to the Fabasoft Private Cloud.
  • Send Link
    You can create an e-mail draft with a link to the document in the Fabasoft Private Cloud.
  • Rename
    You can change the name of the document in the Fabasoft Private Cloud.
  • Release Version
    You can create a version of the document in the Fabasoft Private Cloud and provide it as a release.
    Note: Unsaved changes are saved automatically before the version is created.
  • Properties
    You can edit the properties of the document in the Fabasoft Private Cloud.
  • Show in Web
    Shows the document in the Fabasoft Private Cloud Web Client.
  • Insert DocProperties
    You can insert certain property values as updatable DocProperties.
  • Insert Field
    You can insert certain property values as updatable fields. If you change the value of an editable field in the Word document, the changed value is taken over into the property.

Note: In Microsoft PowerPoint and Microsoft Excel, the “Open” and “Upload” buttons are available on the Fabasoft Cloud tab.

Fields

The following property types can be edited in the Word document:

  • Integer
  • String (also multi-line)
  • Date
  • Date and time
  • Boolean
  • Enumeration

The other property types are displayed as read-only fields.

Note:

  • When saving the content, the fields in the PDF view are updated automatically, regardless of whether the PDF view is generated on the server or on the client.
  • On the “Content” tab, in the Update PDF Content on Metadata Change field you can define whether the PDF view is newly generated on the server when the metadata of the object is changed. This way, fields that refer to the metadata of the document are displayed with current values.

User-Defined Properties as Fields

When you add a user-defined form to a Word document, you can insert your defined properties as fields in the Word document.

Integration in Microsoft OutlookPermanent link for this heading

The integration in Microsoft Outlook gives you the following options.

Note: The “Fabasoft Cloud” group is only available if the “Fabasoft Cloud Outlook Extension” add-in (“File” > “Options” > “Add-ins”) is enabled.

Display Cloud Area

On the “Start” tab, in the “Fabasoft Cloud” group, you can use the “Home” or “Worklist” button to display your own task area in Microsoft Outlook. This gives you direct access to your Fabasoft Cloud home area or worklist.

Upload E-Mails

On the “Start” tab, in the “Fabasoft Cloud” group, you can use the “Upload E-Mail” button to import the selected e-mails in a Teamroom or folder. Alternatively, you can use the “Fabasoft Cloud” > “Upload E-Mail” context menu command.

Note: When choosing the folder using the “Choose Folder” button, you can also create a new Teamroom or folder.

Replace Attachments With Links

When you compose an e-mail, you can upload attachments directly to the Fabasoft Private Cloud and replace them with links. To do so, the “Replace Attachments With Links” button is available on the “Message” tab.

To replace attachments with links, perform the following steps:

  1. Compose an e-mail with attachments.
  2. Place the cursor at the position where you want to insert the links.
  3. Click the “Replace Attachments With Links” button.
  4. In the Folder field, select a Teamroom or folder where you want to store the attachments.
    Alternatively, by clicking the “Choose Folder” button, you can navigate to the desired folder or create a new folder or Teamroom. The e-mail recipients are added to the newly created Teamroom with read access rights (can still be adjusted manually).
  5. Click the “Add as Link” button, if you want to insert links for cloud users.
    Click the “Add as Public Link” button, if you want to insert links that do not require authentication in the Fabasoft Private Cloud. The button is only available if the Teamroom allows the creation of public links.

The attachments will be uploaded to the Fabasoft Private Cloud and the links will be inserted in the e-mail.

Access Check

When you compose an e-mail, the “Check Access” button is available on the “Message” tab. This enables you to check whether the recipients have access to the cloud objects linked in the e-mail. You can perform the check manually using the “Check Now” button. Enable the “Always Check on Send” option to perform the check automatically.