Find out more about new features and improvements in the Fabasoft Private Cloud 2017 Spring Release.
The following improvements make the daily work with the Fabasoft Private Cloud easier.
The options available to you when creating user-defined forms have been massively expanded.
You can use the following form fields on your form:
You can define the following types for input fields and item lists:
Note: The type of a field cannot be changed after the form is published.
Depending on the type, you can make further settings for form fields. In general, you can specify:
For the languages available in the Fabasoft Private Cloud, you can provide translations for the names and context-sensitive help. To do so, open the properties of the form (context menu command “Properties”) and switch to the “Translations” tab. For each multilingual name of the form you will find a corresponding entry.
When you create a user-defined form, you can change the Applicable for field of the corresponding category. By default, the entries “Basic Object”, “Document” and “Object With Object List” are available. For example, if you want to restrict a BPMN process to such a category and use activities that are allowed only for documents, you can customize the category accordingly.
The workflow offers the following new features.
Multi-instance activities can be used for processing an activity sequential or parallel by several process participants. You can use multi-instance activities in pre-defined processes and ad-hoc processes. This allows you, for example, to realize a parallel approval by several users.
Predefined Process (BPMN Editor)
In the BPMN editor, you can specify the loop type of a task.
As process participant, you can specify a Distribution List, an Organizational Unit or a Property of the Object from which a list of process participants can be determined. Distribution lists can only be used together with multi-instances. An organizational unit or property of the object can be used both in multi-instances and in non-multi-instances. In the case of multi-instances, a separate activity instance is created for each resolved process participant, in the case of non-multi-instances only one activity instance for the entire organizational unit or property of the object (single-valued) is created. Multi-valued properties of the object are only allowed for multi-instances.
Ad-Hoc Process (BPMN Editor)
When defining ad-hoc processes, you can choose between “No Multi-Instance”, “Parallel” and “Sequential” in the Multi-Instance field. The entries correspond to the loop type of the BPMN editor.
When you take the first activity, you can specify additional activities in the BPMN editor or change the settings by double-clicking on a task.
Ad-Hoc Process (Tabular Mode)
In the tabular mode, you can also choose between “No Multi-Instance”, “Parallel” and “Sequential” in the Multi-Instance field.
In the account menu (your user name) you can find your personal workflow settings under “Workflow”. The e-mail notifications are now enabled by default for new users.
The provided standard activities are extended by the “Approve and Finalize” activity. When the “Approve and finalize” work step is performed, the object is signed with the “Approve” signature and the object is finalized, such that no further changes are possible.
Note: If the object should be again editable, you can execute the “Tools” > “Remove Final Form” context menu command.
Working with processes is now even easier, especially in the interaction of processes and user-defined forms.
If a user-defined form is applied to a document, a two-part view is opened when you perform the “Open” step of activities like “Edit” or “Release”. This allows you to view the document and capture metadata directly.
Processes can be started either manually or automatically.
When starting manually you can choose between ad-hoc processes and if available predefined processes (context menu > “Tools” > “Start New Process”). If you need an ad-hoc process based on a blank template with only one activity, you can start the process directly without having to open the BPMN process editor. In case of predefined processes, you can also start the process directly.
The possibilities to start a process automatically have been extended. When you define a follow-up, you can select a predefined process to run when the follow-up date is reached. In an inbox (see next chapter), processes (depending on definable conditions) can be executed automatically on stored objects.
Creating Predefined Processes
When you create predefined processes, the following new functionality will help you:
In an inbox rules for the processing of incoming objects can be defined. A rule consists of conditions and actions.
You can create inboxes directly on “Home” (background context menu > “New” > “Inbox”). As for Teamrooms, you can also define a team to specify the access rights.
A condition checks whether the selected property contains the defined string (case-insensitive). Specify the string without wildcards. All conditions must be met for the rule to run. Do not specify a condition if the rule should always be executed.
Following actions are available:
The Fabasoft Private Cloud in conjunction with Mindbreeze InSpire allows you to automatically classify documents and extract metadata (only Enterprise and higher). Especially when interacting with custom forms, you have a powerful concept for the incoming classification of documents for your particular application.
The following steps explain the basic operation:
The screenshot shows a Microsoft Excel spreadsheet, which is automatically classified as travel expenses. The metadata in the user-defined form “Receipts” was automatically prefilled.
Documents can be classified automatically via the inbox. To do so, you can define a rule that performs the “Classify With Mindbreeze InSpire” action.
When using the “Register” activity, documents can be classified and registered via the workflow. You can start an ad-hoc process with the prescribed activity “Register”. In a predefined BPMN process, the activity can also be used (the applicability has to be restricted to documents).
The “Classify and Register” work step performs the classification and opens the appropriate registration form.
When re-publishing Teamrooms, you now have the option to transfer only the changes since the last publishing. Especially Teamrooms that contain many objects with only a few changes are transferred much faster.
When using the Fabasoft Private Cloud Folder, you can synchronize documents in the Fabasoft Private Cloud with your local file system.
When using LAN synchronization all Cloud Folders in the local network are contacted first, whether changed data is already available locally. If this is the case, the data is synchronized over the LAN. Security is ensured by encryption.
To be able to use the LAN synchronization, you have to enable it:
When you extend a Microsoft Word document with a custom form, you can also insert your user-defined properties as fields in the document. Ensure that the Fabasoft Cloud add-in is enabled in Microsoft Word (“File” > “Options” > “Add-ins” > “COM Add-ins” > “Go” > “Fabasoft Cloud”).
On the “Insert” tab, you can use the “Field” button (located in the Fabasoft Cloud group) to insert the appropriate fields in the document.
The form inbox allows you to capture data using an HTML form and store it in the Fabasoft Private Cloud. For example, you can place a form on your website that allows potential new employees to upload application documents. You can carry out further processing directly in the Fabasoft Private Cloud.
Form inboxes can be created in Teamrooms. In the form, you define the unique ID of the inbox and further settings. The objects created via the form are stored in the inbox.
Further information can be found here:
In Mozilla Firefox 52 (expected for March 2017) the NPAPI technology that was used by the Fabasoft Cloud Client will be removed. As a replacement and further development the Fabasoft Cloud Firefox extension is provided, which can be added to Mozilla Firefox via following link. The extension can already be used with the current Firefox version 51. Equip yourself for the future, and install the extension.
With the new extension, the full functionality is also available with the 64 bit version of Mozilla Firefox.
The following new features will assist you in managing your organization.