2019 Winter Release

Fabasoft Private Cloud 2017 Spring ReleasePermanent link for this heading

Find out more about new features and improvements in the Fabasoft Private Cloud 2017 Spring Release.

UsabilityPermanent link for this heading

The following improvements make the daily work with the Fabasoft Private Cloud easier.

  • To ensure optimal column widths in lists, they are by default dynamically determined based on the length of the values ​​in the columns. If you specify the column widths manually or presets exist, no dynamic width adjustment takes place. However, you can optimize the width of the respective column in the column header by double-clicking the area between two columns.
  • Editing columns in the detail view
    You can edit fields displayed in the detail view directly with F2, without having to open the properties of the respective objects. You can now also edit multi-value fields (lists, aggregates) in addition to single-valued fields. In this case an overlay for entering the data is opened.
  • Any objects as favorites
    You can add any objects (for example, individual documents) to your favorites.
  • For new users, the home area is no longer sorted by default. So you will find newly created or stored Teamrooms and folders always at the end of the list. Drag and drop allows you to specify the order of the objects individually. If you prefer a sorting, open the background context menu by right-clicking on a free area and specify the sorting.
  • In the case of personal dashboards, such as those available in scrum, the logo is automatically taken from the underlying configuration (scrum center). If desired, you can still set your own logo in the dashboard settings.
    Note: If the dashboard is assigned to several configurations, the logo will not be applied automatically.
  • By now the watermark settings of a Teamroom could only be defined in the properties of the Teamroom. Now you can also use the “Team” tool to define the settings.

FormsPermanent link for this heading

The options available to you when creating user-defined forms have been massively expanded.

Form Fields

You can use the following form fields on your form:

  • Input Field
    A single-valued field of a particular type (e.g. string, date or object).
  • Item List
    A list of fields of a particular type (e.g. string, date or object)
  • Multiline Text
    A multi-valued field of type string.
  • Check Box
    One or more check boxes (multiple selection is possible).
  • Radio Buttons
    One value can be selected from several values with radio buttons.
  • Combo Box
    One value can be selected from several values in a drop-down box.
  • Standard Property
    Provides the ability to display standard properties of objects on the user-defined form.
  • Separator
    Used to structure related properties.
  • HTML Text
    Allows providing formatted descriptions on the form.

Types

You can define the following types for input fields and item lists:

  • String
  • Integer
  • Float
  • Date
  • Date and Time
  • Timespan
  • Hyperlink
  • Currency
  • Object

Note: The type of a field cannot be changed after the form is published.

Additional Settings

Depending on the type, you can make further settings for form fields. In general, you can specify:

“General” tab

  • Required field
  • Help text
  • Initialization value

“Advanced” tab

  • Programming name
  • Readability or changeability depending on user rights

Multilingualism

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.

Category

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.

WorkflowPermanent link for this heading

The workflow offers the following new features.

Multi-Instance ActivitiesPermanent link for this heading

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.

  • None
    From the defined activity, one instance is created, which is offered to the defined process participants in the worklist. The first process participant, starting the processing, takes over the activity. The activity will be removed from all other worklists.
  • MI Parallel
    From the defined activity, one instance is created for each defined process participant and stored parallel in the respective worklists. All process participants must process the activity.
  • MI Sequential
    From the defined activity, one instance is created for each defined process participant and stored sequentially in the respective worklists. All process participants must process the activity one after the other.

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.

Notes

  • Distribution lists are immediately resolved at the start of the process. When a Property of the Object or Organizational Unit is used, the process participants are resolved during the runtime of the workflow (when the state of the corresponding activity is set to “Can Be Started”)
  • If the property of the object is single-valued and contains an organizational unit, all users directly assigned to the organizational unit receive an activity. Subordinated organizational units are not considered.
  • If the property of the object is multi-valued, all directly defined users receive an activity. In addition, all directly defined organizational units receive a joint activity.

E-Mail NotificationsPermanent link for this heading

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.

“Approve and Finalize” ActivityPermanent link for this heading

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.

Processes and FormsPermanent link for this heading

Working with processes is now even easier, especially in the interaction of processes and user-defined forms.

Worklist

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.

Executing Processes

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:

  • To make it easier to define signatures as a condition in BPMN processes, the properties Last Signature, Last Signature on/at, Last Signature by and Remark of Last Signature have been introduced.
  • The Applicable for property is now available directly in the BPMN editor. If the process is restricted to a category of a user-defined form or to an object class, the defined fields can be used in the condition editor.
  • For the definition of an abstract participant of a process, a property of the object (e.g. Last Signature by) can be used. The participant is evaluated at runtime. This is particularly useful for automatically started processes because abstract participants such as process initiators do not make sense in that case.

InboxPermanent link for this heading

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.

Conditions

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.

Actions

Following actions are available:

  • Assign Category
    The specified category is assigned to the incoming object.
  • Classify With Mindbreeze InSpire
    The incoming objects are classified. Based on the classification, a category is assigned to the object. More information can be found in the next chapter.
  • Start Process
    The specified process is started on the incoming object.

Classifying Incomings and Metadata ExtractionPermanent link for this heading

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:

  1. In a learning phase, Mindbreeze InSpire is trained to classify the documents. For the extraction of the metadata from documents, regular expressions can be defined.
  2. In productive mode, when classifying documents (either manually or automatically triggered), the metadata and classification are requested from the Mindbreeze InSpire service. Feedback can further improve the quality of the classification.
  3. For the classification value, a category with a corresponding import ID is searched and assigned to the document.
  4. The category can be used to start a specific registration or to initialize a process. If metadata can be retrieved from the document, the data will be prefilled and highlighted in color.

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.

Inbox

Documents can be classified automatically via the inbox. To do so, you can define a rule that performs the “Classify With Mindbreeze InSpire” action.

Workflow

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.

Additional Information

http://help.privatecloud.fabasoft.com/index.php?topic=doc/User-Help-Fabasoft-Private-Cloud-eng/additional-features.htm#classifying-and-registering

Publishing of TeamroomsPermanent link for this heading

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.

LAN SynchronizationPermanent link for this heading

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:

  1. Open the context menu of the Fabasoft 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.

User-Defined Fields in Microsoft WordPermanent link for this heading

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.

Form InboxPermanent link for this heading

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:

http://help.privatecloud.fabasoft.com/index.php?topic=doc/User-Help-Fabasoft-Private-Cloud-eng/additional-features.htm#form-inbox

Note for Firefox UsersPermanent link for this heading

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.

https://<host>/cloud/fscasp/content/lib/CloudFirefoxExtension.xpi

With the new extension, the full functionality is also available with the 64 bit version of Mozilla Firefox.

Organization ManagementPermanent link for this heading

The following new features will assist you in managing your organization.

  • The organizational structure is used for the hierarchical mapping of organizational units and positions of your organization. The organizational structure can be found in your organization under “Membership” > “Organizational Structure”.
    The “Organizational Units” used for informal structuring are still available under the name “Team”.
  • The welcome screen of owners and administrators of new organizations shows the most important tasks for setting up the organization.
  • In the License History field (“Manage Service Packages” action) the actual maximum memory consumption per payment period is displayed for information purposes.
  • For an overview of all e-mails sent in the course of organizational use cases (invitations, exclusion, etc.), the corresponding e-mails are displayed in the properties of the organization on the “E-Mail Communication” tab.
  • As an owner or co-owner of an organization, you can also download the data for Teamroom usage as a CSV file. The “Show Teamroom Usage” context menu command is available for organizations, organizational units, external organizations, members and external members. The data is exported via the “Export Teamroom Usage as CSV File” button.