Fabasoft Private Cloud 2018 Spring Release
2018 Spring Release

Fabasoft Private Cloud 2018 Spring ReleasePermanent link for this heading

Find out more about new features and improvements in the Fabasoft Private Cloud 2018 Spring Release.

Digital Asset ManagementPermanent link for this heading

The digital asset management offers the following new possibilities.

Registering Digital Assets

Assets that have not yet been assigned to an asset shelf can be registered to an asset shelf. In the course of registration, capturing metadata is possible. To do so, navigate to the desired asset and execute the “Register as Digital Asset” context menu command. Define an asset shelf as target. Metadata that can be extracted from the asset (e.g. Exif) is automatically taken over. The corresponding fields are highlighted in color and can be modified if necessary.

You can also register entire folders containing assets. The defined metadata is taken over for all assets.

In the DAM configuration, you can define that the registration dialog is displayed automatically when new assets are added.

External Areas

External areas can be created in asset shelves. The team defined in the parent asset shelf automatically has the corresponding rights in the external area. Users with full control in the asset shelf can extend the team of the external area. In this way, for example, a close collaboration with an external graphic design agency can be realized, which should only have access to the external area.

Licensing

A license type and additional license metadata can be defined for digital assets. Whether or which licensing fields are displayed is definable in the configuration. Assets without a valid license cannot be downloaded (except from app administrators).

Transfer Collections

Transfer collections are used to collect assets from different folders and shelves and make them available as a public link. Transfer collections are assigned to a single user and cannot be managed together with other users.

Note: Public links must be allowed for the asset shelves.

Create a Transfer Collection

You can use the “Create Transfer Collection” action to create transfer collections. If usage types are defined in the DAM configuration, you can define the required usage types for the transfer collection. Only assets that have all the necessary usage types can be placed in the transfer collection. If licensing is used, the assets must also have a valid license.

Place the desired assets in the transfer collection (e.g. use copy and paste or use the “Add to Transfer Collection” context menu command).

Close a Transfer Collection

After you have placed the assets, you can complete the transfer collection and create a public link using the “Close” action. The transfer collection can still be edited, but closed transfer collections are no longer offered in the context menu of assets.

Process StatisticsPermanent link for this heading

To obtain an overview of the running processes, several process statistics are available that illuminate the individual aspects of process execution.

In the organization policies, on the “Processes” tab, you can define process administrators. The statistics can be displayed for:

  • Process Administrators
    Provides an overview of all predefined and ad hoc processes of the organization.
  • Process Owners
    Provides an overview of all predefined processes for which the user is defined as the process owner.

Note: The process owner can be defined on the “BPMN Process Diagram” tab of a BPMN process diagram.

You access the process statistics via your worklist. The statistics are available for the following three levels: general overview, process definition and specific process.

General Overview

  • Process Statistics
    Provides an overview of the number of running processes and delayed processes.
  • Process Throughput
    Shows the number of started and completed processes and their difference in the selected time period.
  • Running Processes
    Shows the number of running processes and their changes in the selected time period.
  • Running Processes per Process Definition
    Shows the percentage breakdown of the process definitions of the running processes.
  • Activities of Running Processes
    Shows the percentage breakdown of the status of the activities of the running processes.
  • Delayed Activities
    Shows the percentage breakdown of the activities of the delayed processes.
  • Start Date of Running Processes
    Shows the number of running processes grouped by the start date in the selected time period.
  • Due Date of Activities
    Shows the activities of the running processes that need to be processed in the next two weeks.

Based on a Process Definition

  • Process Throughput
    Shows the number of started and completed processes and their difference in the selected time period.
  • Running Processes
    Shows the number of running processes and their changes in the selected time period.
  • Activities of Running Processes
    Shows the percentage breakdown of the status of the activities of the running processes.
  • Delayed Activities
    Shows the percentage breakdown of the activities of the delayed processes.
  • Start Date of Running Processes
    Shows the number of running processes grouped by the start date in the selected time period.
  • Due Date of Activities
    Shows the activities of the running processes that need to be processed in the next two weeks.
  • Processes
    Displays all processes (including completed processes) of the process definition.

Based on a Process

  • Runtime
    Shows the runtime of the process in days compared to the average runtime of the underlying process definition.
  • Activities
    Shows the percentage breakdown of the status of the process's activities.
  • Overview
    Shows the most important metadata of the process.

Note: The “Settings” action can be used to define the time period (from last week to last year) of the time-dependent statistics.

Annotating PDF DocumentsPermanent link for this heading

Annotations that you attach to a PDF document using an external PDF viewer can be separated from the PDF document and saved on a public or personal layer. Thus, the document does not have to be duplicated if you want to share general comments with other team members but personal comments should only be visible to you.

To create public annotations, edit the PDF document as usual (e.g. “Edit” action). In the external PDF viewer, you can attach the corresponding annotations and save the document again.

To create personal annotations, navigate in the PDF document. In the PDF preview, use the “Show comments toolbar” and “Comment” buttons to open the PDF document for editing. The annotations attached in the external PDF viewer are saved as personal annotations.

Notice:

  • If the PDF content itself changes (e.g. by replacing it with another file), the previous documents including annotations are still available. The documents can be selected via a drop-down field in the PDF preview.
  • If the PDF document already contains annotations during import, these are saved in a public layer when you enable the comment bar and are therefore visible to all team members.
  • When you download a PDF document, the PDF content is annotated with the annotations visible to you.
  • Attaching annotations is also available in the Fabasoft Cloud App for iOS. If you would like to use this functionality in the Fabasoft Cloud App, please contact Fabasoft Sales (sales@fabasoft.com), as a separate licensing fee is required.

Digitally Signing DocumentsPermanent link for this heading

If Secomo is available in your cloud organization and the digital signature is configured for your organization, you can digitally sign documents to prove the originator and integrity of the documents.

You can digitally sign documents either via the “Tools” > “Sign Digitally and Close” context menu command or via the “Sign Digitally and Close” workflow activity. Thereby, a PDF document with the digital signature is generated and saved as final form in the document. In addition, the “Sign Digitally” signature is attached to the document and the document is closed. Use cases such as “Read” or “Download” refer to the digitally signed PDF document in the final form of the closed object.

To digitally sign documents of a folder, the “Sign Digitally and Close Documents” context menu command is available for the folder.

Integration in Microsoft OfficePermanent link for this heading

The integration in Microsoft Office allows you to perform actions directly from the application.

Microsoft Outlook

Task 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 Private Cloud home area or worklist.

Replacing Attachments With Links

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

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

Uploading 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. Additionally, the “Fabasoft Cloud” > “Upload E-Mail” context menu command is provided. When choosing the folder using the “Choose Folder” button, you can also create a new Teamroom or folder.

Alternatively, you can also copy e-mails as usual (Ctrl + C) and paste them into the Fabasoft Private Cloud (Ctrl + V).

Acces Check

When composing an e-mail, the “Check Access” button is available in the “Fabasoft Cloud” group. 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.

Microsoft Word

The properties Last Signature, Last Signature by, Last Signature on/at and Remark of Last Signature can be inserted in Word documents as fields.

When you create a user-defined form and choose “Container With User Data” or “Room With User Data” as base class, you can also specify whether it is a file. The reference to the file is saved for the subordinate objects. This makes it possible, for example, that the properties of the file are also available as fields in Microsoft Word.

In this way, for example, the “Year” property of the file can be inserted as a field in the Word document.

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

Contact ManagementPermanent link for this heading

The contact management offers the following new features:

  • Declarations of consent for data processing can be filed with contact persons.
  • To prevent fields that are to be updated via the import from being changed directly in the contact management user interface, the corresponding fields can be set read-only in the contacts configuration on the “Externally Managed Fields” tab. This only applies to contacts for which the Managed Externally option is enabled.
    When importing, the externally managed properties of a contact can only be updated, if the specified data source matches the data source of the existing contact.
  • When importing contacts, properties can be overwritten with empty values. For lists, it is possible to completely replace the list and not just add values. In addition, it is possible to import multi-value declarations of consent and functions.

Privacy by DesignPermanent link for this heading

When you create new Teamrooms, the following options are disabled by default:

  • Allow Public Links
  • All Team Members May Invite Members

The “Create a Public Link” menu item is still displayed for team members who have permission to change the security settings. When creating the public link, the setting for the Teamroom can be adjusted accordingly.

Support of Microsoft EdgePermanent link for this heading

Microsoft Edge is now fully supported. In order that the Fabasoft Cloud Client is able to communicate with the Fabasoft Cloud Web Client, you must install an extension in Microsoft Edge. The following link allows you to add the extension to Microsoft Edge:

https://www.microsoft.com/store/apps/9ngzf1cnjzbk

For example, you can now open documents in the Fabasoft Cloud Web Client as usual and save the changes directly.

Common ImprovementsPermanent link for this heading

With the new update, the following additional functionality is available:

  • Archives in 7z format can be opened directly from the Fabasoft Private Cloud with the third-party product 7-Zip. The table of contents of the archive is available as a preview analogous to the ZIP format.
  • The workflow activities “Review”, “Send”, “Send as Link”, “Send as Public Link”, “Approve and Close Documents” and “Sign Digitally and Close Documents” are additional available.
  • In the workflow settings, in the Show News About New Activities on the Welcome Screen field, you can define whether news about new activities in the worklist are shown on the welcome screen.
  • Watermarked Teamrooms and assigned objects cannot be duplicated by users who only have access to the watermarked documents.
  • In the properties of a Teamroom, in the Restrict the Downloading or Opening of Content on the Workstation field you can restrict the team members who are offered the actions for editing and downloading in the web browser client.
  • Users who have not been authorized by the organization policy to open or download content at the workstation cannot duplicate Teamrooms, too.
  • Documents can be copied and pasted directly from a Folio or Cloud installation into the Fabasoft Private Cloud.
  • In your personal dashboards (e.g. Scrum or Contact Management) you can use the “Settings” action to define whether you want to be informed about news from all the assigned shelves.
  • When using screen readers, you can specify that well-known English terms are specially tagged to ensure correct pronunciation (“account menu (your user name)” > “Basic Settings” > “Accessibility” tab > “Prepare Foreign Language Expressions for Speech Output”).
  • The properties displayed on the “General” tab of objects have been reworked and consolidated.
  • If you edit a field in a list with F2, the change is saved by a click outside the edit field. If you click on a clickable element, the corresponding action is also executed.
  • As an alternative to selecting a version, you can specify a point in time in the time travel.
  • As final form a PDF/A-compliant document is generated.
  • The Fabasoft Cloud Client for Apple macOS additionally offers the “Open Cloud Calendar” context menu command. The command makes it very easy to connect to the cloud calendar without manual configuration effort.
  • A base form can be defined for user-defined forms. This way the form pages and fields of the base form are taken over. In addition, expressions can be defined for fields: compute visibility of field, compute value of field, compute changeability of field, handle changes of field and validate value.
  • For search folders, the actions “Create Search Form”, “Edit Search Form” and “Properties” are also available. This allows you to easily configure search folders.
  • Closed objects can be deleted.

Organization ManagementPermanent link for this heading

The following new features will help you manage your organization.

  • In the organization policies on the “Authentication” tab, you can define that the certificate authentication method do not require a second factor. If you disable the second factor, your IT department must take appropriate measures to ensure that the authentication level is still maintained.
  • Teams can now include external members in addition to organizational members. You can manage teams in your organization in the membership administration in the “Teams” area.
  • When showing the Teamroom usage, the edition assigned to the user is also displayed.
  • The Add Members to the Organization policy (organization > “Advance Settings” > “Define Policies” action > “Actions” tab) allows the defined users to add new members to the organization. Only members whose email address matches one of the organization's email domains can be added.
  • To enable the digital signing of documents with a certificate, you can store the corresponding certificate in your organization (“Advanced Settings” > “Configure Digital Signature” action). In addition, you can specify which organization members are allowed to sign digitally.
    Note: Secomo is required for the digital signature.
  • For OAuth clients defined in the organization, you can specify whether the use must be confirmed.