Find out more about new features and improvements in the Fabasoft Private Cloud 2018 Spring Release.
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 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.
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 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.
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:
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.
Based on a Process Definition
Based on a Process
Note: The “Settings” action can be used to define the time period (from last week to last year) of the time-dependent statistics.
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.
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.
The integration in Microsoft Office allows you to perform actions directly from the application.
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.
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).
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.
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.
The contact management offers the following new features:
When you create new Teamrooms, the following options are disabled by default:
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.
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:
For example, you can now open documents in the Fabasoft Cloud Web Client as usual and save the changes directly.
With the new update, the following additional functionality is available:
The following new features will help you manage your organization.