2020 Winter Release

Fabasoft Private Cloud 2019 Fall ReleasePermanent link for this heading

Find out more about new features and improvements in the Fabasoft Private Cloud 2019 Fall Release.

SubstitutionPermanent link for this heading

The Fabasoft Private Cloud offers the possibility to set up a workflow substitution. The substitutes receive all activities of the user they substitute within the defined period of time. Objects to which the substitute has no access are filtered.

The substitute can be defined in the worklist via the “Define Substitutes”. Alternatively, the substitution can also be defined via “account menu (your user name)” > “Advanced Settings” > “Workflow” > “Substitutes” tab.

For substitutes, the activities in the worklist are made available on the “To Do as Substitute” or “Suspended/Pending as Substitute" tabs.

Organization administrators can also define or change a substitution in the member properties on the “Substitutes” tab. In the organization policies, on the “Workflow” tab it can be defined whether members can define substitutes themselves.

In the process statistics, the activities with participants without access rights are summarized in a separate widget.

Template ManagementPermanent link for this heading

The template management allows you to create template and text module collections, manage templates and text modules therein and make them available to users.

Dashboard

The template management dashboard provides your access point to the template management.

When you are added to a template management configuration as an app user, a dashboard is automatically created and placed on “Home”. When you are removed as an app user, the dashboard is also removed.

The template management dashboard is divided into the following areas:

  • Template Collections
    Shows the template collections you are allowed to read or edit.
  • Personal Templates
    Shows the templates you created for yourself.
  • Text Module Collections
    Shows the text module collections that you are allowed to read or edit.

Configuration

In the template management configuration, you can manage the template collections, text module collections, artifacts and general settings as an app administrator.

Template Collections

Template collections are used to manage templates and define access rights (“Team” action). Template collections can be created by app administrators.

Personal Templates

Each user can define his own templates in the “Personal Templates" area.

Defining Templates

Almost every object type can be used as template. Adjust the metadata or content of the objects accordingly.

In addition, you can make additional settings on the “Template” tab of the object, which are particularly relevant when using fields in Word templates.

Using Templates

In the create dialog (e.g. “New” context menu command in a Teamroom) the templates are displayed according to the grouping by the template categories.

Templates without a template category are displayed under “Others”. During creation, a copy of the template is created, which you can edit independently of the template.

Text Module Collections

Text module collections are used to manage text modules and define access rights (“Team” action). Text module collections can be created by app administrators.

You can use text modules to insert predefined standard texts in Microsoft Word documents.

Defining Text Modules

There are two types of text modules:

  • Static Text Module (Text)
    Allows you to enter unformatted text.
  • Static Text Module (Word)
    Allows you to enter formatted text in a Word document. Fields can be defined, too.

Using Text Modules

When you edit the Word document, you will find the “Insert Text” button on the “Fabasoft Cloud” tab. In the submenu click either “Text Module Unformatted” or “Text Module Formatted”. In the following dialog, you can select one of the text modules that you have access to and insert it into the Word document.

Text Module Placeholders

Text module placeholders can also be inserted in Word templates, which are replaced by the content of the text module when the template is instantiated. The command “Insert Text” > “Text Module Placeholder” is available in Microsoft Word on the “Fabasoft Cloud” tab. The placeholder is displayed as a hyperlink to the text module. Thus, the text can also be easily viewed via the template.

For a text module, all templates in which the text module is used are displayed on the “Templates” tab. Further restrictions for the usage of the text module can be defined via an app.ducx expression on the “Usage” tab. Thus, for example, it can be realized that text module placeholders are removed in certain instances instead of inserting the corresponding text.

If a template (for example, a file) contains several Word documents, the text module placeholders in all Word documents are taken into account during instantiation.

Change and Release ManagementPermanent link for this heading

The change and release management enables you to create and manage change processes. This allows carrying out adaptations to an IT infrastructure in a controlled, efficient and risk-minimized manner.

In addition, problem records can be managed and processed using a problem management process.

Note: The change and release management is not included in the standard scope of services of the Fabasoft Private Cloud and must be purchased separately.

A typical change process includes the following activities:

  • Approve Request for Change
  • Release Planning
  • Prepare Release
  • Approve Release
  • Scheduling
  • Deployment
  • Review Release Package
  • Close Request for Change
  • Request for Change Closed

A typical problem management process includes the following activities:

  • Classify Problem Record
  • Edit Problem Record
  • Review Problem Record

The change and release management provides additionally IT asset shelves.

  • IT asset shelves are used to manage the inventory passed to employees and to define access rights (“Team” action). Assets can be handed over to or handed back by employees through a workflow.
  • The assets can be created in the following folders: Computers, Monitors, Mobile Devices, SIM Cards, Landline Telephones, Printers, Scanners, Tokens, Keys, Access Cards, Docking Stations, Cars, Others and Workspace.

Top and Title BarPermanent link for this heading

In the top bar the cloud graphic has been removed as background for your organization logo. If the organization administrator has defined a logo but no background color, the top bar is displayed gray because most logos are designed for a light background. The home button is now on the far right.

In the title bar, you will find the breadcrumbs of the currently opened hierarchy. If you navigate in a widget, all other widgets of the same level are display as tabs.

When you navigate in the worklist, you go directly to the “To Do” list. If you click on "Worklist" in the breadcrumb, all widgets of the worklist are displayed.

Sending an E-Mail to Team MembersPermanent link for this heading

To simplify collaboration even further, e-mails can be sent directly from Teamrooms to the team. The “Send” > “Send E-Mail to Team Members” context menu command is available for Teamrooms and for objects assigned to Teamrooms. When using the context menu command on objects, they are added as links to the e-mail.

For the simple selection of recipients, they can be determined via their role in the Teamroom and filter criteria.

Automatically Upload E-MailsPermanent link for this heading

You can connect a folder in Microsoft Outlook to the Fabasoft Private Cloud using the corresponding context menu command. Thereby, you can specify the storage location for the e-mails in the Fabasoft Private Cloud.

E-mails that are stored in the folder manually or via a client-side rule are imported into the Fabasoft Private Cloud and moved to the wastebasket in Microsoft Outlook.

Note:

  • The e-mails must be stored directly in the folder and not in the subfolder with the connection information.
  • Server-side Outlook rules are not supported.

Meta Data in Microsoft ExcelPermanent link for this heading

To have metadata available in a Microsoft Excel worksheet, the values of selected fields can be inserted on a separate worksheet. In this way, the values can be referenced in your own worksheets.

To do this, you can enable the option Use Fields in Microsoft Excel on the “Contents” tab. The “Define Fields” button allows you to define the available fields and the name of the worksheet on which the values of the fields are to be included.

WorkflowPermanent link for this heading

  • In tasks and activities the Started Activity Remain in All Worklists field can be used to define whether the corresponding activity is removed from the worklists of the additional affected participants when the activity is started.
  • In tasks and activities the Skip Invalid Participant field can be used to define whether the activity is skipped for an invalid participant (e.g. inactive user, missing license).
  • In tasks and activities the Display Activity Only if the Participant Has Access to Affected Object field can be used to define whether the activity is only displayed in the worklist if the participant has at least read rights to the affected object of the process.
  • The “Open Content” work step is now also available for all activities in which the “Open” step opens the two-part view. This means that the document can also be opened directly in the corresponding third-party product.
  • The activities “Forward for Approval” (only BPMN processes), “Close” and “Release and Close” are additionally available.
  • The visual representation of aborted processes has been improved. Thus, the status is immediately visible.
  • The remarks of the signatures are displayed more prominently in the context of the workflow by corresponding predefined column settings.
  • The forms for tasks and activities in the BPMN process editor have been revised.
  • If an activity that has already been completed is opened, for example via a link in an e-mail, a corresponding message is displayed and the affected object is opened instead of the activity.
  • Working with work steps is facilitated by symbols and improved status descriptions:
    • Work step has not yet been executed: no status text
    • Work step has already been executed: (repeat)
    • Work step could only be carried out once: (executed)
    • Mandatory work step has not yet been executed: (to do)
    • Work step is not yet executable: (not executable)
    • Mandatory work step that cannot yet be executed: (to do, not executable)
  • The names of activities and work steps were consolidated.
  • For objects that are in the worklist, the work steps are also available in the object actions. Conversely, the standard actions of the concerned object are also available in the actions of the activity.
  • If you assign or change your own names for process elements in the BPMN editor, these are saved in the current user language. For users with different language settings, you can store the translated names on the “Translations” tab. In this way, the name is displayed in the BPMN editor and also in the worklist according to the language settings of the respective user.
  • The dialog for ad hoc processes has been revised. In the left-hand area, you can define the activity and optionally define your own display name for the activity. You can define the participants in the right-hand area.
    Using the “Show Deadlines” button, you can define time limits for the ad hoc process.
    In the lower area you will find the process diagram. You can use the “Apply” button to define several activities. You can determine the position in the process using the plus symbols.
  • Two new abstract participants are available in the workflow: “Property of the File of the Object” and “Role by Property of the File of the Object”. The participant can thus also be determined using properties of the object's file.
  • To make it easier to terminate processes that are no longer relevant, the “Change State” button is available for the respective object on the “Processes” tab in the complete view of the process. This allows you to change the state to “In Progress”, “Suspended”, “Completed” or “Aborted”.

Common ImprovementsPermanent link for this heading

  • In search folders the “Empty Search Folder” action is available, which makes it possible to empty the search folder efficiently even with many entries.
  • In the Scrum dashboards, the “Current Stories” and “Defects” widgets have been combined to a “Current Stories and Defects” widget.
  • When dissolving a Teamroom, you can also dissolve all subordinate Teamrooms.
  • The follow-up dashboard can be integrated via CalDAV as a calendar, for example in Microsoft Outlook. The corresponding CalDAV URL can be found in the properties of the dashboard.
  • When transferring Teamrooms, categories of objects are also considered if they exist in the source and target systems and can be identified by a unique import ID.
  • For Teamrooms the new access protection “Extended by category” is provided:
    The defined team can access the Teamroom and its contents. Access to individual objects can also be granted via the category.
    Note: Categories can be set in the advanced settings of the cloud organization. You can assign access rights on the “Permissions” tab of the category. When the category is assigned to an object, the defined permissions are considered.
  • The “Open in New Window” context menu command opens a new web browser tab or window depending on the web browser settings. The UI elements of the web browser are not hided.
  • An opened property editor can be moved to a new window via the “Open in New Window” button. This allows you to continue working in the previously hidden background.
  • When copying a data table, the objects contained in the list are linked. This makes it easy to navigate to the objects.

The tree view does not show hided widgets on home. When navigating in a widget initially only the corresponding widget is displayed expanded.

In aggregate list line numbers are shown.

Accessibility has been improved in many aspects (WAI ARIA tags, display).

In user-defined forms language, system language and country can be selected as allowed standard objects of object properties.

Objects can also be registered to “Container With User Data” (user-defined form).

  • Settings regarding retention can be made directly in the properties of a user-defined form. The “Retention” tab of categories has also been revised.

PDF annotations can be found using the search function.

In the digital asset management, image properties (Exif, IPTC, XMP) can be edited using the “Edit Image Properties” action. The editable properties are defined in the DAM configuration.

Metadata (e.g. the subject) of e-mails (MSG) in encrypted Teamrooms can be extracted at the client and thus stored in the object.  

A faster synchronization start-up has been realized by reducing the necessary checks.

  • When editing the properties of several Teamrooms together, you can also define the permissions on the “Security” tab. This allows you to efficiently adjust the access rights of many Teamrooms.
  • Team administrators can select a team directly when adding new users to a Teamroom.
  • In the options dialog of the Fabasoft Cloud Client you can use the “Reset” button to delete all local account settings (including the Cloud Folder).
    If you click “fully reset” in the following dialog, you can reset all accounts and directories without checking for local changes. Local changes will be lost.
  • In the case of videos, the second at which the preview image is generated can be specified on the “Content” tab in the Generate Thumbnail at Second field.
  • For download formats of images DPI can be defined additionally.
  • If you change the context (domain and user account) in Microsoft Office, the context is also changed in the Fabasoft Cloud Client and vice versa.
  • The With Read Access Visible to All Members field of a Teamroom defines whether all team members of the team are allowed to see the members with read access. If the setting is disabled, the team members with read access are only visible for members with "Full Control". Note that disabling this setting also restricts other use cases:
    • Only team members with “Full Control” have access to the “Team” action and can start processes.
    • Events can generally be deactivated for team members who are not allowed to see the team. Otherwise, only events will be displayed that do not allow conclusions to be drawn about team members with read access.
    • Team members with read access cannot use annotations, signatures, processes or comment on news feeds.
    • Team members with read access cannot be selected as participants in processes.
    • Team members with read access cannot create public links.

Organization ManagementPermanent link for this heading

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

Default Settings for “Home”Permanent link for this heading

In your organization's policies, you can set the default “Home” settings for your organization members.

This allows you to determine which items are available on “Home”. In addition, you can define the size and order of the items.

Configuration of an Own SMTP ServerPermanent link for this heading

In the advanced settings of your organization, via the “Define SMTP settings” action, you can define your own SMTP server for e-mails sent via the Fabasoft Private Cloud. Make sure that the defined SMTP server is officially authorized to send e-mails for the domains of the specified sender e-mail addresses (Sender Policy Framework).

Reports on Unused TeamroomsPermanent link for this heading

In the advanced settings of your organization, in the Reports for Unused Teamrooms area, you can use the “Create Report” button to identify unused Teamrooms. Teamrooms are considered unused if they were created and last changed before the specified period of time and no access has taken place since that time. The accesses are determined on the basis of the audit log.

Using the report, Teamroom administrators can be requested by e-mail to review the unused Teamrooms and delete old, no longer needed data, if applicable.

Anonymization by a Compliance ManagerPermanent link for this heading

Due to legal regulations, it may be necessary to anonymize users. Anonymization means that the user is replaced in the organizational context in all shortcuts by a special user provided for anonymization. An example of such a shortcut is the user stored in the Created by field of any object.

The compliance managers are defined via the organizational roles. When a user's membership is terminated, compliance managers are notified by e-mail. The compliance managers can immediately anonymize the user, identify all links to the user or define a reminder for a specific point in time. Since anonymization or identification of the links takes some time, the compliance managers are informed of the outcome by e-mail.

Once the links have been determined, compliance managers can view the links if they have access rights or inform the affected Teamroom administrators to review the links. The “Review” button can be used to mark the Teamrooms as reviewed. Thereby, the Teamroom administrators must define whether they believe that the links can be made anonymous. After the opinions have been collected, the compliance manager can anonymize the user if applicable.

Default Security Settings for New TeamroomsPermanent link for this heading

In your organization's policies, on the “Teamroom” tab, you can set default security settings for new Teamrooms of your organization.