Find out more about new features and improvements in the Fabasoft Private Cloud 2019 Fall Release.
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.
The template management allows you to create template and text module collections, manage templates and text modules therein and make them available to users.
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:
In the template management configuration, you can manage the template collections, text module collections, artifacts and general settings as an app administrator.
Template collections are used to manage templates and define access rights (“Team” action). Template collections can be created by app administrators.
Each user can define his own templates in the “Personal Templates" area.
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.
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:
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.
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:
A typical problem management process includes the following activities:
The change and release management provides additionally IT asset shelves.
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.
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.
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.
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.
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.
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).
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.
The following new features will assist you in managing your organization.
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.
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).
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.
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.
In your organization's policies, on the “Teamroom” tab, you can set default security settings for new Teamrooms of your organization.