Scope of Services - Fabasoft Cloud Enterprise

Log in

Users can log in with user name and password, client certificates, SAML 2.0 or Active Directory.

For two-factor authentication SMS PIN, e-mail PIN and one-time password with RADIUS server are available.

Workflow

The workflow enables the digital mapping and running of your business processes.

Modelling processes with BPMN 2.0

With a graphical process editor you can model business processes based on BPMN 2.0 (Business Process Model and Notation).

With the workflow engine the modeled business processes can be executed digitally.

Workflow Substitutions

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.

Process statistics

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

Mobile workflow access

The Fabasoft Cloud App for iOS or Android enables convenient processing of work steps on the go.

Commenting documents

PDF documents or documents that can be converted into PDF documents can be commented using an integrated PDF viewer.

The comments are extracted from the PDF document and saved in a public or personal layer.

Note: When using the reading license, comments can only be added via an external PDF viewer.

Signing documents digitally

Documents can be signed digitally with a certificate.

Note: In the course of the "Signing documents digitally" use case, a logged-in user can digitally sign documents stored in the Fabasoft Cloud using the “Fabasoft Business Process Cloud Digital Signatures” certificate (“Sign Digitally” function). This certificate is not a personal or organizational certificate of the logged-in user. A signature with this certificate merely confirms that the logged-in user has executed the “Sign Digitally” function and that a document with a valid signature of this certificate has not been modified since the signature process.

Fabasoft will not be

• party to such a signed document;
• entitled and/or obligated under such signed document;
• responsible or liable for legal validity, content, quality and/or format; and
• responsible or liable for verifying the logged-in user's authorization and entitlement to use the electronic signature.

The “Sign Digitally” function is not a substitute for more extensive legal formal requirements. It is the sole responsibility of the customer or the logged-in user to verify the required legal validity of such a signature.

The “Sign Digitally” function is not an electronic signature within the meaning of the Federal Act on Electronic Signatures (Signature Act).

Classifying documents

In conjunction with Mindbreeze InSpire, documents can be automatically classified and metadata can be extracted.

Note: The classification and metadata extraction is provided by Mindbreeze InSpire. This appliance must be purchased separately.

Performing text recognition

An inbox rule can be used to perform text recognition (German, English) on documents that can be converted to PDF.

Note: To use this functionality, either a storage package with OCR functionality or a volume-based license (based on the number of pages) is required that must be purchased separately. The page count for PDF documents and TIF files is determined by the page information. For images without page information (e.g. JPG, PNG), each individual image is counted as a page.

Integration for OData

With the integration for OData, structured data in the Fabasoft Cloud can be accessed via the standardized OData protocol.

Note: To use this functionality, a volume-based license (based on query objects) is required, which must be purchased separately. A query object is understood to be an object queried via the OData interface. If the same object is queried multiple times, each query counts as a single query object. Objects that are processed as part of a query but are not directly included in the result (e.g. calculation of a number) are also counted.

3D viewer

CAD 3D models can be displayed in the integrated 3D viewer.

Note: To use this functionality, separate licensing is required.

Insight apps

Insight apps provide aggregated access to information in your cloud organization, customized to your needs.

Follow-ups

Users can define follow-ups for documents. Upon reaching the follow-up date, an e-mail is sent or a process is started.

Encrypting Teamrooms

For Teamrooms it can be defined whether assigned documents are encrypted. Documents that are uploaded into encrypted Teamrooms are encrypted on the client before the transfer.

Transferring Teamrooms

Teamrooms together with the folder structures and documents can be transferred from Fabasoft Folio, the Fabasoft eGov-Suite and the Fabasoft Private Cloud to the Fabasoft Cloud in order to continue working with another team. After completion of the project, the results can be retracted.

Teamrooms can also be transferred to another data location.

Publishing Teamrooms

Teamrooms together with the folder structures and documents can be published from Fabasoft Folio, the Fabasoft eGov-Suite and the Fabasoft Private Cloud to the Fabasoft Cloud. Published Teamrooms can only be read; changes can be re-published.

Teamrooms can also be published to another data location.

Auditing

With the auditing functionality, accesses to objects are logged. Not only changes of properties are displayed, but also when and by whom an object was read.

User-defined forms

Starting from a graphical form editor additional metadata can be added to objects.

Dashboard

The templates and presettings dashboard is the central access point to the customizing.

When a user is added to a customizing configuration, a dashboard is automatically created and placed on “Home”. When a user is removed again, the dashboard is also removed.

Configuration

In the customizing configuration, app administrators can manage collections, general settings and app users.

Collections for templates and presettings

Collections are used to manage templates, text modules, insight apps, forms, categories, processes, presettings and to define access rights.

Defining templates

Almost all object types can serve as templates. In addition, settings can be made in that are particularly relevant when using fields in Word templates.

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.

Using templates

In the create dialog the templates with the template category as additional text are displayed in the “Templates” area. For templates without a template category, “Miscellaneous” is used as additional text. During creation, a copy of the template is created, which you can edit independently of the template.

Defining text modules

Text modules can be used to insert predefined standard texts in Microsoft Word documents.

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.

Using text modules

In Microsoft Word an own ribbon is provided that allows you to insert text modules.

Defining and using insight apps

Insight apps provide aggregated access to information in your cloud organization, customized to your needs.

Defining and using forms and categories

User-defined forms can be used to add fields to objects for storing application-specific data. Categories can be assigned to objects and thus influence the behavior of the objects.

Defining processes

There are two types of process templates:

• Ad Hoc Process Template
• BPMN Process Diagram

Using processes

The defined processes are offered for selection when using processes (e.g. “Tools” > “Start New Process”).

Defining presettings

There are three types of presettings:

• Display Settings
• Search Form
• Time Interval

Using presettings

You can apply the display settings in lists.

Search forms can be selected during a search (e.g. in a search folder).

Time intervals can be selected for a follow-up, for example.

Personal templates, processes and presettings

Each user can define his own templates, processes and presettings in the “Personal Templates", “Personal Processes” and “Personal Presettings” area.

Dashboard

The contact management dashboard is the central access point to the contact management.

When a user is added to a contact management configuration, a dashboard is automatically created and placed on “Home”. When a user is removed again, the dashboard is also removed.

Configuration

In the contacts configuration, contact administrators can define settings for the metadata of contacts and manage app users.

Contact rooms

Contact rooms are used to manage contacts in a structured way and to define access rights and default categories.

Creating contact persons

A contact object is used to manage a contact's metadata.

Creating organizations

An organization object is used to manage an organization's metadata.

Duplicate check

When creating or changing contacts, the system checks whether a corresponding contact already exists. Duplicate matching is only performed with contacts that are accessible to the user performing the action. If a duplicate has been found, the contacts can be cleaned up or merged in a dialog.

Changing the assignment of contacts

Contacts can be assigned to another contact room.

Using address lists

Address lists can be created in a contact room (rights context). However, the contacts in address lists can be collected from different contact rooms.

Importing and exporting contacts

The import and export of contacts is possible in address lists. Contacts can be imported and updated using a CSV or XLSX file or exported as a CSV file.

Deleting contacts

In order to delete a contact (put it in the wastebasket), change rights are required. If property values of the contact are assigned to another contact room, change rights are also required in this room.

Using address books

Read-only access to contacts is also possible via third-party products such as “Apple Contacts”, which support the CardDAV standard.

Dashboard

The scrum management dashboard is the central access point to the scrum management.

When a user is added to a scrum management configuration, a dashboard is automatically created and placed on “Home”. When a user is removed again, the dashboard is also removed.

Scrum center

In the scrum center, scrum administrators can manage scrum projects, general settings and app users.

Scrum projects

Scrum projects are used to manage the scrum artifacts (stories, defects, etc.) and define the scrum team.

Stories, defects and impediments

Stories, defects and impediments are the items a scrum team works on. The respective status shows the work progress.

Tasks

Stories and defects can be divided into work units by tasks. The respective status shows the work progress.

Sprints

A sprint includes stories and defects to be processed and usually takes a few weeks.

Product versions and releases

Stories can be assigned to product versions and releases. This allows you to monitor the progress of the stories required for a shipment.

Reports

Defect reports, burn-down and velocity graphics provide a quick status overview.