Scope of Services – User Perspective

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.

Access possibilities

Access is possible with all common web browsers, WebDAV and an own iOS or Android app. For more information, see the document “Technical Information”.

With data locations you can define the physical data location of your data.

The following data locations are available:

• Germany
• Austria
• Switzerland

Insight Apps

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

Integration for OData

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

Note: This functionality is licensed on a volume basis.

Accessibility

Accessibility is a basic concept of Fabasoft Products. Operation with assistive technologies such as screen readers and screen magnifiers is nearly generally possible.

For more information, see the document “Technical Information”.

Languages

The user interface is available in 22 languages:

Bulgarian, Chinese (simplified), German, English, French, Croatian, Indonesian, Italian, Japanese, Dutch, Norwegian, Polish, Portuguese, Romanian, Russian, Serbian, Slovak, Slovenian, Spanish, Czech, Turkish and Hungarian.

Responsive design

The layout of the web client adapts to the size of the display.

Editing documents

Documents can be edited and saved directly in the corresponding third-party application. You will not notice any difference to the work in a file system.

Drag and drop

Within the web client drag and drop is used to move documents and folders.

Uploading

Files and complete folder structures can be easily imported via drag and drop, Ctrl + C and Ctrl + V or the “Upload” menu.

A comprehensive list of import options depending on the web browser and the chosen method, see the document “Technical information”.

Downloading

Documents can be saved in the file system via Ctrl + C and Ctrl + V or the “Download” menu.

Folder structures or documents are downloaded as a ZIP file.

Sending links

Hyperlinks to folders and documents can be directly inserted into an e-mail via a menu command. The documents stay in the solution with secure access rights and the recipients have access to the current state of the documents.

Full keyboard access

The web client can be completely handled with the keyboard.

Navigation

Complex storage structures are no problem. The tree navigation and breadcrumbs quickly lead to the desired folder. Navigating is even faster with personal favorites.

Views

The presentation of documents in Teamrooms and folders can be customized. The focus is either on the preview of the contents or the metadata of the documents.

Column view

The column view can be used to manage many documents in a single list. For adapting the representation following options are available:

• Add column
• Remove column
• Move column
• Order
• Group
• Filter
• Fix

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.

Managing Teamrooms

The collaboration is achieved through Teamrooms and the teams defined therein. Teamrooms can be structured with folders.

Providing access rights

Team members can be granted access rights on Teamrooms (read access, change access, full control). The restriction of members of a Teamroom to certain organizations is also possible.

Personalizing Teamrooms

The branding functionality allows defining a logo and description for Teamrooms.

Encrypting Teamrooms

For Teamrooms it can be defined whether assigned documents are encrypted. If you read, edit or upload documents the encryption and decryption is carried out on the client. Thus, no unencrypted documents are transferred or stored.

Note:

• When creating new documents in the web client, the documents are only encrypted after content is added.
• Working with encrypted Teamrooms is also possible without an installed Fabasoft Cloud Client, so documents can be uploaded or downloaded. The encrypted preview images and documents are also displayed.
  There are the following restrictions for working without the Fabasoft Cloud Client:
  • The document size is limited to 100 MB.
  • A maximum of 5 files can be downloaded at the same time.
• When encryption is enabled for a Teamroom, versions of the existing objects are deleted.
• For the objects in an encrypted Teamroom, the Teamroom assignment cannot be changed.
• Collaboration in an encrypted Teamroom can only occur with users whose organization also has encryption enabled.
• Synchronization of encrypted Teamrooms to the local workstation is possible only when using encrypted file systems on Microsoft Windows and Apple macOS.
• In an encrypted Teamroom, documents can only be decrypted at the workstation, so a document cannot be analyzed or updated within the Fabasoft Cloud. This results in the following security features:
  • No full text search
    Encrypted documents cannot be analyzed or searched for in full text.
  • No conversion
    Encrypted documents cannot be converted.
  • No preview
    Encrypted documents cannot be prepared for a viewer (e.g. PDF or 3D viewer).
    A preview image or PDF view created at the workstation (using the Fabasoft Cloud Client) is encrypted and can be displayed in the web client.
  • No analysis, updating or generation of encrypted documents on the server (affects e.g. Microsoft Excel, Microsoft Word, CSV and XML files).
  • No provision of encrypted documents via server-side interfaces (affects e.g. WebDAV or the cloud network drive).

Transferring/Publishing Teamrooms

Teamrooms, including folder structures and documents, can be transferred or published from one system to a target system.

Teamrooms can also be transferred or published to another data location.

Transferred Teamrooms can be further processed in the target system and, if necessary, retrieved with the changes.

Published Teamrooms are available for reading in the target system and can be published again if necessary.

Using the calendar

The team calendar provides a common calendar to coordinate team activities. The CalDAV support allows integrating the calendar into third-party products (e.g. Apple iCal or Apple Calendar app).

Using the newsfeed

Newsfeeds provide the team the possibility to informally share news and discuss within a Teamroom.

Showing new events

If there are changes in a Teamroom, they can be viewed and also received by e-mail.

Wastebasket

The Teamroom wastebasket protects against accidental deletion of documents. Only team members with full control are entitled to empty the wastebasket.

Inbox

In an inbox, rules can be defined for processing incoming objects. A rule consists of conditions and actions.

Form Inbox

The form inbox allows to upload files from any website using an HTML form.

Editing documents

Documents can be edited and resaved directly in the corresponding third-party application. You will not notice any difference to the work in a file system. This functionality is provided by the Fabasoft Cloud Client.

A wide support for common office software on all platforms is offered (e.g. Microsoft Office, Apple iWork and LibreOffice).

For more information about the supported third-party products, see the document “Technical Information”.

Commenting documents

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

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

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 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.

Editing encrypted documents

When editing documents, the encrypted documents are automatically decrypted locally and opened in the corresponding third-party product. When saving, the documents are encrypted again before transmission. For the end user, this means no loss of convenience.

Performing text recognition

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

Note: This functionality is licensed on a volume basis.

Importing e-mails

E-mails (Microsoft Outlook, Mozilla Thunderbird) can be imported with drag and drop or Ctrl + C and Ctrl + V. The e-mail content and attachments are viewable directly without a third-party application.

Playing video and audio files

Depending on the web browser and video format, videos can be directly played in the web client.

For more information about the supported formats, see the document “Technical Information”.

Editing images

A basic editing of images (rotate, zoom, crop) is directly possible in the web client.

To use images outside the solution (e.g. for presentations) export possibilities are offered in a variety of formats and sizes.

Using public links

For each Teamroom can be defined whether public links are allowed. Public links allow people without an account to read and download documents.

Auditability

The so-called "time travel" allows viewing documents and even whole Teamrooms at certain time in the past. As a result, changes are traceable and older states can be restored if necessary.

In addition, the possibility is offered, to compare metadata and content (Microsoft Word) of an older version with the current version.

Release versions allow continuing to work on a document while users with read access see the release version.

The continuous versioning ensures complete traceability.
Note: When deleting versions or objects (empty wastebasket, dissolve Teamroom) the data is also no longer available in the history.

User-defined forms

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

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 modelled 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.

Searching

The integrated full-text search allows you to find quickly the desired information. Actions can be performed directly on the search result.

When searching the access rights are taken into account. Only hits are displayed that can be accessed by the respective user.

AI Functionality

The AI functionality (artificial intelligence) is provided via Mindbreeze InSpire. Depending on your solution, this includes 360-degree views, interactive exploded views and generative AI.

Note:

• The use of Insight Services from Mindbreeze InSpire is licensed based on the number of calls to the Insight Services.
• Corresponding Mindbreeze InSpire instances must be purchased separately, dedicated to a cloud organization.
• The dedicated Mindbreeze InSpire instances are not used for the general generic search.

Synchronization

The Cloud Folder allows synchronizing folders and documents automatically to the local file system and vice versa.

This functionality is available on Microsoft Windows and Apple macOS (see “Technical Information”).

Navigating in lists

The app allows easy navigation in lists and offers the following additional options:

• Sorting lists
• Changing the view
• Filtering lists

Creating Teamrooms and folders

Teamrooms and folders can be created via the app.

Uploading documents

Documents can be uploaded directly from your smartphone or tablet.

Reading documents

The documents can be read either directly in the app or via third-party apps like Apple Pages.

Commenting documents

Documents can be commented via the integrated PDF viewer.

Accessing encrypted documents

When accessing documents in encrypted Teamrooms, the “Fabasoft Cloud” app will decrypt files with the help of Fabasoft Secomo.

Using the offline mode

Synchronized documents can also be accessed without an Internet connection.

Searching

The search for data can be performed on all Teamrooms with access rights.

Workflow access

The worklist enables mobile processing of work items.

Navigating in lists

The app allows easy navigation in lists and offers the following additional options:

• Sorting lists
• Changing the view
• Filtering lists

Creating Teamrooms and folders

Teamrooms and folders can be created via the app.

Uploading documents

Documents can be uploaded directly from your smartphone or tablet.

Reading documents

The documents can be read either directly in the app or via third-party apps like ThinkFree Office.

Editing documents

Depending on the functionality of the third-party apps, documents can be edited and resaved.

Commenting documents

Documents can be commented via the integrated PDF viewer.

Accessing encrypted documents

When accessing documents in encrypted Teamrooms, the “Fabasoft Cloud” app will decrypt files with the help of Fabasoft Secomo.

Using the offline mode

Synchronized documents can also be accessed without an Internet connection.

Searching

The search for data can be performed on all Teamrooms with access rights.

Workflow access

The worklist enables mobile processing of work items.

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.

A serial e-mail can be used to send personalized e-mails to defined recipients from the contact management (an own SMTP server has to bed defined in the organization).

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.