2024 November Release

Collaboration with TeamroomsPermanent link for this heading

A Teamroom offers the possibility to work together and exchange documents with your contacts.

Via the Teamroom, you define the team and consequently the access rights. Using folders, you can structure the Teamroom and classify documents accordingly.

Creating a TeamroomPermanent link for this heading

To create a Teamroom, proceed as follows:

  1. Navigate in your “Personal Folder”.
  2. Click the “Create Teamroom” action. Alternatively, click the “Create Teamroom” card in the content area.
  3. Enter a name for the Teamroom.
  4. Select another organization, if applicable.
    Note: The organization is only changeable, if you are a member of at least two organizations.
  5. Click “Next”.

Note:

  • The “Allow Public Links” and “All Team Members May Invite Members” options are disabled by default.
  • If you are a member of several organizations that are assigned their own tenant, you must also select the tenant to which the Teamroom should belong.

Structuring TeamroomsPermanent link for this heading

For structuring documents in a Teamroom, folders are provided.

To create a folder, proceed as follows:

  1. Navigate in the desired Teamroom.
  2. Click the “Create Folder” action.
  3. Enter a name for the folder and click “Next”.

Note:

  • You can also create folders within folders.
  • In Teamrooms, additional Teamrooms can be created. The access rights defined by the Teamroom only apply to assigned objects but not to contained Teamrooms. A Teamroom always defines its own security context.

Documents in a TeamroomPermanent link for this heading

Documents are managed in Teamrooms. Below you will learn how to open, upload, download and create documents.

Editing DocumentsPermanent link for this heading

You can open documents directly from the web client in the corresponding third-party product. As prerequisite the Fabasoft Cloud Client and an appropriate third-party product has to be installed.

Note: To check the status of the Fabasoft Cloud Client, open the account menu (your username) and click “State” > “Web Browser State”. If errors or warnings are displayed (e.g. because of a not installed or not current Fabasoft Cloud Client), follow the instructions and resolve the problems.

To edit a document, proceed as follows:

  1. Navigate in the desired document. In the content area, the preview of the document is displayed.
  2. Click the “Edit” action (document is editable) or “Read” action (document is read-only). If several options for opening are available (e.g. with Microsoft Office on the device or with Microsoft Office for the web), these can be selected via a submenu.
    The third-party product associated with the document is opened.
  3. If you have opened the document editable, carry out the desired changes in the third-party product. When saving, the document is directly stored.
  4. Close the third-party product.

Note:

  • To have metadata available in a Microsoft Excel worksheet, 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 selected fields are exported to the defined worksheet and can be linked in the Excel workbook. Available columns: “Identity” (short reference), “Display Name” (tab > property name) and “Display Value” (value of the property).
  • If Office for the web is enabled for you, you can define how documents should be opened, click “Basic Settings” in the account menu (your user name). In the Office Documents field, you can choose how to open Office documents (always in Microsoft Office on the device, always in Microsoft Office for the web or on demand). If the Office Documents field is not available, your organization administrator does not allow the use of Microsoft Office for the web.
  • If you choose open always in Microsoft Office for the web, the preview of documents is also shown with Microsoft Office for the web.
  • Microsoft Office for the web supports the file types Microsoft Word, Microsoft Excel, Microsoft Visio and Microsoft PowerPoint. Currently there is a known issue of Microsoft Office for the web that files with “docm” extension cannot be edited.
  • Editing LibreOffice documents (OpenDocument Text with extension “odt”, OpenDocument Spreadsheet with extension “ods” und OpenDocument Presentation with “odp”) is also possible with Microsoft Office for the web.
  • To be able to use Microsoft Office for the web, Microsoft Office 365 Business or Education is required.
  • Documents in encrypted Teamrooms cannot be opened with Microsoft Office for the web.

Uploading FilesPermanent link for this heading

To upload a file, proceed as follows:

  1. Navigate in the desired Teamroom or subfolder.
  2. Click the “Upload” action.
  3. Select the file that should be imported. Depending on the web browser, you can select multiple files.
  4. Click “Yes” to confirm the upload.

Note: In the settings of Teamrooms, on the “Content Settings” tab, in the Remove PDF Document Restrictions on Upload field, you can specify whether to remove the PDF document restrictions when uploading PDF documents. A possibly defined password to open the document will not be removed.

Uploading Files With Drag and DropPermanent link for this heading

To upload a file with drag and drop, proceed as follows:

  1. Navigate in the desired Teamroom or subfolder.
  2. Locate the file you want to import in your file system. Depending on the web browser, you can also import whole folder structures and several files with drag and drop.
  3. Drag the file with pressed left mouse button into the web client.

Note: When a file is uploaded directly in your personal folder, a Teamroom is automatically created and the file is stored therein.

Uploading Files With Keyboard ShortcutsPermanent link for this heading

To upload a file with keyboard shortcuts, proceed as follows:

  1. Navigate in the desired Teamroom or subfolder.
  2. Locate the file you want to import in your file system. Mark the file and press Ctrl + C. You can also mark a folder or several files.
  3. Switch to the web client and press Ctrl + V.

Note: When a file is uploaded directly in your personal folder, a Teamroom is automatically created and the file is stored therein.

Downloading DocumentsPermanent link for this heading

To download a document, proceed as follows:

  1. Navigate in the desired document.
  2. Click the “Download” action.

The file can be found in the “Downloads” of the web browser.

Note:

  • You can download multiple files or entire Teamroom or folder structures at once. To do so, select the desired objects and execute the “Download” context menu command.
  • If the downloaded folder structure contains recursions, the recursion-triggering folders are downloaded only once.
  • If you have installed the Fabasoft Cloud Client, multiple documents or even extensive folder structures are downloaded using the Fabasoft Cloud Client. Single documents are downloaded using the standard web browser functionality. You can access the downloaded documents or folders by double-clicking the corresponding entry in the automatically opened overview of the notification symbol. Alternatively, the “Show” context menu command is available. Folders with more than 200000 objects cannot be downloaded.
    In the options of the Fabasoft Cloud Client, you can define the download folder.
  • If you have not installed the Fabasoft Cloud Client or in case of public links, folder structures are combined into a ZIP file. Note that you can download folder structures with a maximum of 1000 objects. The ZIP file must not exceed 2.5 GB in size.

Moving Documents Within the Web ClientPermanent link for this heading

To copy or move a document within the web client, proceed as follows:

  1. Localize the desired document. If you want to copy or move several documents, mark them.
  2. In the context menu of the document click “Copy” (Ctrl + C) or “Cut” (Ctrl + X). When you copy the document, it is copied into the clipboard, when you cut the document it is additionally removed.
  3. Navigate to the desired target Teamroom or subfolder.
  4. Open the context menu in an empty part of the content area and click “Paste Shortcut” (Ctrl + V) or “Paste Duplicate”. If you paste a shortcut, it is the same document. If you paste a duplicate, an independent copy of the document is created.

Note: The “Orphan Objects” tab of a Teamroom shows objects that are assigned to the Teamroom, but are not stored within the Teamroom. This is the case when an object was removed with the “Cut” command but was not stored again in a Teamroom.

For more information on shortcuts, see chapter “Working with Shortcuts”.

Storing Documents by Performing a SearchPermanent link for this heading

To perform a search, proceed as follows:

  1. Enter the desired search query in the search field in the title bar and press “Enter”. For more information, see chapter “Search With Mindbreeze”.
  2. The search result is displayed and the “Refine Search” tool area will open. Only results are displayed, you are allowed to search for. You can use the tool area to further restrict the search (e.g. to Teamrooms or organizations).
  3. You can use the "Copy" context menu command to copy the required documents to the clipboard and store them in a Teamroom.

Creating New DocumentsPermanent link for this heading

To create a new document, proceed as follows:

  1. Navigate in the desired Teamroom or subfolder.
  2. Open the context menu of an empty part of the content area and click “New”.
  3. Select what you want to create (e.g. Microsoft Word Document).
  4. Enter a name and click “Next”.

The document is stored in the current Teamroom or subfolder.

Commenting DocumentsPermanent link for this heading

PDF documents, images 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 private layer. Thus, the document does not have to be duplicated if you want to share general comments with other team members but private comments should only be visible to you.

Note: When using a read license, comments can only be attached via an external PDF viewer.

Integrated PDF Viewer

To attach comments, navigate in the document. In the PDF preview, use the “Comment” button to open the PDF document for commenting.

  • Select “Comment Privately” or “Comment Publicly” in the toolbar.
  • Use the “Drawing”, “Note”, “Text” and “Line” buttons to select the desired comment type. Depending on the comment type, further options are available.
  • In the left area you will find an overview of the attached comments, which you can also delete again if necessary.
  • The adding of public comments is also possible with read access.

External PDF Viewer

To attach comments, navigate in the document. In the PDF preview, use the “Show comments toolbar” and “Comment Privately” or “Comment Publicly” buttons to open the PDF document for editing. The comments attached in the external PDF viewer are saved as private or public comments.

Note

  • Commented documents are marked with a status symbol.
  • If you edit the PDF document using the “Edit” action, the attached comments are saved as public comments.
  • If the content itself changes (e.g. by replacing it with another file), the previous documents including comments are still available. The documents can be selected via a drop-down field in the PDF preview.
  • When you download a PDF document or execute the “Send” > “Send Commented PDF” context menu command, the PDF content is commented with the comments visible to you.
  • When an AutoCAD file is printed to PDF, comments are implicitly created. These comments are not separated.
  • Comments can also be attached in the two-part view of documents (e.g. in the course of registration).
  • For Teamrooms, the following can be defined on the “Content Settings” tab:
    • Allow Comments
      Defines whether PDF comments can be added to documents of the Teamroom.
    • Allowed Types for Comments
      Defines the allowed types of comments (public or private).
    • Preferred Type for Comments
      Defines the type of comment initially selected when commenting (overrides the setting in the user's basic settings).
    • Users With Read Access Are Allowed to Comment Publicly
      Defines whether users with read access are allowed to add public comments.

Digitally Signing DocumentsPermanent link for this heading

To digitally sign documents, the following options are available.

  • If your cloud organization does not have its own organization certificates or no certificate has been released for you to use, you can use a certificate provided by Fabasoft for signing. This enables you to confirm that the document has not been changed since it was signed.
  • If your cloud organization has organization certificates that have been released for you to use, you can use them for signing. This enables you to confirm that the document has been signed by an authorized person and has not been changed since then.
  • If a volume license for qualified electronic signature is available in your cloud organization and you have a personal primesign signature certificate from the qualified trust service provider CRYPTAS (https://en.cryptoshop.com/fabasoft.html: new window), you can also sign with qualified electronic signature. To use the functionality, an activation for your cloud organization is required. If you are interested, please contact Fabasoft Cloud Support (cloudsupport@fabasoft.com: new window).
    Note: To be able to use a qualified electronic signature, you must enable the Use Qualified Electronic Signatures option under “account menu (your user name)” > “Advanced Settings” > “My Signatures”.

To digitally sign a document, proceed as follows:

  1. Localize the desired document.
  2. In the context menu of the document, click “Sign Digitally” or “Sign Digitally and Close”.
    Note: If the document is already closed, the “Sign Digitally” context menu command is provided.
  3. If signature elements have been predefined, they can be filled with a double-click. Alternatively, an overview of all signature elements is available on the right side. Click on the corresponding element to fill it.
  4. If you want to select a certificate or add a remark, click the “Further Information” button.
    Note: The certificate selection is only offered if multiple certificates are available.
  5. If you want to add a company stamp, click the “Insert Company Stamp” button.
    • Click on a predefined company stamp to insert it.
  6. If you want to add a text element, click the “Insert Text Element” button.
    • Click on a predefined text element to insert it. The text can still be modified if necessary.
    • Click “Empty Text Field” to insert a freely definable text.
  7. If you want to add a visual signature, click the “Insert Signature” button.
    • To sign with a qualified electronic signature, enable the Qualified Electronic Signature option.
    • Click on an existing signature to insert it.
    • Click “Add Handwritten Signature” (if supported by the device), “Add Textual Signature” (enter a text) or “Add Image Signature” (select or upload an image) to apply a new signature.
  8. Click the “Sign Digitally” button.
    Note: If you sign with a qualified electronic signature, you are redirected to the trusted service provider.

Note:

  • The position of the inserted elements can be changed by clicking in the element and moving it with the mouse button pressed. The size of the position frame can be changed using the corresponding frame points. If you use the frame point of the lower right corner, the content will be scaled additionally.
  • A PDF document with the digital signature is created and saved as final form with the document.
  • Use cases such as “Read” or “Download” refer to the signed PDF document in the final form of the closed document.
  • In the document properties, the signatures are listed in the Signatures and Digital Signatures fields on the “Signatures” tab.
  • Your visual signatures and company stamps can be found under “account menu (your user name)” > “Advanced Settings” > “My Signatures”. You can also add or remove signatures here. You will see the organization certificates that have been released for you to use. You can enable or disable the option to sign with a qualified electronic signature.

Signature Areas

The position and size of visual signature elements (signature, name, date, place, company, text) can be predefined.

  • In Microsoft Word documents, the “Insert Signature Area” button is available on the “Fabasoft Cloud” tab.
  • For other documents, use the “Define Signature Areas” context menu command.

When inserting a signature element, it can be explicitly assigned to a signer. Thus, signers can jump directly to the corresponding signature area via the symbol bar. For signatures a company stamp can be selected that is to be displayed with the signature. In addition, you can define that a qualified electronic signature is required.

Note:

  • Signature areas in Microsoft Word can best be positioned using "In Line with Text".
  • Signature areas cannot be inserted in text modules (Word).
  • Signature areas cannot be used in Microsoft Word documents in compatibility mode.
  • Signature areas cannot be used in Word documents that are merged programmatically.

When you double-click a signature area during digital signing, the signature selection dialog opens. After selecting the signature, it is inserted and the signature area is deleted. When you double-click on other signature elements, the corresponding predefined text is inserted, which can still be modified.

Signature Folders

Using a signature folder, several documents of a file can be combined, visually signed, and digitally signed. Signing by means of a signature folder is started on a file via the “Tools” > “Prepare Signature Folder” context menu command. Alternatively, the “Prepare Signature Folder” activity, which is available for BPMN and ad hoc processes, can be used. The signature process offers the following options:

“Prepare Signature Folder” activity

The "Prepare" work step can be used to create the signature folder.

  • Name
    The name of the signature folder.
  • Handwritten Signatures
    Defines whether the documents should also be signed by hand. For this purpose, the documents are printed together by a responsible person and scanned again with all handwritten signatures.
    • No handwritten signatures
      There are no follow-up activities regarding handwritten signatures.
    • Handwritten signatures take place before digital signatures
      The “Print Signature Folder” and “Upload Signed Document” activities are assigned to the defined responsible user before the “Sign Signature Folder” activities.
    • Handwritten signatures take place after the digital signatures
      The “Print Signature Folder” and “Upload Signed Document” activities are assigned to the defined responsible user after the “Sign Signature Folder” activities.
    • Handwritten signatures are already on the document
      The “Upload Signed Document” activity is assigned to the defined responsible user before the “Sign Signature Folder” activities.
  • Signees
    Defines who should sign the documents. The “Sign Signature Folder” activity is delegated to the signees in the defined order.
    You can either enter users or contacts directly or add signees using the “Advanced Display” button. The advanced view allows you to specify signees based on Abstract Participant, User or Organizational Unit.
    When a contact is selected, an external user is automatically created.
  • Documents
    The specified documents are closed and digitally signed.

“Print Signature Folder” activity

The "Print" work step can be used by the responsible user to print the documents that have been combined into one PDF document.

“Upload Signed Document” activity

The "Upload" or "Scan" work step can be used by the responsible user to upload the combined document.

The "Sign Manually" work step can be used to record manual signatures digitally.

“Sign Signature Folder" activity

The "Sign" work step can be used to visually and digitally sign the combined PDF document. The individual documents are also digitally signed.

Note:

  • In the properties of a document signed using a signature folder, the “Signatures” tab displays the Signature Folder of Last Signature field. The Signatures field displays the Signature Folder column.
  • In the properties of a file, the “Signatures” tab also displays information about the signature folders.
  • For the definition of standard processes on signature folders, the “Insert Signing Process” activity can be used.

Creating a Final FormPermanent link for this heading

You can create a final form for documents that are convertible to PDF. The generated PDF file complies with the PDF/A standard.

To create a final form, proceed as follows.

  1. Show the menu bar if necessary (“Account menu (your user name)” > “Basic Settings” > Show Menu Bar).
  2. Mark the desired document.
  3. Execute the “Object” > “Convert Final Form” menu command.

The generated PDF document can be found in the document's properties on the “Content” tab in the File as Final Form field.

Note:

  • When you close a document (e.g. "Sign Digitally and Close" or “Tools” > “Close” context menu command), a final form is also generated.
  • If a final form already exists and can be changed, the “Update Final Form” and “Remove Final Form” menu commands are available.
  • If the document is a PDF document with a digital signature, you can choose to take over the existing content as final form or generate a final form (the digital signatures will be invalidated).

Defining Team MembersPermanent link for this heading

To define access rights for a Teamroom, proceed as follows:

  1. Navigate in the desired Teamroom.
  2. Click the “Permissions“ action.
  3. Via the plus symbol, you can add users to the team by entering their e-mail address or you can create new external members. Additionally, you may authorize whole organizations or organizational units.

The Teamroom is stored in “Teamrooms Shared With Me” for the added team members. Therefore, it makes sense to prepare the Teamroom first, to create structures and to store the documents before the team is authorized.

You can also inform team members by e-mail via the “Send E-Mail Invitations” action in the team area. In the properties of the Teamroom, on the “E-Mail Invitations” tab, you can define the default text for the invitation e-mail.

Access rights:

  • Read Access
    These team members can
    • read existing documents,
    • only see release versions (if existing),
    • create public links (if generally permitted for the Teamroom) and
    • add additional team members with read access.
  • Change Access
    These team members can
    • change existing documents, create new documents or folders and delete them (wastebasket),
    • define Teamroom templates,
    • create public links (if generally permitted for the Teamroom),
    • define logos and
    • add additional team members with change access or read access.
  • Full Control
    These team members can
    • change existing documents, create new documents and delete documents (wastebasket),
    • define Teamroom templates,
    • permit and create public links,
    • empty the wastebasket,
    • dissolve the Teamroom,
    • define settings regarding access protection, shortcuts, public links, team visibility, invitation possibilities and organization restrictions,
    • define logos,
    • delete the history,
    • read audit log entries,
    • change the branding,
    • change the organization and
    • grant all access rights.

Note:

  • Via the context menu of a team member, you can change the access rights or even remove the team member.
  • In order to make it clear that the owner or co-owner of an organization has all rights to the Teamrooms of the organization, the organization is displayed under “Full Control”. When you expand the organization, you see the actual owner and co-owners.
  • The e-mail addresses of users are displayed if the e-mail domain differs from the e-mail domains stored with the organization. This allows you to see at a glance which users do not belong to the organization. If you do not have rights to read the user's e-mail address, only the e-mail domain is displayed. Please note that the display refers to the organization assigned to the Teamroom,
  • In the properties of a Teamroom, on the “Teamroom” tab, you can define following restriction:
    • Access Protection
      Defines who is allowed to access the Teamroom. By default, only the specified team is allowed to access the Teamroom.
    • Restrict Shortcuts Within Teamroom
      Defines which type of shortcuts may be stored in the Teamroom. You can restrict the permitted shortcuts to objects that are assigned to the organization or to objects that are assigned to the Teamroom. In this way, you can prevent, for example, that shortcuts are stored to which the members of the Teamroom do not have access.
    • Holiday Table
      Defines the holiday table to be used in the Teamroom context (otherwise the default holiday table is used).
    • Default Thesaurus for New Terms
      If a default thesaurus is specified, new terms can be created directly during tagging.
    • Restrict the Downloading or Opening of Content on the Device
      Allows to restrict team members who can open or download content at the device.
    • Roles That Are Allowed to Open or Download Content on the Device
      Defines which permissions a team member must have in order to open or download content at the device.
    • Team Members Visible to All Members
      Defines whether all members are allowed to see the team members. Note that disabling this setting also restricts other use cases.
      Note: Team members with change access can be eventually seen by all members, since changes are logged in log properties such as Last Change by.
      • Only team members with “Full Control” have access to the “Permissions” action, can start processes, duplicate objects, use templates and release templates and presettings.
      • Only team members with “Full Control” see the events by default. The display of events can also be enabled for team members who are not allowed to view the team. However, only events that could not lead to conclusions about team members with read access will be displayed.
      • Team members with read access cannot use remarks, public comments, signatures, processes or comment on news feeds.
      • Team members with read access cannot use the time travel.
      • Team members with read access cannot be selected as participants in processes.
      • Team members with read access cannot create public links.
      • Team members with read access cannot view the “Processes” and “Activities” tabs of assigned objects.
    • Display Events for Team Members Who Are Not Allowed to View the Team
      Only team members with “Full Control” see the events by default. The display of events can also be enabled for team members who are not allowed to view the team. However, only events that could not lead to conclusions about team members with read access will be displayed.
    • All Team Members May Add Members
      Defines whether all team members can add users to the team or only team members with “Full Control”. Members with change access may grant or revoke change access or read access to other members. Members with read access may grant or revoke read access to other members.
    • Restrict Team Members
      Defines the organizations, organizational units, teams and external organizations whose members may be added to the Teamroom. If the list does not contain any entries, members can be added without restriction.
    • Main Administrator
      Defines the user who will receive the automatically generated e-mail messages concerning the Teamroom. Otherwise, all Teamroom administrators receive the e-mail messages. The user is also listed as contact in case of missing permissions.
    • Support Coordinator
      The support coordinator team has access to all support requests in the corresponding context and can perform the same actions as the support request initiators.
    • Support Team
      The support team handles the organization-internal management of support requests in the respective context.
  • 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.

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 easy selection of recipients, they can be set based on their role in the Teamroom or based on a team, organizational unit, or external organization used in a role. Additionally, recipients can be filtered based on membership or registration status.

Note: The sent e-mails can be viewed in the Teamroom properties on the “Recently Sent E-Mails” tab.

Working with ShortcutsPermanent link for this heading

The same objects can be stored as shortcuts (context menu command “Paste Shortcut”) in different Teamrooms or subfolders.

  • When you delete a shortcut, only the shortcut is removed. The object itself and other shortcuts are not affected. If the object is in the wastebasket, the shortcuts are displayed with the additional text “(Deleted)”. If the object is permanently deleted, the shortcuts will be removed, too.
  • When you store shortcuts within a Teamroom in different folders, the shortcuts are visualized with an arrow. If the object itself is cut, the next succeeding shortcut becomes the “object”.
  • Each object can be assigned to only one Teamroom, which defines the access rights. If you store an object in several Teamrooms, the shortcuts are visualized with an arrow in a square. Note that team members have no access to the shortcut, if they are not authorized in the assigned Teamroom of the object.
  • When you cut an object that has no shortcut in another Teamroom and paste it to a Teamroom, the object will be assigned to that new Teamroom.
  • When you cut an object that has a shortcut in exactly one other Teamroom, the object will be assigned to that Teamroom. If shortcuts exist in several Teamrooms, the object is not assigned automatically to another Teamroom. In this case you can assign the Teamroom manually with the “Tools” > “Change Teamroom” context menu command.
    The change of the assignment can only be carried out, if you have full control in the original Teamroom and at least change access in the target Teamroom.
  • In the properties of an object, on the “General” tab, in the Teamroom field you can find the assigned Teamroom that defines the access rights. The Contained in field shows the Teamrooms and folders in which the object is stored.
  • In the properties of a Teamroom, on the “Teamroom” tab, in the Restrict Shortcuts Within Teamroom field you can define which type of shortcuts should be allowed. This way, for example, it can be prevented that not accessible shortcuts are stored.

Changing the Teamroom AssignmentPermanent link for this heading

An object is always assigned to only one Teamroom. In case shortcuts of the object are stored in further Teamrooms, the assigned Teamroom can be changed.

To change the Teamroom assignment, proceed as follows:

  1. Locate the object, which should be assigned to another Teamroom.
  2. On the context menu click “Tools” > “Change Teamroom”.
  3. Select the Teamroom the object should be assigned to.
    Note: If the object is stored in exactly two Teamrooms, the Teamroom must not be selected.
  4. Click “Change Teamroom”.

Note: To change the assigned Teamroom of an object, full control is needed in the original Teamroom and at least change access in the target Teamroom.

Changing the Organization AssignmentPermanent link for this heading

If you are member of several organizations, you can change the organization assignment of Teamrooms in which you have full control.

To change the organization assignment of a Teamroom, proceed as follows:

  1. Navigate to the desired Teamroom.
  2. On the context menu of the Teamroom click “Tools” > “Change Organization”.
  3. If you are member of more than two organizations, select an organization. Otherwise, the other organization is already selected.
  4. Click “Yes”.

The following conditions apply to the change of the organization:

  • App configurations, app rooms, Teamrooms with forms, processes or with objects with running processes
    The current user must be allowed to manage forms or processes in the target organization.
  • App configurations, app rooms, Teamrooms with objects that have a category assigned
    The category must either be defined in the corresponding context or already assigned to the target organization.
  • Inboxes with rules
    The current user must be allowed to manage inboxes in the target organization.

Setting the Access ProtectionPermanent link for this heading

The access protection defines whether non team members can read the Teamroom.

To change the access protection of a Teamroom, proceed as follows:

  1. Navigate to the desired Teamroom.
  2. On the context menu of the Teamroom, click “Properties”.
  3. Select the Access Protection on the “Teamroom” tab.
    • “Default”
      The Teamroom and its content can only be read by team members.
    • “Extended by category”
      The defined team can access the Teamroom and its contents. Access to individual objects can also be granted via the category.
      Note: 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.
    • “Extended by category and workflow”
      The defined team can access the Teamroom and its contents. Users participating in workflow are granted read access. Access to individual objects can also be granted via the category.
    • “Generally readable”
      The Teamroom and its content can be read by all users.
  4. Click “Next”. You will receive a notice that this Teamroom becomes public. Click “Next” again.

Creating Public LinksPermanent link for this heading

You can provide documents read-only to users who have no account.

To create a public link, proceed as follows:

  1. Navigate to the desired Teamroom, subfolder or document.
  2. On the context menu, click “Create a Public Link”.
  3. You can define a description, a validity period and a password. In addition, you can define whether the “Download” button is available for the public link (if basically allowed in the organization or in the Teamroom).
  4. Click “Create”.

You get a link that can be directly sent or you can copy the link in the clipboard.

Note:

  • In the properties of the Teamroom, on the “Content Settings” tab, you can define following settings:
    • Allow Public Links
      Defines whether public links can be published.
    • Block Downloading of Content
      Defines whether the “Download” button is offered for public links (even if they already exist).
    • Storage Period of Expired Public Links
      Entries for expired public links are deleted after the specified period of time. If no time period is specified, the entries are kept.
    • Default Access Protection
      When creating public links, the specified default values are suggested and used when sending directly.
  • Via the “Send” > “Send Public Link” context menu command you can directly open an e-mail with the public link. In the Teamroom properties, on the “Content Settings” tab, you can define the default access settings that apply to directly sent public links.
  • If public links exist, it is visualized with a chain symbol.
  • Existing public links can be managed with the “Manage Public Links” context menu command.
    • You can also retrieve an access report.
    • For Teamrooms, you can use the “All Public Links” button to open a query-based list that allows you to search for objects with public links. Within the query-based list the “Delete Public Links” context menu command can be used to delete all public links of the selected objects.
    • For Teamrooms, you can use the “Delete Expired Public Links” button to manually delete the expired public links of the Teamroom.
  • The State field of a public link shows the state. Public links can be deactivated (Teamroom or organization level), valid or expired. If the issuer's rights in the Teamroom have been revoked, access to the public link is no longer possible. When revoking the rights, a corresponding warning is shown.

Defining a LogoPermanent link for this heading

For each Teamroom an own logo can be defined. This logo is displayed in the card view, the thumbnail view and the preview.

To define a logo for a Teamroom, proceed as follows:

  1. In the context menu of the Teamroom, click “Properties”.
  2. Click the “Logos” tab.
  3. Click “Select” to browse for an image on your computer or select one from the Cloud.
  4. Click “Next”.

Note: You can select a second logo that is used as a thumbnail. This logo will be displayed for example on the welcome screen.

Defining a DescriptionPermanent link for this heading

You can define descriptions for Teamrooms. The description is displayed in the content area, if you are in the Teamroom at top level.

To define a description for the Teamroom, proceed as follows:

  1. Navigate in the desired Teamroom.
  2. Click the “Define Description” action.
  3. Define a title and a description for the Teamroom.
  4. Click “Next”.

Managing Teamroom TemplatesPermanent link for this heading

You can define objects in a Teamroom as Teamroom templates that are available in the create dialog.

To define a Teamroom template, proceed as follows:

  1. Navigate in the desired Teamroom to the object that should serve as template.
  2. On the context menu of the document click “Tools” > “Add to Teamroom Templates”. The document is added to the Teamroom templates as shortcut.
    Note: If you have licensed “Customizing”, the “Add to Templates” context menu command is available. In this case, you can specify in a further step whether the template should be added as a copy to the Teamroom templates of the Teamroom (or superordinate Teamroom) or to a template collection.

The Teamroom template is displayed in the create dialog in the “Teamroom Templates” category.

Note:

  • Documents that already serve as Teamroom templates provide the “Tools” > “Remove From Teamroom Templates” context menu command.
  • To display a list of all Teamroom templates, click the “Templates and Presettings” action and navigate in the “Templates” list. Here you can also add and remove Teamroom templates.
  • Objects that are assigned to other Teamrooms can also be used as Teamroom templates. Make sure that the team members are authorized in the other Teamrooms to use the templates.

Wastebasket and Orphan ObjectsPermanent link for this heading

When deleting objects of Teamrooms they are not deleted immediately but put in the Teamroom wastebasket. The “Open Wastebasket” action is only available if at least one object is in the wastebasket. Objects in the wastebasket can be permanently deleted (“Empty Wastebasket” or “Delete”) or restored.

You can find objects that are assigned to the Teamroom but no longer stored in the Teamroom via the “Tools” > “Show Orphaned Objects” context menu command.

Displaying New EventsPermanent link for this heading

In the card view, the number of changes of Teamrooms is displayed, since you viewed the history for the last time.

  1. Navigate in a Teamroom with new events.
  2. Click the “Show New Events” action.
  3. On the “New Events” tab, you find all current events. The tab is only shown if there are current events.

Note:

  • The “Show New Events” action leads to the timeline and history that contains older entries, too. The “Delete History” button allows deleting the history and all versions of the objects that are assigned to the Teamroom (full control is needed).
  • You can use the “Disable Notification” or “Enable Notification” button to specify whether you want to see new events about this Teamroom at all. Alternatively, corresponding context menu commands are available for Teamrooms.
  • Which changes are considered as new events can be configured under “account menu (your user name)” > “Advanced Settings” > “Notifications” > “Settings”.
  • You can display the history of objects via the “Tools” > “Show History” context menu command. If there are too many events, the oldest ones are deleted or events worth keeping are saved in an archive.

Hierarchical Teamroom RelationsPermanent link for this heading

In order to manage hierarchies of Teamrooms easily and clearly, relations between Teamrooms are available as metadata. The relations without the complete hierarchy across all levels are displayed on the “Relations” tab. The relations including the complete hierarchy can be displayed via the “Tools” > “Show Teamroom Relations” context menu command.

Note:

  • The “Relations” tab is only displayed, if the Teamroom is related to at least one other Teamroom.
  • The access rights defined by the Teamroom only apply to assigned objects but not to assigned Teamrooms. A Teamroom always defines its own security context.
  • The Teamroom hierarchy includes all types of rooms.

Relations:

  • Superordinate Teamroom
    A Teamroom can be assigned to exactly one superordinate Teamroom.
  • Referencing Teamrooms
    A list of all Teamrooms in which the current Teamroom is stored.
  • Subordinate Teamrooms
    A list of all Teamrooms that are assigned to the current Teamroom.
  • Referenced Teamrooms
    A list of all Teamrooms that are stored in the current Teamroom.
  • Orphan Teamrooms
    A list of all Teamrooms that are assigned to the current Teamroom but which are no longer stored in this Teamroom.
  • Subordinate Teamrooms (incl. Hierarchy)
    A list of all Teamrooms that are assigned to the current Teamroom or to a Teamroom in the Teamroom assignment hierarchy.
  • Referenced Teamrooms (incl. Hierarchy)
    A list of all Teamrooms that are stored in the current Teamroom or in a Teamroom in the Teamroom hierarchy.
  • Orphan Teamrooms (incl. Hierarchy)
    A list of all Teamrooms that are assigned to the current Teamroom or to a Teamroom in the Teamroom assignment hierarchy but which are no longer stored in the Teamroom.

Encrypting a TeamroomPermanent link for this heading

If your organization has Fabasoft Secomo and the “Teamroom Encryption” app is assigned to you, you can encrypt Teamrooms. 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.

  • When you create a Teamroom, you can directly encrypt the Teamroom by clicking the “Encrypt” button.
  • Existing Teamrooms can be encrypted or decrypted via the properties of the Teamroom (“Teamroom” tab, “Encrypt Documents” field).
  • After you have enabled or disabled the encryption, it takes some time depending on the size of the Teamroom until all documents are encrypted or decrypted.
  • A pending encryption or decryption is visualized with an opened or a closed lock symbol.

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.
  • If your organization has multiple key servers configured, you can select a key server if you are authorized to do so via organizational policy. Otherwise, the default key server is used.
  • 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 a TeamroomPermanent link for this heading

To relocate the processing of a Teamroom in another data location, in the cloud or private cloud, you can transfer Teamrooms. The functionality is only available if it is configured accordingly in the organization.

To transfer a Teamroom, proceed as follows:

  1. On the context menu of the Teamroom click “Transfer Teamroom” > “name of the cloud domain”.
  2. In the Access Rights of the Source Teamroom field, define the access rights to the source Teamroom after the transfer.
    • Keep Access Rights of Previous Team Members
    • Restrict Access to the Members of My Cloud Organization
    • Restrict Access to the Team Members With “Full Control”
  3. In the Dissolve Source Teamroom field, define whether the source Teamroom should be dissolved.
    • Do Not Dissolve
      The Teamroom will not be dissolved.
    • Assign Activity “Dissolve Teamroom”
      A workflow activity will be assigned to the specified recipient at the specified time.
    • Dissolve Automatically
      The Teamroom will be dissolved at the specified time.
  4. Click “Transfer” to confirm the transfer.
  5. If you are not logged in to the target domain, a login dialog is displayed.
  6. If requested click “Allow” to grant the “OAuth Client” the “Transfer Teamroom” right (only necessary once).
  7. Click “OK” after the transfer has been completed.

Note:

  • The Teamroom and the associated objects are marked as transferred in the source domain.
  • The Teamroom and the associated objects are no longer editable in the source domain.
  • The Teamroom is stored in the “Personal Folder” in the target domain.
  • The user rights are transferred. Users are identified by the e-mail address. If users do not yet exist in the target domain, new users are created.
  • Categories of objects are also considered if they exist in the source and target systems and can be identified by a unique import ID.
  • With the “Transfer Teamroom” > “Restore Version Before Transfer” context menu command, you can restore the version of the Teamroom, which was saved by default prior to the transfer. Incompletely transferred Teamrooms will be deleted in the target domain. If a Teamroom was successfully transferred, the connection to the transferred Teamroom in the target domain will be lost.
  • With the “Transfer Teamroom” > “Define Dissolve Period” context menu command, you can also subsequently specify whether and when the source Teamroom should be dissolved.
  • With the “Transfer Teamroom” > “Open in <name of installation>” context menu command, you can navigate directly to the target Teamroom. The corresponding action is also available for objects in the Teamroom.

Retracting a TeamroomPermanent link for this heading

After completing the collaboration, the transferred Teamroom can be retracted to the original place.

Note: Teamrooms that are transferred to another data location cannot be retracted. Another transfer to the initial data location is possible.

To retract a Teamroom, proceed as follows:

  1. On the context menu of the Teamroom click “Transfer Teamroom” > “Retract form <name>”.
  2. Click “Retract” to confirm the retraction.
  3. If you are not logged in to the target domain, a login dialog is displayed.
  4. If requested click “Allow” to grant the “OAuth Client” the “Retract Teamroom” right (only necessary once).
  5. Click “OK” after the retraction has been completed.

Note:

  • The Teamroom and the associated objects are marked as retracted in the target domain.
  • The Teamroom and the associated objects are no longer editable in the target domain.
  • If users do not yet exist in the source domain, users are created.
  • If the Teamroom could not be successfully retracted, you can restore the version of the Teamroom in the source domain and in the target domain, which was saved by default prior to the transfer, with the context menu command “Transfer Teamroom” > “Restore Version Before Transfer”.

Publishing a TeamroomPermanent link for this heading

Teamrooms can be published read-only to another data location, to the cloud or private cloud.

To publish a Teamroom, proceed as follows:

  1. On the context menu of the Teamroom click “Publish Teamroom” > “name of the cloud domain”.
  2. Click “Publish” to confirm the transfer.
  3. If you are not logged in to the target domain, a login dialog is displayed.
  4. If requested click “Allow” to grant the “OAuth Client” the “Transfer Teamroom” right (only necessary once).
  5. Click “OK” after the transfer has been completed.

Note: Teamrooms may be republished (either all objects or only the changes since the last publishing).

Converting a Folder to a TeamroomPermanent link for this heading

The access rights to Teamrooms and the contained objects are defined by the team specified in the Teamroom. Folders are used for structuring, but do not have their own rights context.

If you want to give a folder a different right context, you can now use the “Tools” > ‘Convert to “Teamroom”’ context menu command to convert a folder to a Teamroom. Conversely, you can also convert a Teamroom located in another Teamroom into a folder.

Note:

  • To convert a folder into a Teamroom, you need to have full control in the Teamroom associated with the folder. If there are other Teamrooms in the folder, you also need full control in these Teamrooms.
  • To convert a Teamroom to a folder, you need full control in that Teamroom and change access in the target Teamroom for the folder.
    If the converted Teamroom is located in multiple Teamrooms, you can select the target Teamroom for the folder.

Calculating the Teamroom UsagePermanent link for this heading

As a user with full control, you can calculate the Teamroom usage (number of objects and storage usage).

To calculate the Teamroom usage, proceed as follows:

  1. Navigate to the desired Teamroom.
  2. On the context menu of the Teamroom, click “Tools” > “Calculate Usage”.
  3. Click the “Calculate Usage” button, to calculate the current usage. The usage is displayed as first line in the Usage field.
  4. Click “Close”.

Note:

  • All objects that are assigned to the Teamroom are considered (for example, also objects in the wastebasket and the wastebasket itself).
  • A maximum of 400 values or the values of 13 months are kept in the usage list.
  • You can remove all entries via the “Delete All Entries” button.
  • The last calculated values can also be displayed as columns.

Dissolving a TeamroomPermanent link for this heading

As a user with full control in a Teamroom, you can delete the Teamroom and all its objects.

To delete a Teamroom and its objects, proceed as follows:

  1. Navigate to the desired Teamroom.
  2. On the context menu of the Teamroom, click “Dissolve”.
  3. Click “Delete” to confirm that the Teamroom and its objects should be deleted. Shortcuts to these objects will also be removed from other Teamrooms.
    Note: If the Teamroom contains subordinate Teamrooms, you can either resolve all Teamrooms or only the parent Teamroom.

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