2026 April Release

Administration Help: ConfigurationPermanent link for this heading

As an app administrator, you can “Switch to Configuration” from your personal Media Edition dashboard. In the configuration, you can adjust general settings, manage app users, and define structural guidelines for topics and issues.

Note: Some configuration tasks can also be performed at the workroom and magazine levels, as well as across solutions at the organizational level. For more information, see the general Fabasphere AI Core user guide in the chapter “General Settings in Configurations and Repositories: new window.”

SectionsPermanent link for this heading

The configuration is divided into the areas described below, which are displayed as widgets in the configuration dashboard. When you navigate to one of the areas by clicking on the widget, the other areas are displayed as tabs in the title bar.

WorkroomsPermanent link for this heading

This section displays a list of existing workrooms. As an administrator, you can create workrooms here and manage their settings.

MagazinesPermanent link for this heading

This section displays a list of existing magazines. As an administrator, you can create magazines here and manage their settings.

Article PresetsPermanent link for this heading

Article presets are used to pre-select, for print articles planned within topics, which template and which editor should be associated with that article later. To create a new article preset, proceed as follows:

  1. Navigate to the list of article presets and use the "Create Article Preset" action in the toolbar.
  2. In the following dialog box, specify the name, the Xeditor schema, and, optionally, the editor for all articles created using this preset.
  3. Click “Next”

The article preset can now be referenced in a topic type.

Publication ChannelsPermanent link for this heading

Publication channels are used to pre-select, for online articles planned within topics, which schema and which editor should later be associated with that article. To create a new publication channel, proceed as follows:

  1. Navigate to the list of publication channels and use the "Create Publication Channel" action in the toolbar.
  2. In the following dialog, specify the name, the Xeditor schema, and optionally the editor for all articles created for this channel.
  3. Click "Next"

The publication channel can now be referenced in a topic type.

Topic TypesPermanent link for this heading

Topic types are designed to simplify the creation of topics with recurring patterns in Media Edition. To create a new topic type, proceed as follows:

  1. Navigate to the list of topic types and use the "Create Topic Type" action in the toolbar.
  2. In the following dialog, define the metadata for the topic type:
    • Name
      Defines the name of the topic type.
    • Visible in Workroom
      Defines in which workroom this topic type can be used.
    • Suggested Digital Articles
      Here you can reference a previously created publication channel. As soon as a topic of this type is created and accepted, a corresponding article is also created.
    • Suggested Print Articles
      Here you can reference a previously created article preset. As soon as a topic of this type is created and accepted, a corresponding article is created as well.
    • Tasks for Topic
      Allows you to define tasks that are created as soon as a topic of this type is created and accepted.
    • Tasks for contents
      Allows you to define tasks for a topic’s scheduled contents. These are created as soon as a topic of this type is created and accepted.
  3. Click "Next"

The newly created topic type can now be selected by a user when creating a new topic.  

Issue TypesPermanent link for this heading

Issue types are managed in this section. Administrators can use issue types to define structural guidelines for issues. When creating an issue, users must select an issue type from the corresponding dropdown list. Providing at least one issue type is therefore a necessary prerequisite for creating issues. The choice of issue type determines which standard components are included directly when the issue is created. In addition, users can be provided with a list of optional components that can be created in addition to the standard components.

To create an issue type, proceed as follows:

  1. In the configuration, navigate to the "Issue Types" section.
  2. Click the "Create Issue Type" action in the toolbar.
  3. In the dialog, you can specify a name and define the lists of "Standard Components," "Additional Components," and "Deployment Formats."
  4. Confirm by clicking “Next.”

StatusPermanent link for this heading

Pages (and page sequences) in layout planning can be assigned (editing) statuses. The recommended way to change an asset’s status is through the implicit update that occurs after completing an activity from a process. Only administrators can create statuses and specify when they are set automatically.

Create Status

In addition to the statuses delivered in the standard system, you can create additional statuses. Proceed as follows:

  1. Navigate to the publishing configuration.
  2. Go to the “Status” section.
  3. Select the "Create Status" action in the toolbar.
  4. Enter a (multilingual) name, select a status icon, and optionally choose a background color.
  5. Confirm by clicking “Next.”

Note: Repeat these steps if you want to create multiple statuses.

Automatic Status Setting

To ensure that the status you created is set automatically, you must link it to the completion of a task. To do this, follow these steps:

  1. Navigate to the configuration.
  2. Go to the "Status" section.
  3. In the context menu of the status, click the "Properties" command.
  4. Copy or write down the "Fabasphere ID" for the status. You can find it on the "General" tab.
    Note: The Fabasphere ID always begins with “COO.…”.
  5. Close the status properties and navigate to the “Processes” section of your configuration.
  6. Select and open an existing process or create a new BPMN process diagram.
  7. Select the task to which you want to link the status change by double-clicking it.
  8. Navigate to the "Advanced" tab of the task.
  9. In the field “Expression When Completing the activity”, enter the following formula, including the “Fabasphere ID” noted in step 3.:
    cooobj.ObjectLock();
    cooobj.FSCFOLIO@1.1001:bostate = COO.…
  10. Confirm by clicking “Apply” and “Next.”
  11. Release the process for use by selecting the "Release for Usage" or "Re-Release" action in the process toolbar.

Notes:

Layout TemplatesPermanent link for this heading

This section manages layout templates that are provided for assignment in the layout planning of an issue.

Create Layout Template Permanent link for this heading

To create a layout template, proceed as follows:

  1. In the configuration, navigate to the list of layout templates.
  2. Click the "Create Layout Template" action.
  3. In the following dialog, select the Adobe InDesign version for which you want to create a layout template.
  4. Assign a name to the layout template and select the appropriate production service.
  5. Next, upload the template itself (.indd file), a mapping file, and a preview file for display in the layout planning.
  6. Once a layout of the type "Table of Contents" is selected, an additional configuration appears for selecting a schema file, a custom mapping to be used for placement, and an XSLT transformation that can be used to further customize the table of contents.
  7. Confirm by clicking “Next.”

Approving and Revoking Layout TemplatesPermanent link for this heading

To allow the app administrator to develop and test a new layout template step by step without affecting running productions, these are subject to an approval process.

Users can only view the released version of layout templates and assign them in layout planning. Administrators can view and assign both the released version and the draft of a layout template. To release a layout template or revoke its release, proceed as follows:

  1. Open an existing layout template.
  2. Click the "Release for Usage" or "Re-Release" action.
  3. To revoke approval, click the "Withdraw Release" action.

Notes:

  • The current approval status is additionally indicated by an icon in the list of layout templates.
  • For a functional InDesign production, the layout templates and XML documents must be coordinated. To do this, object formats from InDesign, for example, must be assigned to the XML elements via the mapping file.

Deployment FormatsPermanent link for this heading

Deployment Formats allow you to create specific publications from an issue. Essentially, they determine how a specific issue is converted into a usable PDF via a defined service.

Create a Deployment Format Permanent link for this heading

To create a Deployment Format, proceed as follows:

  1. In the configuration, navigate to the list of Deployment Formats
  2. Click on “Create Deployment Format”
  3. In the following dialog, select the type of Deployment Format you want to create
  4. Assign a name to the Deployment Format
  5. Define the configuration below or upload it (.joboptions for InDesign).
  6. Click “Next” to confirm.

Approve and Revoke Deployment FormatsPermanent link for this heading

To enable the app administrator to develop and test a new Deployment Format step by step without affecting ongoing productions, these are subject to an approval process.

Users can only view the approved version of a Deployment Format and assign it in layout planning. Administrators can view and assign both the approved version and the draft of a Deployment Format. To approve or revoke approval of a Deployment Format, proceed as follows:

  1. Open an existing Deployment Format
  2. Click the "Release for Usage" action.
  3. To revoke approval, click the "Withdraw Release" action

Note: The current approval status is additionally indicated by an icon in the list of Deployment Formats.

SectionsPermanent link for this heading

This section is used to manage categories. Categories are used to organize issues. Categories can be used to identify sequences of pages that are logically or thematically related.

To create a section, proceed as follows:

  1. In the Publishing Configuration, navigate to the list of sections
  2. Click on “Create Section”
  3. In the dialog, you can assign a name and a HEX color code to the section.
  4. Confirm by clicking “Next.”

ComponentsPermanent link for this heading

Components are managed in this area. Issues consist of one or more components. These, in turn, contain layout templates. Components thus further structure issues into individual subsections. They allow you to define the minimum and maximum number of pages or content they can hold. Additionally, by entering a starting page, you can control the number at which page numbering begins in this section. The “Start with right page” checkbox controls how the first pages are displayed in the page layout. Components can thus subdivide traditional print products. To create a component, proceed as follows:

  1. In the publishing configuration, navigate to the “Components” section.
  2. Click “Add Entry” and then “New” or use the “Create Component” Action.
  3. In the dialog, you can specify a name and, if necessary, the minimum and maximum number of pages as well as the options for numbering and right-hand page display.
  4. Confirm by clicking “Next.”

Production Services Permanent link for this heading

The list of production services shows the production services that have been configured for creating publications in the Fabasphere organization.  

Create a production service Permanent link for this heading

To create a production service, proceed as follows:

  1. In the Publishing Configuration, navigate to the list of production services
  2. Click on “Create Production Service”
  3. In the following dialog, select the type of production service you want to create
  4. Assign a name to the production service
  5. If a global configuration is required for this service (e.g., storing a customer-specific license file), you can specify it in the dialog
  6. Confirm by clicking “Next.”
  7. Note: Detailed information about production services and their individual options and settings can be found in separate documents in the online help.

TemplatesPermanent link for this heading

This section displays the templates provided via the configuration. Nearly all objects, and documents in particular, can be defined as templates. This allows users to create new objects or documents based on this template.

Note: For more information on templates, see the Fabasphere AI Core user guide in the chapters “General Settings for Configurations and: new window Repositories” and “Customizing: new window.”

Text modulesPermanent link for this heading

This section displays the text modules provided through the configuration. You can use these to insert predefined standard text into Microsoft Word documents.

Note: For more information on text modules, see the Fabasphere AI Core user guide in the chapters “General Settings for Configurations and: new window Repositories” and “Customizing: new window.”

Forms and CategoriesPermanent link for this heading

This section displays the forms and categories provided via the configuration. For example, custom forms can be used to extend objects to store customer-specific data. Categories can be assigned to objects, thereby influencing the behavior of those objects.

Note: For more information, see the Fabasphere AI Core User Guide in the chapters “Forms” and “Categories: new window,” as well as the white paper “Model-Based Customizing: new window.”

ProcessesPermanent link for this heading

This section displays the processes provided via configuration. Users, organizations, organizational units, and external organizations can be involved in the processing of business objects via workflow by starting a process that can be processed through the worklist. Typical processes include approval and release processes.

Note: For more information, see the Fabasphere AI Core user guide in the “Workflow” chapter and the “Model-Based: new window Customizing” white paper.

Reports and OData ServicesPermanent link for this heading

This section displays the OData services provided via the configuration. The OData service contains the definitions of the object classes and properties that are made available via the OData API.

Depending on where you create the OData service, different source objects can be used. For more information on OData, see the Fabasphere AI Core white paper “Fabsoft Integration for OData: new window.”

TagsPermanent link for this heading

In addition to terms managed in the Thesauri section, the tagging function is available for keyword assignment. Unlike terms, tags are managed entirely by administrators in the solution configuration. Users can only use existing tags to assign keywords to assets and cannot create their own.

To create tags and thus make the tagging functionality available to your users for indexing, proceed as follows:

  1. Navigate to the configuration.
  2. Go to the "Tags" section.
  3. Select the "Create Tag" action in the toolbar.
  4. Assign a (multilingual) name to your tag. You also have the option to add a comment and specify for which object classes the created tag can be used.
  5. Confirm by clicking “Next.”

Notes:

  • Repeat steps 3–5 if you want to create multiple tags at once.
  • You can nest your tags hierarchically to create keyword trees. To do this, navigate to an existing tag and select the "Create Tag" action again, or move existing tags using "drag-and-drop" or "copy-and-paste."

StampsPermanent link for this heading

Stamps can be defined as Microsoft Word documents or images and applied to PDF documents. Learn more about stamping documents in the Fabasphere AI Core user guide under “Stamping Documents: new window.”

Insight AppsPermanent link for this heading

Insight Apps provide aggregated access to information within your organization, tailored to your needs. You can use Insight Apps to display and highlight important information without requiring users to search for it explicitly. Learn more about the capabilities of Insight Apps in the Fabasphere AI Core user guide under “Insight Apps: new window.”

AI SettingsPermanent link for this heading

Here you will find the configuration options for AI-powered use cases, which are described in more detail  under “Artificial: new window Intelligence.”  

Default SettingsPermanent link for this heading

This section displays the default settings provided through the configuration (view settings, search patterns, time ranges). App administrators can create search patterns. Additionally, it is possible to save view settings in the configuration via the menu command “View” > “View Settings” > “Save.”

ThesauriPermanent link for this heading

The Thesauri section manages terms used for indexing. Thesauri are hierarchically nested keyword or term trees. You can create these manually or import existing thesauri. To do so, proceed as follows:

  1. Navigate to the configuration.
  2. Go to the “Thesauri” section.
  3. Select the “New” action in the toolbar.
  4. Assign a (multilingual) name to your thesaurus and confirm with "Next."
  5. Select the "Create Top Concept" action in the toolbar of your newly created thesaurus to create a term at the top level of the hierarchy. Repeat this step until you have created all your terms at the top level of the hierarchy.
  6. Navigate to a term at the top level and use the "Create Narrower Term" action to create additional terms, similar to Step 5. Repeat the previous steps until you have created the desired term structure.

Notes:

  • You can create multiple hierarchy levels by creating additional subterms at the lowest level.
  • You can move (sub)terms within your term structure using drag-and-drop or copy-and-paste.
  • Duplicate terms can be merged using the context menu command “Tools” > “Merge Terms.” The term to be replaced will also be replaced in all instances where it appears.
  • In addition to or instead of manually creating your terms, you can also import an existing term structure. To do this, select the "Import from File" action in the generated thesaurus and select a file in RDF/XML format from your local file system.
  • To allow your users to create new terms directly during indexing, you must define a default thesaurus for new terms in the corresponding section under the "Default Values" tab.

Xeditor Preview SettingsPermanent link for this heading

You can enable automatic PDF preview generation for a content. This requires a PrintCSS configuration, which you can define here in the configuration or in the templates and presets of a workroom. This setting is then valid only for that workroom and would override a defined preview setting at the configuration level.

Failed background tasksPermanent link for this heading

Displays failed background tasks (visible only if at least one failed background task exists). You can perform the following manual actions: “Schedule Next Run,” “Send Link,” and “Delete.”

ActionsPermanent link for this heading

You can perform the following actions:

  • Create Workroom
    Using the "Create Workroom" action, you can create a new workroom in Media Edition.
  • Create Magazine
    Using the "Create Magazine" action, you can create new magazines.
  • Set description
    You can define descriptions for workrooms and magazines, or globally for Media Edition. The description is displayed in the content area.
  • Translations
    Using the "Translations" action, you can export or import a CSV file containing the multilingual names of the Customizing objects. This enables external translation.
  • Show News
    With this action, app administrators can view news in the current context—in this case, the configuration.
  • Open Recycle Bin
    The "Open Recycle Bin" action allows you to view objects that have been moved to the Recycle Bin.
  • Settings
    Using the "Settings" action, you can configure additional settings.
  • Permissions
    Using the "Permissions" action, you can designate app administrators who are authorized to edit the configuration. App users are authorized to use the Media Edition. The respective permissions are defined via the workrooms and magazines.
    Note: Used licenses are calculated based on the registered users.

SettingsPermanent link for this heading

To configure settings, navigate to your Media Edition dashboard, go to Configuration, and then select the "Settings" action in the toolbar. You can configure the following settings in the various tabs:

"Xpublisher AI" tab

  • Allow Xpublisher to use AI functions
    A list of all users, organizational units, and teams that are allowed to use the AI functions,
  • Image Analysis Settings
    Controls the behavior of AI-powered alternative text generation and tagging.

"General Settings" tab

  • Name
    The name of the configuration.
  • Subject
    Provides a detailed description of the configuration.
  • Holiday Table
    Defines the holiday table for this context.
  • List Display
    Defines whether a structured or unstructured list display is used.
  • Restrict links in the Teamroom
    Defines which types of links may be stored in the configuration.
  • Restrict downloading or opening content on the end device
    Allows you to restrict which team members are permitted to open or download content on the device.
  • All team members may add members
    Determines whether all team members can add users to the team or only team members with full permissions.
  • Restrict team members
    Specifies the organizations, organizational units, teams, and external organizations whose members may be added to the configuration.
  • Primary Administrator
    Specifies the user who receives the automatically generated email messages regarding the configuration. Otherwise, all app administrators receive the email messages. The user is also listed as a contact in cases where permissions are missing.
  • Process Administrators
    Specifies the users who can monitor and control the workflows of all Teamroom processes.
  • Support Coordinator
    Support coordinators have access to all support requests in the relevant context and can perform the same actions as the submitters of the support requests.
  • Support Team
    The support team handles the internal management of support requests within the relevant context.
  • Enable Advanced Mode
    Advanced mode includes, for example, working with multiple folders, as well as managing templates and presets.
  • Enable trace output
    For example, if you use expressions for calculation or validation as a form designer, it can sometimes be difficult to identify errors in the expressions. To simplify analysis, you can write trace outputs to the web browser console (cooobj.Trace("string"); or cooobj.Trace("string", value);).

"Publishing" tab

  • Xeditor Version
    Specifies which version of Xeditor should be used. The default is the current version.
  • Enable warning messages when changing page order
    Defines whether changing the order of layout templates in the structure planning generates a warning icon on the layouts that may no longer have the correct page number or type area.
  • Enable automatic generation of PDF previews
    Defines whether every change to a layout template always generates a new preview via the InDesign server. This can lead to increased load and longer processing times.
  • Automatically remove images
    Specifies whether images should be removed from the structure tree if they have been removed from the layout.

"Logos" tab

The defined logos and background image are used for configuration and personal dashboards.

“AI Settings” tab

These settings are used to provide AI functionality. For more information, see the “Artificial Intelligence”: new window chapter.

"Default Values" tab

  • Default thesaurus for new terms
    If a default thesaurus is specified, new terms can be created directly during indexing.
  • Default Categories
    When an object is created, the specified category is assigned according to the defined object class. In the Apply to field, you can specify whether the setting applies to instances, templates, or both.
  • Default Processes
    When creating an object, the specified process is assigned according to the defined object class or category. In the Apply to field, you can specify whether the setting applies to instances, templates, or both.
  • Default background tasks
    When an object is created, the specified background tasks are assigned.
  • Approval Process for Templates and Presets
    To use templates, text modules, forms, categories, processes, and presets, they must be approved. If a process is to be used for approval, a BPMN process diagram can be stored here. Approval processes must include the "Approve for Use" activity.

"Content Settings" tab

  • Allow comments
    Determines whether PDF annotations can be added to documents.
  • Note: When enabled, you can configure additional settings regarding the allowed and preferred type (public/private) of comments and specify whether users with read-only access are also permitted to content public comments.
  • Allow public links
    Determines whether public links may be published.
    Note: When enabled, you can configure additional settings: You can block content downloads and set default values for access restrictions (validity period and password protection).
  • Generate cover page for PDF summaries of documents
    Determines whether a cover page is generated for PDF summaries of documents.
  • Use watermark
    Determines whether documents are automatically converted into protected PDF documents with a customizable watermark.
  • Remove PDF document restrictions upon upload
    You can specify whether PDF document restrictions are removed upon upload. User passwords are not removed.
  • Maximum number of versions retained
    Specifies the maximum number of versions to be retained. If this limit is exceeded, the oldest versions are deleted.

"Encryption" tab

  • Encrypt documents
    Specifies whether documents in the current context should be encrypted. For more details, see the chapter “Encrypting a Teamroom: new window.”

Note: Settings defined during configuration apply to all workrooms and magazines. To define settings for individual workrooms and magazines, users with “Full Rights” can specify them in the settings of the respective workrooms and magazines.

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