Preparation

This chapter helps you get started. You will receive an overview of the basic setup and operation of the system.

Initial Registration

After completing your purchase of the solution, you will receive a registration link via email for initial registration. Enter your login credentials and log in to Fabasphere.

When you log in for the first time, the welcome screen may display messages indicating, for example, that certain data still needs to be completed.

This applies to:

• the designation of a person to be notified in the event of a personal data breach (Data Protection Officer)
• the specification of important contact information for the organization
• the designation of a compliance manager
• the installation of the Fabasphere Client
  For more information on this, see the chapter “2.2.3 ” under “Fabasphere Client .”

Click on the respective link on the Welcome Screen to perform the corresponding action.

Note: The Welcome Screen is only displayed if there are notifications for you.

Basic Operation

The following chapters provide an introduction to using the web client.

Web Client Structure

This chapter will familiarize you with the structure of the web client and navigation within the system.

Home

After successfully logging in, you will be directed to your personal Home Dashboard.

Depending on which solutions you have been licensed for and your personal settings, various widgets (e.g., “Personal Folder,” “Worklist”) will be displayed. The dashboard concept of the Home area offers you options for customization. For example, you can show or hide the widgets and adjust their size and arrangement.

Media Edition Dashboard

By clicking on the “Media Edition” widget, you can access your personal Media Edition dashboard, which is used below to explain the general structure of the web client.

The web client is divided into the following sections:

• Header Bar
  In the header bar, you will find your organization’s logo on the left (if available) and, on the right, the account menu (your username), the data location menu, the Support button, the Logout button, the Quick Access button, the Home button , and the search field.
  Notes:
  • The header and title bar are always displayed—regardless of where you are currently in the system. This gives you access to the actions there (e.g., Support, Search) at any time.
  • For more information on the powerful full-text search with Mindbreeze, see the Fabasphere AI Core user guide in the chapter “Searching with Mindbreeze: new window.”
• Title Bar
  The title bar displays the breadcrumbs for the currently open hierarchy. If you are in a widget, the other widgets on the same level are displayed as tabs.
• Content Area
  The content area generally displays the content of the current solution. This can include, for example, the widgets of the Home or Media Edition dashboard, the results list of a search query, or the preview of an asset.
• Toolbar
  The Toolbar is generally available throughout the system, but not directly on the “Home” page. In the Toolbar, you’ll find context-sensitive “Actions.” Typical actions in the Toolbar include “Team,” “Settings,” or “Time Travel.”
• Tree View or Favorites
  Additionally, you can show or hide the “Tree View” or “Favorites” area anywhere in the system, except on the “Home” page. The tree view allows you to quickly orient yourself and navigate within the system. You can add frequently used objects (e.g., folders or products) to your favorites. To do this, navigate to the desired object. An option to add the item will then appear in the Favorites section. Alternatively, you can right-click on the item and select “Add to Favorites” under “Extras.”

Note: Up to three column areas can be displayed side by side (e.g., “Tree View,” “Actions,” and “Team”).

Performing Actions

The following basic options are available:

• Click the left mouse button on the desired button to perform the corresponding action.
• The "Actions" toolbar always contains the most important actions in the current context. The actions relate to the object displayed in the content area. For example, if you are in a content, you can open the content for editing in the integrated Xeditor using the "Edit" action.
• You can open an element’s context menu by right-clicking. Typically, the context menu includes actions that are also available in the toolbar, as well as additional, less frequently used actions.
  • Context Menu of Objects
    Right-click on an object in the content area. The context menu for this object opens.
  • Context menu of the title bar
    Right-click on the title bar. The context menu for the object currently displayed in the content area opens.
  • Background context menu
    If you are in a Teamroom or folder, right-click in an empty area of the content pane. The context menu contains actions relevant to working with lists (for example, creating a new object in the list).
• To select entries in a list, click the checkbox next to the corresponding entries. This allows you, for example, to execute a context menu command on multiple objects.

Fabasphere Client

To work efficiently, we strongly recommend installing the native Fabasphere Client. The Fabasphere Client is available for Microsoft Windows, Apple macOS, and Ubuntu.

You can start the installation via the web browser status (Account menu (your username) > “Status” > “Web browser status”). If your organization’s policies do not allow installation on your device, please contact your IT support.

For more information, please refer to the white paper “Fabasphere Client: new window.”

Organization Management

Initially, there is one member in a cloud organization (the organization owner). This member is automatically authorized to manage the organization, for which a "Cloud Organization" widget is placed on the "Home" page.

Create Users

To create a user, follow these steps:

1. Navigate to your organization via "Home" and then to the "Members" section.
2. Click the "Add Members" action.
3. Enter the user’s email address in the User (Email Address) field.
4. Click "Invite New User" in the dropdown menu.
5. Enter the first and last name, then click "Create."
6. To add multiple members at once, repeat steps 3 through 5.
7. Click the "Add" button.
8. Assign the Full Access Edition to the users and click "Assign."
9. Click "Invite" to send a membership confirmation email to each member.

The added members can register for the first time using the invitation emails that were sent.

Note: You can also create members in bulk using a CSV file via the "Import Members" action. In the corresponding action dialog, you have the option to download a CSV template.

Create Teams

In addition to the automatically created teams, we recommend creating the following three teams:

• App Administrators
  Members of this team should be able to edit the Media Edition configuration. They should also be granted full access to workrooms and magazines.
• App Users
  Members of this team should be able to use the solution (generally: editorial department staff).
• App Users (External)
  Members of this team should be granted access to specific areas for which they have been authorized (generally: suppliers, customers, and external staff).

The purpose of creating these teams is to simplify the initial setup, administration, and use of Media Edition through role-based management of access rights. To create the teams, proceed as follows:

1. Navigate to your organization via “Home” and then to the “Teams” section via the “Members” section.
2. Click the "Create Team" action.
3. In the Name field, enter "App Administrators" and click "Create."
4. Navigate to the team you just created and click "Add team members."
5. Select the desired members in the Users field.
   Note: During a pilot phase, add only the users designated for this purpose. You can display a list of all available members by entering an asterisk (*) and then pressing the Enter key, and select the desired members by clicking on them.
6. Click “Add.”

Repeat the process to additionally create the "App Users" team and the "App Users (External)" team.

Authorize teams

To authorize the teams in the app configuration, proceed as follows:

1. Navigate to your organization via “Home,” then to the “Licenses”/“License Management” section, and finally to the “App Configurations” section.
2. Select the "Configuration".
3. Click the "Permissions" action.
4. Click the plus icon next to the "App Administrator" role to open the search field.
5. Type “App Administrators” and press Enter to search for the previously created team.
6. In the dropdown menu, click on the "App Administrators" team.
7. Repeat the process and add the "App Users" team to the "App User" role.
8. Optional: For the "App Administrator" role, remove the automatically added organization owner (context menu command "Remove") to ensure consistent role-based permissions.

For authorized members, the "Media Edition" dashboard is saved to the Home screen. If roles are assigned while users are logged in, they must refresh the page (F5 key) for the dashboard to be saved.

After the pilot phase ends, you can, if necessary, create additional app user teams to authorize different users (or user groups) in workrooms and magazines.

Notes:

• If you accidentally grant permissions to the wrong team or user, click “Remove” in the context menu of the team member.
• Beyond the initial setup of the system, you can find general information on organizational management in the “Fabasphere AI Core Administration Guide: new window.”

Getting Started with Media Edition

Once the initial permissions have been assigned by the organization owner (see chapter “Authorize teams ”), the designated app administrators can perform the initial setup. If you are a Media Edition user, proceed to the following chapter.