2020 June Release

CategoriesPermanent link for this heading

Categories can be assigned to objects (“General” tab) and thus influence the behavior of the objects.

Note:

  • To assign categories automatically based on rules an inbox can be used.
  • The fields of user-defined forms are also persisted in a category, which can also define the following settings.

Useful for Following Tasks

  • Define the registration behavior
  • Define default follow-ups
  • Define the retention worthiness
  • Define background tasks
  • Grant additional permissions

Essential information about categories can be found in the user help:

https://help.cloud.fabasoft.com/index.php?topic=doc/User-Help-Fabasoft-Cloud-eng/advanced-use-cases.htm#categories

Define the Registration BehaviorPermanent link for this heading

By default, the “Register as” context menu command provides all possible registration targets. If the registration target is well-known, it can be restricted to improve the usability.

Objective

Images that are placed in an inbox should only be registered as digital assets.

To achieve the objective, proceed as follows:

  • Edit the properties of the category and select the entry “Incoming Category for Digital Assets” in the Incoming Category for Registration field.
  • Create an inbox as described in chapter “Inboxes” and define a rule that assigns the category to pictures.

Define Default Follow-UpsPermanent link for this heading

If tasks like reviewing documents must be carried out on a regular basis, it is convenient to get a reminder. Categories can provide default follow-ups.

Objective

Confidentiality agreements must be reviewed one month before the validity ends. The responsible users should receive an e-mail reminder.

To achieve the objective, proceed as follows:

  • Edit the properties of the category and define a follow-up in the Default Follow-Ups field.
  • Select the “Send E-Mail” action and define recipients and the message. You can schedule the follow-up, one month before the Valid to base date. In addition, the follow-up can be rescheduled when the base date changes. If the user changes the validity after the review, the follow-up will be scheduled again one month before the new validity period ends.

Define the ApplicabilityPermanent link for this heading

Not every category make sense for every object class. Thus, the object classes for which the categories are allowed can be restricted. In addition, if you want to use special base dates for follow-ups or retention periods a restriction to the object classes that provide the desired properties is needed.

Objective

The category “Contract” makes only sense for Microsoft Word documents and PDF documents. The category should not be assignable to objects of other object classes.

To achieve the objective, proceed as follows:

  • Edit the properties of the category and select “Microsoft Word Document” and “PDF Document” in the Applicable for field.

Define the Retention WorthinessPermanent link for this heading

Compliance rules may enforce that objects must not be deleted for a defined time period.

Objective

Contracts must not be deleted for seven years.

To achieve the objective, proceed as follows:

  • Edit the properties of the category and enable the Retention Worthy field (“Retention” tab). Select “7 Years” as retention period and “Created on/at” as base date.
  • Define a background task (“Create Background Task” button) that runs immediately after “Created on/at”. In this case recalculation is not required because the creation date will not change.

Note: The actual retention period can be found on the “Retention” tab of the object (if a retention period is defined).

Define Background TasksPermanent link for this heading

Background tasks allow the execution of an action at a definable point in time.

Objective

A process should be started whenever the Valid From date is changed.

To achieve the objective, proceed as follows:

  • Edit the properties of the category and create a new background task (“Background Tasks” tab).
  • As action select “Start Process” and schedule it immediately after the “Valid From”.
  • Enable the recalculation when the base date changes and enable the repeated execution.

Grant Additional PermissionsPermanent link for this heading

In general, the defined team can access the Teamroom and its contents. Access to individual objects can also be granted via a category. The Access Protection of the Teamroom has to be “Extended by Category” such that the categories are considered.

Objective

The “Construction” department should get access to some documents in the “Development” Teamroom.

To achieve the objective, proceed as follows:

  • Edit the properties of the category and define the change access and read access permissions for the “Construction” department.
  • Set the access protection for the “Development” Teamroom to “Extended by Category”.