2021 September Release

CategoriesPermanent link for this heading

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

Note:

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

Useful for the Following Tasks

  • Defining the registration behavior
  • Defining default follow-ups
  • Defining the retention worthiness
  • Defining background tasks
  • Granting 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

Defining the Registration BehaviorPermanent link for this heading

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

Defining 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, then 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.

Defining the ApplicabilityPermanent link for this heading

Not every category makes 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” only makes 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.

Defining 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). Assign “7 Years” to the 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).

Defining 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.

Granting 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 type of the Teamroom has to be “Extended by Category” so 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/read access permissions for the “Construction” department.
  • Set the access protection for the “Development” Teamroom to “Extended by Category”.