Scope of Services

Log-in

Available for: [A], [B], [C], [D]

Log-in can be carried out via user name and password, client certificates, ID Austria, SAML 2.0, Active Directory or OpenID Connect.

Mobile PIN (SMS), e-mail PIN and one-time password via RADIUS server are available for two-factor authentication.

Note: External members with SaaS usage type [C] may not log in via the customer's internal authentication infrastructure.

Data access

Available for: [A], [B], [C], [D]

Access is possible via common web browsers, WebDAV, CMIS, OData and via a dedicated iOS or Android app. Further information can be found in the "Technical Information" document.

Note: Access via OData is licensed on a volume basis.

Data locations

Available for: [A], [B], [C], [D]

You can define the physical storage location of your data. The following data locations are available:

• Germany
• Austria
• Switzerland

Insight apps

Available for: [A], [B], [C], [D]

Insight apps provide aggregated access to the information in your cloud organization, tailored to your needs.

Accessibility

Available for: [A], [B], [C], [D]

Accessibility is a basic concept of Fabasoft solutions. Operation with assistive technologies such as screen readers or magnification software is possible almost everywhere.

Further information can be found in the "Technical Information" document.

Languages

Available for: [A], [B], [C], [D]

The Fabasoft Cloud user interface is available in 22 languages.

Bulgarian, Chinese (simplified), Croatian, Czech, Dutch, English, French, German, Hungarian, Indonesian, Italian, Japanese, Norwegian, Polish, Portuguese, Romanian, Russian, Serbian, Slovakian, Slovenian, Spanish and Turkish.

Responsive design

Available for: [A], [B], [C], [D]

The layout of the web client adapts to the size of the screen.

Reading documents

Available for: [A], [B], [C], [D]

Documents can be read directly in the corresponding third-party product.

Editing documents

Available for: [A], [C], [D]

Documents can be edited and saved directly in the corresponding third-party product.

Drag-and-drop

Available for: [A], [C], [D]

Drag-and-drop can be used within the web client to move documents and folders.

Uploading

Available for: [A], [C], [D]

Files and entire folder structures can be easily imported using drag-and-drop, Ctrl + C and Ctrl + V or via the upload action.

A list of the import options depending on the web browser and the selected method can be found in the "Technical Information" document.

Downloading

Available for: [A], [B], [C], [D]

Documents and entire folder structures can be downloaded and saved in the file system (as a ZIP file if applicable).

Sending links

Available for: [A], [B], [C], [D]

Hyperlinks to folders and documents can be inserted directly into an e-mail via an action. The documents remain in the solution with secure access rights management.

Keyboard operability

Available for: [A], [B], [C], [D]

The web client can be operated almost entirely with the keyboard, allowing you to work efficiently without a mouse.

Navigation

Available for: [A], [B], [C], [D]

Efficient navigation is possible using a tree structure, breadcrumbs and favorites.

Views

Available for: [A], [B], [C], [D]

The presentation of documents in Teamrooms and folders can be customized. The focus is either on the preview of the content or on the metadata of the documents.

Column view

Available for: [A], [B], [C], [D]

The column view can be used to clearly manage also many documents in a list. The following options are available for customizing the view:

• Adding, removing and moving columns
• Sorting, grouping, filtering
• Fixing

Follow-ups

Available for: [A], [B], [C], [D]

A follow-up can be defined on documents. When the follow-up date is reached, an e-mail is automatically sent or a process is started.

Note: Members with SaaS usage type [B] can only define personal e-mail follow-ups.

Creating Teamrooms

Available for: [A]

Collaboration takes place via Teamrooms and the team members defined therein. Documents can be stored in Teamrooms in a structured manner in folders.

Granting access rights

Available for: [A], [C], [D]

Access rights (read access, change access, full control) can be granted to team members for each Teamroom.

Note: External members with SaaS usage type [C] may not be granted the “Full Control” access right in Teamrooms.

Personalizing Teamrooms

Available for: [A], [D]

Teamrooms can be provided with their own logo and description text using the branding functionality.

Encrypting Teamrooms

Available for: [A]

For Teamrooms, you can define whether the assigned documents are encrypted. When you read, edit or upload documents, they are encrypted or decrypted on the client. This means that no unencrypted documents are transferred or saved.

Note:

• If you create new documents via the web client, the documents are not encrypted until content is available.
• Working with encrypted Teamrooms is also possible without an installed Fabasoft Cloud Client, so documents can be uploaded and downloaded. The encrypted preview images and documents are also displayed.
  The following restrictions apply to 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.
• If encryption is activated for a Teamroom, versions of the existing objects are deleted.
• The Teamroom assignment cannot be changed for the objects of an encrypted Teamroom.
• Collaboration in an encrypted Teamroom can only take place with users whose organization has also activated encryption.
• The synchronization of encrypted Teamrooms to the local workstation is only possible 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 that is created at the workstation (with 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 (concerns e.g. WebDAV or the cloud network drive).

Transferring/publishing Teamrooms

Available for: [A]

Teamrooms, including the folder structures and documents, can be transferred or published from one system to a target system or another data location.

• Transferred Teamrooms can be further processed in the target system and, if necessary, retrieved with the changes.
• Published Teamrooms are available for reading in the target system and can be republished if necessary.

Using calendars

Available for: [A], [B], [C], [D]

Calendars offer the option of managing appointments and tasks. The CalDAV support allows the calendar to be integrated into third-party products (e.g. Apple iCal or Apple Calendar App).

Note: Members with SaaS usage type [B] can only read calendars.

Using newsfeeds

Available for: [A], [B], [C], [D]

Newsfeeds offer the opportunity to exchange and discuss news informally within a Teamroom.

Note: Members with SaaS usage type [B] can only read newsfeeds.

Showing new events

Available for: [A], [B], [C], [D]

If there are changes in a Teamroom, these can be viewed and also received by e-mail.

Using Teamroom wastebaskets

Available for: [A], [C], [D]

The Teamroom wastebasket protects documents from being accidentally deleted. Only team members with full control are authorized to empty the wastebasket.

Managing inbox rules

Available for: [A]

Rules for processing incoming objects can be defined in an inbox folder. A rule consists of conditions and actions.

Using form inboxes

Available for: [A], [C], [D]

The form inbox allows files to be uploaded via any website using an HTML form.

Reading documents

Available for: [A], [B], [C], [D]

Documents can be read directly in the corresponding third-party product. This functionality is made available via the Fabasoft Cloud Client.

Further information on the supported third-party products can be found in the "Technical Information" document.

Editing documents

Available for: [A], [C], [D]

Documents can be edited and saved directly in the corresponding third-party product. This functionality is made available via the Fabasoft Cloud Client.

Further information on the supported third-party products can be found in the "Technical Information" document.

Commenting on documents

Available for: [A], [B], [C], [D]

PDF documents or documents that can be converted to PDF documents can be commented using an integrated PDF viewer.

The comments are extracted from the PDF document and saved in a public or personal level.

Digitally signing documents

Available for: [A], [B], [C], [D]

Documents can be digitally signed with a certificate.

A qualified digital signature can be created via the third-party providers primesign and SwissSign.

Note: In the course of the "Signing documents digitally" use case, a logged-in user can digitally sign documents also using the “Fabasoft Business Process Cloud Digital Signatures” certificate (“Sign Digitally” function). This certificate is not a personal or organizational certificate of the logged-in user. A signature with this certificate merely confirms that the logged-in user has executed the “Sign Digitally” function and that a document with a valid signature of this certificate has not been modified since the signature process.

Fabasoft will not be

• party to such a signed document;
• entitled and/or obligated under such signed document;
• responsible or liable for legal validity, content, quality and/or format; and
• responsible or liable for verifying the logged-in user's authorization and entitlement to use the electronic signature.

The “Sign Digitally” function is not a substitute for more extensive legal formal requirements. It is the sole responsibility of the customer or the logged-in user to verify the required legal validity of such a signature.

The “Sign Digitally” function is not an electronic signature within the meaning of the Federal Act on Electronic Signatures (Signature Act).

Editing encrypted documents

Available for: [A], [C], [D]

When editing documents, the encrypted documents are automatically decrypted locally with Fabasoft Secomo and opened in the corresponding third-party product. When saving, the documents are encrypted again before being transferred.

Performing text recognition

Available for: [A], [C], [D]

Text recognition (German, English) can be carried out for documents that can be converted to PDF via an inbox rule.

Note: This functionality is licensed on a volume basis.

Importing e-mails

Available for: [A], [C], [D]

E-mails (Microsoft Outlook, Mozilla Thunderbird) can be imported using drag-and-drop or Ctrl + C and Ctrl + V. The e-mail content and attachments can also be viewed directly without a third-party product.

Note: The automatic upload of e-mails to encrypted Teamrooms via Microsoft Outlook is not supported.

Playing video and audio files

Available for: [A], [B], [C], [D]

Depending on the web browser used and the video or audio format, videos and audio files can be played directly in the web client.

Further information on the supported formats can be found in the "Technical Information" document.

Editing images

Available for: [A], [C], [D]

Basic editing of images is possible directly in the web client (rotate, zoom, crop).

Export options in various formats and sizes are offered for the use of images outside the Fabasoft Cloud (e.g. for presentations).

Allowing public links

Available for: [A], [D]

For each Teamroom, you can define whether public links are permitted and can be created.

Using public links

Available for: [A], [B], [C], [D]

Public links allow people without an account to read and download documents.

Compliance

Available for: [A], [B], [C], [D]

With the help of "time travel", documents and entire Teamrooms can be taken back to specific points in time in the past. This makes changes traceable and older states can be restored if necessary.

It is also possible to compare metadata and content (Microsoft Word) from an older version with the current version.

Release versions allow continuing to work on a document while users with read access see the release version.

The continuous versioning ensures traceability.

Note: When deleting versions or objects (empty wastebasket, dissolve Teamroom) the data is also no longer available in the history.

Using workflow

Available for: [A], [B], [C], [D]

The workflow enables the digital mapping and execution of business processes.

Note: Members with SaaS usage type [B] can perform workflow activities that do not require change access (incl. attaching signatures, excl. releasing).

Modeling processes with BPMN 2.0

Available for: [A]

A graphical process editor can be used to model business processes based on BPMN 2.0 (Business Process Model and Notation).

The modeled business processes can be executed digitally via the workflow engine.

Defining workflow substitutions

Available for: [A], [B], [C], [D]

The substitutes receive all activities of the user they substitute within the set time period. Objects to which the substitute does not have access are filtered.

Viewing process statistics

Available for: [A], [B]

In order to obtain an overview of the ongoing processes, a large number of process statistics are available that shed light on the individual aspects of process execution.

Searching

Available for: [A], [B], [C], [D]

The integrated full-text search allows you to quickly find the information you are looking for. Actions can be carried out directly on the search result.

The search takes access rights into account. Only hits that the respective user is authorized to access are displayed.

AI functionality

Available for: [A], [B], [C], [D]

The AI functionality is provided via Mindbreeze AI and covers the following areas, depending on the solution:

• Classification
  Automated categorization of content (text, images, videos).
• Extraction of facts
  Identification and extraction of metadata or entities from structured, semi-structured or unstructured content.
• Natural language search queries (NLQ)
  Processing of search queries in natural language.
• Retrieval Augmented Generation (RAG)
  Combination of document search (retrieval) and generative AI to create context-related answers (generation).
• 360-degree views
  Analysis and visual presentation of information.
• Interactive Exploded Views
  Dynamic visualization of complex relationships (e.g. visual preview of exploded views/business documents).
• Generative AI
  Automated content creation based on existing data.

Note: This functionality is licensed on a volume basis.

Synchronization

Available for: [A], [B], [C], [D]

The cloud folder enables automatic synchronization of folders and documents to the local file system and vice versa.

This functionality is provided via the Fabasoft Cloud Client under Microsoft Windows and Apple macOS (see the "Technical Information" document).

Navigation

Available for: [A], [B], [C], [D]

Even complex folder structures can be navigated efficiently.

Creating Teamrooms

Available for: [A]

Collaboration takes place via Teamrooms and the teams defined in them. Documents can be stored in Teamrooms in a structured manner in folders.

Granting access rights

Available for: [A], [C], [D]

Access rights (read access, change access, full control) can be granted to team members for each Teamroom.

Note: External members with SaaS usage type [C] may not be granted the “Full Control” access right in Teamrooms.

Views

Available for: [A], [B], [C], [D]

The presentation of documents in Teamrooms and folders can be customized.

Uploading

Available for: [A], [C], [D]

Files can be uploaded directly from a smartphone or tablet.

Reading documents

Available for: [A], [B], [C], [D]

The documents can be read either directly in the app or, if applicable, via third-party apps.

Editing documents

Available for: [A], [C], [D]

Depending on the functionality of the third-party apps, documents can be edited and saved back.

Note: This functionality is only available on Android.

Commenting on documents

Available for: [A], [B], [C], [D]

PDF documents or documents that can be converted to PDF documents can be commented using an integrated PDF viewer.

Accessing encrypted documents

Available for: [A], [B], [C], [D]

• When accessing documents in encrypted Teamrooms, the app decrypts the files using Fabasoft Secomo.

Playing video and audio files

Available for: [A], [B], [C], [D]

Video and audio files can be played either directly in the app or, if applicable, via third-party apps.

Sending links

Available for: [A], [B], [C], [D]

Hyperlinks to folders and documents can be sent. The documents remain in the solution with secure access rights management.

Searching

Available for: [A], [B], [C], [D]

The integrated full-text search makes it possible to find the desired information quickly.

Mobile workflow access

Available for: [A], [B], [C], [D]

The worklist enables mobile processing of work steps.

Using offline mode

Available for: [A], [B], [C], [D]

Synchronized Teamrooms, folders and documents can also be accessed without an Internet connection.

Using the dashboard

Available for: [A], [B], [C]. [D]

The "Templates and Presettings" dashboard is the central access point for customizing.

Managing configurations

Available for: [A]. [D]

In the customizing configuration, app administrators can manage collections, general settings and app users.

Managing collections for templates and presets

Available for: [A], [D]

Collections for templates and presettings are used to manage templates, text modules, insight apps, forms, categories, processes, presettings and to define access rights.

Defining templates

Available for: [A]. [C], [D]

Almost all object types can be used as templates. In addition, settings can be made in templates that are particularly relevant when using fields in Word templates.

Using templates

Available for: [A], [C], [D]

The templates are displayed in the "Templates" area in the create dialog. A copy of the template is created.

Defining text modules

Available for: [A]. [C], [D]

Text modules can be used to insert predefined standard texts into Microsoft Word documents.

There are two types of text modules:

• Static text module (text)
  Enables the entry of non-formatted text.
• Static text module (Word)
  Enables formatted text to be entered as a Word document.

Using text modules

Available for: [A], [C], [D]

Microsoft Word has a separate tab that allows you to insert text modules.

Defining insight apps

Available for: [A]

Insight apps can be defined on a customer-specific basis.

Using insight apps

Available for: [A], [B], [C], [D]

Insight apps enable aggregated access to the cloud organization's information.

Defining forms and categories

Available for: [A]

User-defined forms (allow additional data to be saved) and categories can be defined on a customer-specific basis.

Using forms and categories

Available for: [A], [C], [D]

User-defined forms and categories can be assigned to objects and thus influence the behavior of the objects.

Defining processes

Available for: [A]

Process templates can be defined on a customer-specific basis. There are two types of process templates:

• Ad hoc process template
• BPMN process diagram

Using processes

Available for: [A], [C], [D]

The defined process templates are offered for selection when processes are used.

Define default settings

Available for: [A], [C], [D]

Presettings can be defined on a customer-specific basis.

There are three types of presettings:

• View settings
• Search form
• Time interval

Using default settings

Available for: [A], [B], [C], [D]

You can use the view settings in lists.

Search forms can be selected during a search (e.g. in a search folder).

Time intervals can be selected for a follow-up, for example.

Personal templates, processes and default settings

Available for: [A], [C]. [D]

Each user can define their own templates, processes and default settings in the "Personal Templates", "Personal Processes" and "Personal Presettings" areas.

Using the dashboard

Available for: [A], [B], [C], [D]

The contacts dashboard is the central access point for contact management.

Managing configurations

Available for: [A], [D]

In the contacts configuration, contacts administrators can define settings for the metadata of contacts and manage app users.

Managing contact rooms

Available for: [A], [D]

Contact rooms are used for the structured management of contacts and for defining access rights and standard categories.

Using contact persons

Available for: [A], [B], [C], [D]

The metadata of a contact person is managed in a contact person object.

Using organizations

Available for: [A], [B], [C], [D]

The metadata of an organization is managed in an organization object.

Performing duplicate check

Available for: [A], [C], [D]

When contacts are created or changed, the system checks whether a corresponding contact already exists. Duplicate matching is only carried out with contacts to which the user carrying out the action has access. If a duplicate is found, a dialog can be used to clean up or merge the contacts.

Changing the assignment of contacts

Available for: [A], [D]

Contacts can be assigned to another contact room.

Using addressee lists

Available for: [A], [B], [C], [D]

The contacts in address lists can be collected from different contact rooms.

Importing and exporting contacts

Available for: [A], [C], [D]

It is possible to import and export contacts in address lists. Contacts can be imported and updated using a CSV or XLSX file or exported as a CSV file.

Personalized e-mails can be sent to defined recipients from the contact management via a serial e-mail (a separate SMTP server must be configured in the cloud organization).

Deleting contacts

Available for: [A], [C], [D]

Change access is required to delete a contact (put it in the wastebasket). If property values of the contact are assigned to another contact room, change access is also required in this room.

Using address books

Available for: [A], [B], [C], [D]

Read access to contacts is also possible via third-party products such as "Apple Contacts", which support the CardDAV standard.

Using the dashboard

Available for: [A], [B], [C], [D]

The Scrum dashboard is the central access point to Scrum.

Managing Scrum centers

Available for: [A], [D]

Scrum administrators can manage Scrum projects, general settings and app users in the Scrum center.

Managing Scrum projects

Available for: [A], [D]

Scrum projects are used to manage the Scrum elements (stories, defects, etc.) and define the Scrum team.

Using stories, defects and impediments

Available for: [A], [B], [C], [D]

Stories, defects and impediments are the tasks that a Scrum team works on. The respective status shows the progress of the work.

Using tasks

Available for: [A], [B], [C], [D]

Stories and defects can be divided into work units using tasks. The respective status shows the progress of the work.

Using sprints

Available for: [A], [B], [C], [D]

A sprint comprises stories and defects to be processed and usually lasts a few weeks.

Using product versions and releases

Available for: [A], [B], [C], [D]

Stories can be assigned to product versions and releases. This allows the progress of the stories required for a shipment to be monitored.

Creating reports

Available for: [A], [C], [D]

Defect reports, burn-down and velocity graphics provide a quick status overview.

Encrypted communication

Available for: [A], [B], [C], [D]

Communication is encrypted via an HTTPS connection. This also applies to access via a smartphone.

Access rights

Available for: [A], [B], [C], [D]

Access to Teamrooms is defined via access rights. In addition, access rights and executable use cases are determined via organizational roles and policies.

Access for applications

Available for: [A], [B], [C], [D]

Access with third-party applications can be carried out using your own passwords generated for this purpose. A validity can be defined for the passwords and revocation is also possible.

Search takes place in the access rights context

Available for: [A], [B], [C], [D]

Only objects for which the user has search rights can be found via the search.

Watermark

Available for: [A], [B], [C], [D]

Read-only team members can be shown a PDF document with a configurable watermark instead of the original document.

Malware scan

Available for: [A], [B], [C], [D]

An automated malware scanning service checks the stored files for malware at regular intervals.

Auditing

Available for: [A], [B], [C], [D]

The following auditing information is collected as part of the compliance process:

• Deleting objects
• Reading the property
• Reading the content
• Changing the property
• Calling the action

Note: Only selected action calls and properties are logged in the audit log.

Managing members and external members

Available for: [A]

Members and external members are managed via the cloud organization. Typical administrative tasks are

• Importing members
• Adding members
• Inviting members
• Changing the membership
• Terminating the membership
• Managing teams
• Defining authentication and the second factor
• Showing the account activity of members
• Managing external members
• Managing the organizational plan
  Note: External members cannot be defined in positions in the organizational plan.

Managing SaaS usage types

Available for: [A]

In order for members or external members of the cloud organization to be able to use a solution, they must be assigned a corresponding SaaS usage type.

Monitoring SaaS usage units

Available for: [A]

The SaaS usage units used are monitored in a dedicated dashboard.

Information on usage behavior, peak evaluations, warnings and messages are displayed for the SaaS usage type [C].

Using reports

Available for: [A]

Reports can be used to identify problems in the context of the cloud organization.

Defining advanced settings

Available for: [A]

The advanced settings provide additional configuration options:

• Managing app configurations
• Defining target domains for transferring Teamrooms
• Defining OAuth clients
• Defining Mindbreeze AI settings
• Defining holiday tables
• Defining contact details
• Defining logos
• Defining policies
• Defining log-in options
• Defining SMTP settings
• Defining organization roles
• Configuring encryption
• Configuring digital signatures

Defining default Teamrooms

Available for: [A]

The defined default Teamrooms are displayed in the organization shelves of the respective members.

Carrying out further administrative tasks

Available for: [A]

The following further management options are available:

• Anonymizing users
• Dissolving all Teamrooms
• Deactivating and resetting the organization
• Showing New Events
• Showing the Teamroom usage
• Defining permanent log-in
• Defining privacy settings
• Defining trusted networks
• Defining the organization branding
• Viewing e-mail communication of organizational use cases (e.g. invitations)
• Defining the default data location
• Checking the files for malware
• Using search folders for audit logs