Application Area: Correspondence Management (Fabasoft Approve Correspondence)

Fabasoft Approve Correspondence offers you a pioneering solution for the innovative management of your correspondence. The application enables extremely uncomplicated, intuitive and collaborative handling of correspondence.

Speed up documentation creation with Xeditor
By integrating Xeditor into Approve, standardized, structured content can be created, edited and reviewed together as a team. The documents are structured and semantically enriched on the basis of sets of rules (such as DITA, S10000D, Pi-Mod etc.) or individual schemas.
Standardized format templates ensure a uniform layout for all your technical documents. The division of information into chapters ensures easy reuse as well as automatic, fast and precise publication on all publication channels, from digital to print. Thanks to the Word-like user interface, authors do not need in-depth knowledge of XML to easily generate structured content.
Integrate suppliers into your processes
Approve automates checking and approval processes and integrates your suppliers, including their documentation services, directly into the digital workflow. In this way, documents entered by the supplier can be automatically renamed based on predefined specifications and assigned to the existing order item of an order. Automatically sent deadline reminders ensure that deadlines are met and tasks are completed on time. This prevents delivery delays and reduces the risk of penalties for late delivery.
Access relevant information at any time
Thanks to the seamless connection to your existing ERP system, for example SAP, Approve links customer orders, supplier orders and documentation. The software thus provides all relevant stakeholders (suppliers, customers, etc.) with all necessary data such as scope of documentation, deadlines, document status, revisions, etc. at a glance.
Thanks to numerous standard interfaces and the modelling of specialized web services based on standard protocols such as SAP or Rest, systems such as drawing databases can also be synchronized. This means that dimensional drawings, for example, are automatically assigned to the correct customer package.
Create your customer documentation with just a few clicks
Combine your product documentation and your suppliers' documents to create complete technical documentation.
By conveniently integrating your customers into the correction processes, approval is completed in the shortest possible time. Thanks to automated packaging, the entire documentation is structured according to customer specifications and all information is available at all times in a comprehensible form. This simplifies collaboration with your customers.

Application Areas

Fabasoft Approve Correspondence can be used for the following application areas. These are described in more detail below.

Document Management

Due to the application approach of the document management system, you must first create the basic structure, such as corresponding projects (see chapter “Projects”), partner (see chapter “Partner”) and shelves (see chapter “Shelf”). Optionally you have the possibility to use areas (see chapter “Area”) for a simple document management without corresponding partners. Once you have configured this structure as described in the object structure, you are able to create various document lists (see chapter “Document List”) within these containers. These document lists allow you to configure a variety of settings that affect the documents (see chapter “Documents”) within the list. In addition, you can use these lists to efficiently manage and organize the documents in your document management system.

After a document list (see chapter “Document List”) has been created, it is possible to create documents (see chapter “Documents”) within the list. These documents are based on the previously defined settings in the areas (see chapter “Area”), projects (see chapter “Projects”), partners (see chapter “Partner”), shelves (see chapter “Shelf”), directories (see chapter “Directory”) and document lists. The documents created can now be managed effectively and contain the corresponding files. Everywhere, except in areas, you have the option of requesting these documents from your suppliers and labeling them using previously configured categories. Various properties can be specified, which enables the documents provided to be handled in an organized manner.

Revisions can also be created within these documents (see chapter “Documents”) in order to track the status of the documents. By adding revisions, you enable a transparent history of changes to a specific document. This is particularly important for tracking the development process, updates and modifications.

Document revisions give users the ability to access previous versions, review the change history and understand the current state of the document. This is particularly helpful when it comes to compliance, quality control or ensuring the accuracy and reliability of information.

In addition, it is possible to check documents according to individual requirements and integrate them into a special document process that enables important checks. Once the document has been comprehensively checked, there is the option of integrating it into a Transmittal and sending it accordingly. This step leads seamlessly to the next application area, which emphasizes the advantages of Transmittal dispatch.

The process of integrating verified documents into letters enables a seamless connection between document management and transmittal management. This helps to ensure that only verified and authorized documents are included in the letters and sent, further strengthening the security and integrity of the entire communication process. This integrated functionality therefore not only optimizes efficiency, but also the security and reliability of the entire system.

Transmittal Management

If you follow the Transmittal Management application approach, you must first create the basic structure. This includes, for example, projects (see chapter “Projects”), partner (see chapter “Partner”) and shelves (see chapter “Shelf”). This structure lays the organizational foundation for the efficient management of Transmittal (transfers of information, documents (see chapter “Documents”), actions (see chapter “Action Items”) or open points (see chapter “Open Points”)) in your System.

Once this structure has been configured accordingly, you can create letters for specific projects and partners.

Using a transmittal management system allows for an organized and traceable transfer of information between different project partners. This is particularly important in environments where clear communication and tracking of information is crucial.

Once you have implemented the structure in accordance with the object structure, you have the option of creating letters (see chapter “Letters”) within these containers. You can configure these letters according to the specifications in the object structure. Once you have created the letters according to your requirements, you have the option of sending them directly or saving them as drafts.

Configuring the letters in accordance with the object structure allows you to specify relevant information such as recipient, subject, content, cover letter and attachments. The ability to save letters as drafts allows you to review steps or make adjustments before final delivery.

This approach provides a structured and efficient method for creating, customizing and submitting letters within your system, especially when a clear and repeatable process structure is required. Within these letters, you can view corresponding previous or subsequent letters and modify the letters accordingly.

Certain functions give you the option of forwarding or recalling letters. The forwarding function allows you to send a created letter to other users or recipients within the system. This is useful if you need to include specific people in the communication process.

The recall function allows you to recall a letter that has already been sent before it has been read or edited by the recipient. This is particularly helpful if you realize that changes need to be made or if the letter was sent in error.

Diese Funktionen tragen dazu bei, die Flexibilität und Kontrolle über den Briefverkehr in Ihrem System zu erhöhen und ermöglichen es Ihnen, schnell auf Änderungen oder unvorhergesehene Anforderungen zu reagieren.

An additional essential main function in the context of Transmittal Management is to enable the customization of individual processes for specific instances concerning the sending of letters and the initiation of processes. Here it is possible to define customized processes for each corresponding instance for both the receipt and dispatch of letters and the associated creation of processes. These can be individually set and configured with regard to checks and the reaction to them.

With regard to document management, it is also possible to relate corresponding documents to each other and use them for further processing steps. This function enables comprehensive integration of documents into the workflow, ensuring efficient and transparent management. This extended functionality helps to optimize the flexibility and adaptability of the Transmittal Management System to the specific requirements and processes of an organization.

Entity Management

If you follow the entity management application approach, you must first create the basic structure. This includes areas (see chapter “Area”), projects (see chapter “Projects”), partner (see chapter “Partner”) and possibly also shelves (see chapter “Shelf”). This structure lays the organizational foundation for the efficient management of action items (see chapter “Action Items”) and open points (see chapter “Open Points”) in your System.

Once this structure has been configured accordingly, you can configure action items and open points for specific areas, projects and partners within the corresponding lists.

The lists enable specific settings that are applied accordingly in terms of actions and open points.

In addition, you can use these lists to efficiently manage and organize the action items and open points in your entity management system.

The entities created can now be managed effectively and contain the corresponding associated files. There is also the option to send these entities by using previously configured categories. Various properties can be specified, which enables the entities provided to be handled in an organized manner.

Revisions can also be created within these entities in order to track the status of the entities. By adding revisions, you enable a transparent history of changes to a particular entity. This is particularly important for tracking the development process, updates and modifications.

Entity revision gives users the ability to access previous versions, review the change history and understand the current state of the entity. This is particularly helpful when it comes to compliance, quality control or ensuring accuracy and reliability of information.

The management of responsibilities on these entities makes it possible to assign individual responsibilities. The respective managers have the authority to customize the entities according to specifications and design them accordingly. It is also possible to manage and set due dates for the respective entity, which affects the time component.

The principle of LOP lists (list of open points) is used to read the progress from the entities. These lists provide an overview of all entities and their respective status. In this way, open tasks can be read off and progress to date can be documented.

It is also possible to initiate relevant meetings within these entities. The relevant entities and their current status can be discussed. This promotes effective communication and collaboration within the system, as all relevant information and discussions are brought together in one central location.

Correspondence Management Dashboard

Once successfully added to a correspondence manager configuration, a dashboard is automatically created for you and placed on the “Home” page. This correspondence dashboard serves as your central access point to Fabasoft Approve Correspondence.

Note: It is important to note that depending on your role and the previous settings made prior to your first access to Fabasoft Approve Correspondence, certain objects and settings may vary. There may be differences in terms of user help. In case of ambiguities or specific adjustments, you should contact the relevant administrators for detailed information.

Areas

The correspondence manager dashboard is divided into the following areas:

My Calendar
This is a calendar that contains all the events in the shelf calendar (see chapter “Calendar”).
My Areas (see chapter “Area”)
These are all areas that are assigned to you at least in part.
My Projects (see chapter “Projects”)
These are all projects that are assigned to you at least in part.
My Partners (see chapter “Partner”)
These are all partners that are assigned to you at least in part.
My Shelves (see chapter “Shelf”)
These are all the shelves that are assigned to you at least in part.
My Scopes (see chapter “Scopes & Packages”)
These are all scopes that are assigned to you at least in part.
My Report Packages (see chapter “Scopes & Packages”)
These are all report packages that are assigned to you at least in part.
My Submission Packages (see chapter “Scopes & Packages”)
These are all submission packages, at least part of which are assigned to you.
My Documents (see chapter “Documents”)
These are all documents that are assigned to you at least in part.
All Letters (see chapter “Letters”)
These are all letters that are available in the application.
All Cases (see chapter “Cases”)
These are all cases that exist in the application.
All Documents (see chapter “Documents”)
These are all documents that are available in the application.
My Meetings (see chapter “Meetings”)
These are all meetings that are assigned to you at least in part.
My Action Items (see chapter “Action Items”)
These are all action items that are assigned to you at least in part.
All Actions Items (see chapter “Action Items”)
These are all action items that are available in the application.
My Open Points (see chapter “Open Points”)
These are all open points, at least some of which are assigned to you.
All Open Points (see chapter “Open Points”)
These are all open points that exist in the application.
My Search Folders
These are search folders that are instantiated and administered by you or are assigned to you.

Actions

You can find the following actions in the correspondence manager dashboard:

Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Create Project (see chapter “Projects”)
This action opens a dialog box in which any settings for the new project can be made.
Create Partner (see chapter “Partner”)
This action opens a dialog box where you can make any settings for the new partner.
Refresh
Refreshes the dashboard of the correspondence manager.
Switch to Configuration (see chapter “Correspondence Management Configuration”)
This action allows you to switch from the dashboard to the correspondence manager configuration.
Settings
Opens the dashboard settings.

Correspondence Management Configuration

In the correspondence manager configuration, you can define the following application-specific settings, which are described in more detail below.

Areas

The correspondence manager configuration is divided into different areas to provide you with clear access and efficient use of Fabasoft Approve Correspondence.

The following areas are typically available:

Areas (see chapter “Area”)
These are all areas that were created in the application.
Projects (see chapter “Projects”)
These are all projects that were created in the application.
Partners (see chapter “Partner”)
These are all partners that exist in the application.
Configuration Data (see chapter “Configuration Data”)
These are various documents for which various configuration-specific attributes and metadata can be set.
Async Data Objects
Contains basic objects that save input data from a web service and process it in the background. If such processing is running, entries are visible in this area.
Users Without Login (Last 90 Days)
This section shows all users assigned to the application who have not logged in for 90 days.
Orphan Objects
This is a list of objects, which are not assigned to a Teamroom.
Insight Apps
Insight Apps provide aggregated access to the information in your cloud organization, tailored to your needs. You can use Insight Apps to display and highlight important information without users having to search for it explicitly.
Forms and Categories
Shows the forms and categories provided via the configuration. With the help of user-defined forms, for example, contracts can be expanded to include fields for storing customer-specific data. Categories can be assigned to objects and thus influence the behavior of the objects.
Note: Further information can be found in the white paper “Model-Based Customizing: new window”.
Processes
Shows the processes provided via the configuration. Users, organizations, organizational units and external organizations can be integrated into the processing of business objects via workflow by starting a process that can be processed via the worklist (these are usually approval and release processes).
Further information can be found in the white paper “Model-Based Customizing: new window” and in the “Workflow: new window” chapter in the “User Help Fabasoft Cloud”.
Templates
Shows the templates provided via the configuration. The templates are displayed in the Create dialog (e.g., using the “New” context menu command). You can define contract and document templates both in the contract manager configuration and in a contract list. Templates defined in the contract manager configuration are offered for selection in all contract lists.
Note: A template can only be used once it has been released via the “Release for Usage” context menu command. Changes must be released using the “Re-release” context menu command. Sharing can also be deactivated.
Text Modules
Shows the text modules provided via the configuration that can be inserted into Word documents. Text modules can be inserted in contract documents and also in document templates. You can define text modules both in the contract manager configuration and in a contract list. Text modules defined in the contract manager configuration are available in all contract manager lists.
Reports and OData Services
Contains templates for reports and OData services. Corresponding BIRT reports, Microsoft Excel reports and OData services can be generated within this list. These reports essentially offer the possibility of data visualization and analysis. They can also be integrated into any web applications (BIRT).
Thesauri
Shows the Thesauri provided in the configuration.
Presettings
Contains default settings such as self-generated search patterns or time spans.
Failed Background Tasks
This area shows failed background tasks. You can perform the following manual actions: “Define Next Execution”, “Send Link” and “Delete”.
Note: This area is only displayed if there is at least one failed background task.

Actions

Create Project (see chapter “Projects”)
This opens a window in which a project can be configured according to the given settings and placed in the corresponding project list.
Create Partner (see chapter “Partner”)
This opens a window in which a partner can be configured according to the given settings and added to the partner list.
Import Translations
Imports a CSV of translations for various languages.
Export Translations
Exports a CSV of translations for various languages you can select.
Show New Events
This action opens the news of the quality management configuration.
Settings
This opens a window in which the configuration-specific settings corresponding to the adjustments to be made can be manipulated.

Settings

The following settings can be made within the correspondence management configuration:

Tab “General Settings”

Name
Defines the name of the configuration.
Subject
Defines the description of the configuration.
Holiday Table
Defines the public holiday table to be used in the context of the configuration (otherwise the default public holiday table is used).
Access Protection
Defines the access settings. By default, only the specified team can access objects.
Restrict Shortcuts Within Teamroom
Defines what type of links may be stored in the configuration. You can restrict the permitted links to objects that are assigned to the organization or to objects that are assigned to the configuration.
Restrict the Downloading or Opening of Content on the Device
Allows you to restrict the team members who are allowed to open or download content on the end device.
Roles That Are Allowed to Open or Download Content on the Device
Defines which authorizations a team member must have so that the team member can open or download content on the end device.
All Team Members May Add Members
Determines whether all team members are allowed to add users to the team or only team members with “All Rights”. Members with change rights may grant or revoke change rights or read rights to other members. Members with read rights may grant or withdraw read rights from other members.
Restrict Team Members
Defines the organizations, organizational units, teams and external organizations whose members may be added to the configuration. If the list does not contain any entries, members can be added without restriction.
Main Administrator
Defines the user who receives the automatically generated e-mail messages relating to the configuration. Otherwise, all app administrators receive the e-mail messages. The user is also listed as a contact in the event of missing authorizations.
Support Coordinator
The support coordinator team has access to all support requests in the corresponding context and can perform the same actions as the submitters of the support requests.
Support Team
The support team takes over the organization-internal administration of support requests in the appropriate context.
Enable Advanced Mode
Activates a mode that allows you to work with multiple Shelves and manage templates and presets, among other things.
Activate Trace Output
Enables the output of information about the progress of a code execution. For example, if you are a form designer using expressions for calculation or validation, it can sometimes be difficult to identify errors in the expressions. To simplify the analysis, you can have trace output written to the web browser console (cooobj.Trace("string"); or cooobj.Trace("string", value);).

Tab “Details”

You have the following setting options within the configuration of the correspondence manager:

Default Dashboard Name
This is a field that determines the name of the dashboard. You can provide a required name.
Default Dashboard Class
This is a field that indicates which class is behind the dashboard. This class provides all the necessary objects, lists and properties of the dashboard and prepares the dashboard.
Default Dashboard Form
This setting enables the storage of a form specified in the configuration, which is derived from the dashboard class.
Show Calendar in Dashboard (see chapter “Calendar”)
This field determines whether a calendar is displayed in the dashboard.
Use Letters in Shelves (see chapter “Letters”)
This field determines whether letters should be displayed in shelves.
Use Correspondences for Related Letters in Shelves (see chapter “Letters”)
This field determines whether letters belonging together in shelves should be displayed in a correspondence field.
Show Letters in Dashboard (see chapter “Letters”)
This field determines whether letters should be displayed in the dashboard.
Show Cases in Dashboard (see chapter “Cases”)
This field determines whether cases should be displayed in the dashboard.
Default Partner (see chapter “Partner”)
This field offers the option of providing a standard partner. If no partner is to be selected, this is selected when an object is created.
Default Partner Shelf Template
if a partner (see chapter “Partner”) is stored, a template can be stored for the partner. This template must first be created in the configuration and derived from the partner class.
Categories for Registration to a Directory
Corresponding categories for registration can be stored in a directory. These categories must first be made available in the configuration.
Categories for Registration as a Letter
Here you can define categories for registration as a letter.
Default Form for New Projects
A form that was created in the configuration and is derived from the project class can be stored here.
Default Form for New Partners
A form that was created in the configuration and derives from the partner class can be stored here.
Default Form for New Shelves
A form that was created in the configuration and derives from the shelf class can be stored here.
Default Form for New Directories
A form that was created in the configuration and derives from the directory class can be stored here.
Default Form for Registration to a Directory
A form that was created in the configuration and is derived from the registration class can be stored here.
Default Form for New Letters
A form that was created in the configuration and is derived from the letter class can be stored here.
Default Form for E-Mails/Folders Registered as Letters
A form that was created in the configuration and is derived from the e-mail or folder class can be stored here.
Default Form for New Cases
A form that was created in the configuration and is derived from the cases class can be stored here.
Default Form for New Comments
A form that was created in the configuration and derives from the comment class can be stored here.
Default Form for New Incoming Document Items
A form that was created in the configuration and is derived from the document item class can be stored here.
Default Form for New Outgoing Document Items
A form that was created in the configuration and is derived from the document item class can be stored here.
Default Form for New Correspondences
A form that was created in the configuration and is derived from the correspondence class can be stored here.
Default Form for New Document Lists
A form that was created in the configuration and is derived from the document list class can be stored here.
Default Form for New Scopes
A form created in the configuration and derived from the scope class can be stored here.
Default Form for New Report Packages
A form that was created in the configuration and is derived from the report package class can be stored here.
Default Form for New Submission Packages
A form that was created in the configuration and is derived from the submission class can be stored here.
Default Form for New Work Packages
A form that was created in the configuration and is derived from the work package class can be stored here.
Default Form for New Documents in a Document List
A form that was created in the configuration and is derived from the document class can be stored here.
Default Form for New Document Instances in a Document List
A form that was created in the configuration and is derived from the document instance class can be stored here.
Default Form for New Action Item Lists
A form that was created in the configuration and is derived from the action item list class can be stored here.
Default Form for New Meetings
A form that was created in the configuration and is derived from the meeting class can be stored here.
Default Form for New Meeting Sequences
A form that was created in the configuration and is derived from the meeting sequence class can be stored here.
Default Form for New Action Items
A form that was created in the configuration and is derived from the action item class can be stored here.
Default Form for E-Mail Folders
A form that was created in the configuration and is derived from the e-mail folder class can be stored here.
Default Form for Registered E-Mails
A form that was created in the configuration and is derived from the registered e-mail class can be stored here.
Process Triggers
This allows you to set different triggers in order to start specific processes.
- Trigger
  This field is for specifying the trigger for starting a specified process.
- Process
  This field is for specifying the desired process that gets started when the specified trigger gets.
Intervals
This allows you to set intervals that are available throughout the application.
Documents Export Template
A template for exporting documents can be stored here. This template must first be specified in the configuration.
Comments Export Template
A template for exporting comments can be stored here. This template must first be specified in the configuration.
Action Items Export Template
A template for exporting action items can be stored here. This template must first be specified in the configuration.
Open Points Export Template
A template for exporting open points can be stored. This template must first be specified in the configuration.
Document Due Date Fulfilling States
The corresponding states to be used in the application can be specified here.
Purposes of Sending (see chapter “Purpose of Sending”)
The corresponding states to be used in the application can be specified here.
Enable Polling for New Letters (see chapter “Letters”)
Here you can activate the automatic checking of incoming letters.
Terminate Migration
Here you can cancel a migration.
Metadata Container Mappings
Various mappings can be defined here, which link categories with containers and their attributes.

Tab „Process configuration “

Standard process for selecting optional documents
A previously specified process for selecting optional documents can be stored here.
Standard process for selecting documents from document lists
A previously specified process for selecting documents can be stored on document lists.

Projects

In a project, you can define the following possible areas, actions and settings, which are described in more detail below.

Areas

These areas exist within a project:

General Documents
These are general documents that are relevant to the project. Directories (see chapter “Directory”), documents (see chapter “Documents”) with document lists (see chapter “Document List”), action items (see chapter “Action Items”) in action item lists (see chapter “Action Item List”), open points (see chapter “Open Points”) in open points lists (see chapter “Open Points List”) and other documents can be generated.
Calendar (see chapter “Calendar”)
This is a project-specific calendar that displays all events and tasks that are relevant within the project.
E-Mails
These are all emails that have been stored in this project.
E-Mail Folders (see chapter “E-Mail Folder”)
This is a folder that contains all e-mails relating to the project.
Shelves
These are the project-specific shelves that have been created in the context of a project.
All Documents (see chapter “Documents”)
These are all project-specific documents that have been generated within the project.
All Action Items (see chapter “Action Items”)
These are all project-specific action items that have been generated within the project.
All Open Points (see chapter “Open Points”)
These are all project-specific open points that have been created within the project.

Actions

The following actions are available to you within the project:

Synchronize
Synchronizes the project.
Define Logo
Defines a logo for the respective project.
Show Project Usage
Shows the usage of the project and all assigned shelves, where a window has been opened and corresponding usages can be viewed. This data can be exported using a CSV file.
Settings
This action opens the project settings.

Settings

You can make the following settings in a project:

Tab “Project”

You can make the following settings in the “Project” tab:

Name
This is the project name.
Project ID
This field offers the option of providing a unique identification number for the project.
Category
This is a category that can be stored for the project. This category must be provided in the configuration, whereby the category must be derived from the project class.
Subject
This is a subject for the project.
Customer Reference Number
A number can be stored for the customer reference.
Customer Reference Description
A description for the customer reference can be stored here.
Partner (see chapter “Partner”)
Here you can view the partner that was referenced in the project.
Use Expression for Letter Number
It can be activated here, that an expression can be provided for processing letter numbers.
Expression for Letter Number
If this has been activated, the corresponding expression for letter number processing can be stored.
Pattern for Letter Number
If the Use Expression for Letter Number field has not been activated, this field is available. It allows you to specify a template for the letter numbers.
Pattern for Letter Ordinal (see chapter “Letters”)
This is a pattern for the ordinal number of the letter. This pattern can be set within this field and applies to the entire project.
Separator for Subject
A separator can be set for the subject. This separator is therefore valid for the entire project scope.
Letter Name Requires Subject (see chapter “Letters”)
This field activates the need for the subject in the case of the letter.
Pattern for Capturing Letter Number/Letter Subject From an E-Mail Subject
A pattern can be specified here which enables letter numbers and letter subjects to be recognized from an e-mail subject. This applies within the project.
Processing Instructions During Registration as a Letter (see chapter “Letters”)
A processing instruction for registration as a letter can be set here. This processing instruction applies to the entire project.
- Scope
  A distinction can be made here as to which area the processing instruction relates to. You can choose between “Disabled”, “Source” and “Letter”.
- Regular Expression to Parse an E-Mail Body
  This is the expression that is executed if e-mail content needs to be analyzed.
- Flags for the Regular Expression
  An option for the regular expression can be stored here.
Reference Dates (see chapter “Reference Dates”)
This field offers the option of storing any reference dates. This results in the following properties, which must be set:
- Name
  This is the name of the reference date.
- Date
  This field offers the option of setting a date for the reference date.
- Teamroom
  This field shows the Teamroom of the reference date.
Users/Teams not Allowed to Close Letters
This is an explicit list of users and teams who are not authorized to conclude letters.
Restrict Purposes of Sending
The purposes of sending can be limited at project level.
Purposes of Sending
Shows the purposes of sending that are active for the project. If the Restrict shipping purposes option is activated, it is possible to explicitly activate individual shipping purposes.
Default Process for Document Item Review
This field allows you to store processes to be used for reviewing document items.
Default Process for Document Review
This field allows you to store processes to be used for reviewing documents.
Default Process for Internal Document Review
This field allows you to store processes to be used for reviewing internal documents.
Default Process for Action Item Processing
This field allows you to store processes to be used to work through action items.
Default Process for Open Point Processing
This field allows you to store processes to be used to work through open points.
Use E-Mail Folders
This field allows you to use email folders. In the e-mail folder, the registered e-mails are grouped according to e-mail domains.
Default Change Access for New E-Mail Folders
This field allows you to store persons who have change rights for newly created e-mail folders by default.
Default Read Access for New E-Mail Folders
This field allows you to store persons who have read rights for newly created e-mail folders by default.
Users With Change Access Can Create Directories
It can be activated here that users with change rights can create directories.
Users With Change Access Can Create E-Mail Folders
It can be activated here that users with change rights can create e-mail folders.
Visible to all App Users
Here you can activate that any settings are visible to all app users.
App Configurations for Controlling Restricted Access
This field only appears if the Visible to all App Users field has been selected. It can be activated that the app configurations for controlling the restricted rights are possible.
Send ICS Files With Notification E-Mails
ICS data transmission can be activated here.
Calendar URL
This field provides the URL to the project's calendar (see chapter “Calendar”).
Metadata Container Mappings
Various mappings can be defined here, which link categories with containers and their attributes.

Tab “Advanced Settings”

You can make the following settings in the “Advanced settings” tab:

Default Form for New Directories
This field offers the option of storing a standard form that was previously specified in the configuration and can be used for the directory class accordingly.
Default Form for Registration to a Directory
This field offers the option of storing a standard form that was previously specified in the configuration and can be used for the directory class accordingly.
Default Form for New Document Code Parts
This field offers the option of storing a standard form that was previously specified in the configuration and can be used for the document coding parts class.
Document Code Import
A document code import can be described here.
Document Code Parts
Corresponding document coding parts can be generated. This results in the following properties, which must be set:
- Collaboration
  This is the link to the current project.
- Code
  This is the code of the code part.
- Description
  This is the description of the coding.
- Type
  This field allows you to specify the type of coding. A distinction can be made between “None”, “Sequential Numbering”, “Date” and “Meeting ID”.
Default Form for Reference Dates
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the reference dates class.
Unique Document Numbers
This field offers the option of enabling unique numbers for documents.
Calculated Document Numbers
This field offers the possibility to enable calculated numbers for documents.
Default Form for Document Lists
This field offers the option of storing a default form, which was previously specified in the configuration and can be used for the document list class accordingly.
Document Lists (see chapter “Document List”)
This field offers the option of providing document lists within a project.
Unique Action Item Numbers (see chapter “Action Items”)
This field offers the possibility to enable unique numbers for action items.
Calculated Action Item Numbers
This field offers the possibility to enable calculated numbers for action items.
Default Form for New Action Item Lists
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the action item list class.
Action Item Lists (see chapter “Action Item List”)
This field offers the possibility to provide action item lists within a project.
Unique Open Point Numbers (see chapter “Open Points”)
This field offers the option of enabling unique numbers for open points.
Calculated Open Point Numbers
This field offers the option of enabling calculated numbers for open points.
Default Form for Open Point Lists
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the open points list class.
Open Point Lists (see chapter “Open Points List”)
This field offers the option of providing open points lists within a project.
Default Form for E-Mail Folders
This field is used for providing a default form for e-mail folders.
Default Form for Registered E-Mails
This field is used for providing a default form for registered emails.
Documents Export Template
This field offers the possibility to store a template for the export of documents.
Comments Export Template
This field offers the possibility to store a template for the export of comments.
Action Items Export Template
This field offers the possibility to store a template for the export of action items.
Open Points Export Template
This field offers the possibility to store a template for the export of open points.

Area

An area is a simplified version of a project (see chapter “Projects”), where no correspondence is needed with different partners is needed. This could be used for internal projects. In an area, you can define the following possible areas, actions and settings, which are described in more detail below.

Areas

These areas exist within an area:

General Documents
These are general documents that are relevant to the area. Directories (see chapter “Directory”), documents (see chapter “Documents”) with document lists (see chapter “Document List”), action items (see chapter “Action Items”) in action item lists (see chapter “Action Item List”), open points (see chapter “Open Points”) in open points lists (see chapter “Open Points List”) and other documents can be generated.
Calendar (see chapter “Calendar”)
This is an area-specific calendar that displays all events and tasks that are relevant within the area.
All Documents (see chapter “Documents”)
These are all area-specific documents that have been generated within the area.
All Action Items (see chapter “Action Items”)
These are all area-specific action items that have been generated within the area.
All Open Points (see chapter “Open Points”)
These are all area-specific open points that have been generated within the area.

Actions

The following Actions are available to you within the area:

Synchronize
Synchronizes the area.
Define Logo
Defines a logo for the respective area.
Show Project Usage
Shows the usage of the
Settings
This action opens the area settings.

Settings

You can make the following settings in an area:

Tab “Area”

You can make the following settings in the “Area” tab:

Name
This is the area’s name.
Area ID
This field offers the possibility to provide a unique identification number for the area.
Category
This is a category that can be stored for the area. This category must be provided in the configuration, whereby the category must be derived from the area class.
Subject
This is a subject for the area.
Reference Dates (see chapter “Reference Dates”)
This field offers the option of storing any reference dates. This results in the following properties, which must be set:
- Name
  This is the name of the reference date.
- Date
  This field offers the option of setting a date for the reference date.
- Teamroom
  This field shows the Teamroom of the reference date.
Default Process for Document Item Review
This field allows you to store processes to be used for reviewing document items.
Default Process for Document Review
This field allows you to store processes to be used for reviewing documents.
Default Process for Internal Document Review
This field allows you to store processes to be used for reviewing internal documents.
Default Process for Action Item Processing
This field allows you to store processes to be used for processing action items.
Default Process for Open Point Processing
This field allows you to store processes to be used for processing open points.
Use E-Mail Folders
This field enables the use of e-mail folders within areas.
Default Change Access for New E-Mail Folders
This field allows you to store persons who have change rights for newly created e-mail folders by default.
Default Read Access for New E-Mail Folders
This field allows you to store persons who have read access to newly created e-mail folders by default
Users With Change Access Can Create Directories
It can be activated here that users with change rights can create directories.
Users With Change Access Can Create E-Mail Folders
It can be activated here that users with change rights can create e-mail folders.
Contact Room
This field contains the corresponding contact room, where users can be assigned and managed.
Synchronize Permissions
Here you can activate whether the authorizations should be synchronized.
Project Roles
This field allows you to create individual project roles with specific users and grant them different access rights. A project role has the following parameters:
- Project Role
  Here you can add the Project Role, which should be manageable in the area.
- Members
  Here you can add the individual users, which should be part of the project role
Project Roles With Change Access
This field allows you to tick a project role and grant it change access rights.
Project Roles With Read Access
This field allows you to tick a project role and grant it read access rights.
Visible to all App Users
Here you can activate that any settings are visible to all app users.
App Configurations for Controlling Restricted Access
This field only appears if the Visible to all App Users field has been selected. It can be activated that the app configurations for controlling the restricted rights are possible.
Send ICS Files With Notification E-Mails
ICS data transmission can be activated here.
Calendar URL
This field provides the URL to the area’s calendar (see chapter “Calendar”).

Tab “Advanced Settings”

You can make the following settings in the “Advanced settings” tab:

Default Form for New Directories
This field offers the option of storing a standard form that was previously specified in the configuration and can be used for the directory class accordingly.
Default Form for Registration to a Directory
This field offers the option of storing a standard form that was previously specified in the configuration and can be used for the directory class accordingly.
Default Form for New Document Code Parts
This field offers the option of storing a standard form that was previously specified in the configuration and can be used for the document coding parts class.
Document Code Import
A document code import can be described here.
Document Code Parts
Corresponding document coding parts can be generated. This results in the following properties, which must be set:
- Collaboration
  This is the link to the current project.
- Code
  This is the code of the code part.
- Description
  This is the description of the coding.
- Type
  This field allows you to specify the type of coding. A distinction can be made between “None”, “Sequential Numbering”, “Date” and “Meeting ID”.
Default Form for Reference Dates
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the reference dates class.
Unique Document Numbers
This field offers the option of enabling unique numbers for documents.
Calculated Document Numbers
This field offers the possibility to enable calculated numbers for documents.
Default Form for Document Lists
This field offers the option of storing a default form, which was previously specified in the configuration and can be used for the document list class accordingly.
Document Lists (see chapter “Document List”)
This field offers the option of providing document lists within an area.
Unique Action Item Numbers (see chapter “Action Items”)
This field offers the possibility to enable unique numbers for action items.
Calculated Action Item Numbers
This field offers the possibility to enable calculated numbers for action items.
Default Form for New Action Item Lists
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the action item list class.
Action Item Lists (see chapter “Action Item List”)
This field offers the possibility to provide action item lists within an area.
Unique Open Point Number (see chapter “Open Points”)
This field offers the option of enabling unique numbers for open points.
Calculated Open Point Numbers
This field offers the option of enabling calculated numbers for open points.
Default Form for Open Point Lists
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the open points list class.
Open Point Lists (see chapter “Open Points List”)
This field offers the option of providing open point lists within an area.
Default Form for E-Mail Folders
This field is used for providing a default form for e-mail folders.
Default Form for Registered E-Mails
This field is used for providing a default form for registered emails.
Documents Export Template
This field offers the possibility to store a template for the export of documents.
Comments Export Template
This field offers the possibility to store a template for the export of comments.
Action Items Export Template
This field offers the possibility to store a template for the export of action items.
Open Points Export Template
This field offers the possibility to store a template for the export of open points.

Partner

In a partner, you can define the following possible areas, actions and settings, which are described in more detail below.

Areas

These areas exist within a partner:

General Documents
These are general documents that are relevant to the partner. Directories (see chapter “Directory”), documents (see chapter “Documents”) with document lists (see chapter “Document List”), action items (see chapter “Action Items”) in action item lists (see chapter “Action Item List”), open points (see chapter “Open Points”) in open points lists (see chapter “Open Points List”) and other documents can be generated.
E-Mails
These are all emails that have been filed in this shelf.
E-Mail Folders (see chapter “E-Mail Folder”)
This is a folder that contains all emails of the shelf.
Calendar (see chapter “Calendar”)
This is a partner-specific calendar that displays all events and tasks that are relevant within the partner.
Shelves (see chapter “Shelf”)
These are the partner-specific shelves that have been created in the context of a partner.
All Documents (see chapter “Documents”)
These are all partner-specific documents that have been generated within the partner.
All Action Items (see chapter “Action Items”)
These are all partner-specific action items that have been generated within the partner.
All Open Points (see chapter “Open Points”)
These are all partner-specific open points that have been generated within the partner.

Actions

The following actions are available to you within the partner:

Synchronize
Synchronizes the partner.
Define Logo
Defines a logo for the respective partner.
Show Project Usage
Shows the usage of the partner and all assigned shelves, where a window has been opened and corresponding usages can be viewed. This data can be exported using a CSV file.
Settings
This action opens the partner's settings.

Settings

You can make the following settings in a partner:

Tab “Partner”

You can make the following settings in the “Partner” tab:

Name
This is the partner’s name.
Partner ID
This field offers the possibility to provide a unique identification number for the partner.
Partner E-Mail Domains
This field allows you to specify a partner e-mail domain.
New Partner Who Replaces This Partner
This field allows you to replace a partner with a new partner. This new partner takes over all settings and compositions with the project.
Category
This is a category that can be stored for the partner. This category must be provided in the configuration, whereby the category must be derived from the partner class.
Subject
This is a subject for the partner.
Projects (see chapter “Projects”)
Here you can view the projects that were referenced in the partner.
Reference Dates (see chapter “Reference Dates”)
This field offers the option of storing any reference dates. This results in the following properties, which must be set:
- Name
  This is the name of the reference date.
- Date
  This field offers the option of setting a date for the reference date.
- Teamroom
  This field shows the Teamroom of the reference date.
Default Process for Document Item Review
This field allows you to store processes to be used for reviewing document items.
Default Process for Document Review
This field allows you to store processes to be used for reviewing documents.
Default Process for Internal Document Review
This field allows you to store processes to be used for reviewing internal documents.
Use E-Mail Folders
This field enables the use of e-mail folders within partners.
Default Change Access for New E-Mail Folders
This field allows you to store persons who have change rights for newly created e-mail folders by default.
Default Read Access for New E-Mail Folders
This field allows you to store persons who have read access to newly created e-mail folders by default
Users With Change Access Can Create Directories
It can be activated here that users with change rights can create directories.
Users With Change Access Can Create E-Mail Folders
It can be activated here that users with change rights can create e-mail folders.
Visible to all App Users
Here you can activate that any settings are visible to all app users.
App Configurations for Controlling Restricted Access
This field only appears if the Visible to all App Users field has been selected. It can be activated that the app configurations for controlling the restricted rights are possible.
Send ICS Files With Notification E-Mails
ICS data transmission can be activated here.
Calendar URL
This field provides the URL to the partner's calendar (see chapter “Calendar”).

Tab “Advanced Settings”

You can make the following settings in the “Advanced settings” tab:

Default Form for New Directories
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the directory class accordingly.
Default Form for Registration to a Directory
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the directory class accordingly.
Default Form for New Document Code Parts
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the document code parts class.
Document Code Import
A document code import can be described here.
Document Code Parts
Corresponding document code parts can be generated. This results in the following properties, which must be set:
- Collaboration
  This is the link to the current partner.
- Code
  This is the code of the code part.
- Description
  This is the description of the code.
- Type
  This field allows you to specify the type of coding. A distinction can be made between “None”, “Sequential Numbering”, “Date” and “Meeting ID”.
Default Form for Reference Dates
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the Reference data class.
Unique Document Numbers
This field offers the option of enabling unique numbers for documents.
Calculated Document Numbers
This field offers the possibility to enable calculated numbers for documents.
Default Form for Document Lists
This field offers the possibility to store a default form, which was previously specified in the configuration and can be used for the document list class.
Document Lists (see chapter “Document List”)
This field offers the option of providing document lists within a partner.
Unique Action Item Numbers (see chapter “Action Items”)
This field offers the possibility to enable unique numbers for action items.
Calculated Action Item Numbers
This field offers the possibility to enable calculated numbers for action items.
Default Form for New Action Item Lists
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the action item list class.
Action Item Lists (see chapter “Action Item List”)
This field offers the possibility to provide action item lists within a partner.
Unique Open Point Number (see chapter “Open Points”)
This field offers the option of enabling unique numbers for open points.
Calculated Open Point Numbers
This field offers the option of enabling calculated numbers for open points.
Default Form for Open Point Lists
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the open points list class.
Open Point Lists (see chapter “Open Points List”)
This field offers the option of providing open point lists within a partner.
Default Form for E-Mail Folders
A form that was created in the configuration and is derived from the e-mail folder class can be stored here.
Default Form for Registered E-Mails
A form that was created in the configuration and is derived from the registered e-mail class can be stored here.
Documents Export Template (see chapter “Documents”)
This field offers the possibility to store a template for the export of documents.
Comments Export Template (see chapter “Comment”)
This field offers the possibility to store a template for the export of comments.
Action Items Export Template (see chapter “Action Items”)
This field offers the possibility to store a template for the export of action items.
Open Points Export Template (see chapter “Open Points”)
This field offers the possibility to store a template for the export of open points.

Shelf

In a shelf, which consists of the composition of the project (see chapter “Projects”) and the partner (see chapter “Partner”), you can define the following possible areas, actions and settings, which are described in more detail below.

Areas

Shelf Documents
These are general documents that are relevant to the shelf. Directories (see chapter “Directory”), documents (see chapter “Documents”) with document lists (see chapter “Document List”), action items (see chapter “Action Items”) in action item lists (see chapter “Action Item List”), open points (see chapter “Open Points”) in open points lists (see chapter “Open Points List”) and other documents can be generated.
Calendar (see chapter “Calendar”)
This is a shelf-specific calendar that displays all appointments and tasks that are relevant within the partner (see chapter “Partner”).
E-Mails
These are all emails that have been filed in this shelf.
E-Mail Folders (see chapter “E-Mail Folder”)
This is a folder that contains all emails on the shelf.
Drafts
This is a list of draft letters, whereby the letters (see chapter “Letters”) that have not been sent are included in this list.
Inbox
This is a list of letters (see chapter “Letters”) received, whereby these were sent from a different shelf.
Sent Letters (see chapter “Letters”)
This is a list of sent letters (see chapter “Letters”), these were sent to another shelf.
All Documents (see chapter “Documents”)
These are all shelf-specific documents, whereby these have also been created in the shelf.
Requested Documents (see chapter “Documents”)
This is the list of requested documents. These documents have been linked to this shelf.
Expected Documents (see chapter “Documents”)
This is the list of expected documents. This documents haven been linked to this shelf.
All Action Items (see chapter “Action Items”)
These are all shelf-specific action items, whereby these have also been created in the shelf.
All Open Points (see chapter “Open Points”)
These are all shelf-specific open points, whereby these have also been created in the shelf.
Cases (see chapter “Cases”)
These are all cases relating to the shelf.
Correspondences (see chapter “Correspondence”)
This list contains all objects relating to correspondence within the shelf.

Actions

The following actions are available to you within the shelf:

Create Letter (see chapter “Letters”)
Opens a window in which the settings of the letter are displayed. This letter is stored in the shelf again.
Create Case (see chapter “Cases”)
Opens a window in which the settings for the case are displayed. This process is stored in the shelf.
Synchronize
Synchronizes the shelf.
Define Logo
Defines a logo for the respective shelf.
Show Project Usage
Shows the usage of the shelves, whereby a window has been opened and corresponding usages can be viewed. This data can be exported using a CSV file.
Settings
This action opens the shelf settings.

Settings

You can make the following settings in a shelf:

Tab “Shelf”

You can make the following settings within the “Shelf” tab:

Project (see chapter “Projects”)
This is the referenced project with which the shelf is related.
Partner (see chapter “Partner”)
This is the referenced partner with which the shelf is related.
Partner Reference Number
This is the partner reference number, which identifies the partner (see chapter “Partner”). This serves as additional information.
Project E-Mail
This is an e-mail address that is used as the main e-mail address for the project (see chapter “Projects”).
Standard Users for Explicit Notifications
Here you can activate whether there should be a standard user for explicit notifications.
Additional Users for Explicit Notifications
This field is only visible if the default user for explicit notifications field has been activated. Multiple users, organizations and/or teams can be added for explicit notifications.
Category
This is a category that can be used for the shelf. This category must first be provided in the configuration and be applicable to the shelf class.
Subject
This is a subject that is valid for the respective shelf.
Use Letters
This determines whether or not letters are to be used within this shelf.
Use Correspondences for Related Letters
This determines whether or not an extra area should be used for the correspondence of the letters.
No Generated Names for Letters (see chapter “Letters”)
Here you can activate whether names should be generated for letters.
No Automatic Ordinals for Letters
Here you can activate whether numbering should be generated for letters.
Use New Letter Number for Replies/Forwards
Here you can activate that the letter number can be used for replies/forwarding.
Use Explicit To: and Cc: Recipients
This field enables the activation of To and Cc recipients, which must be specified explicitly.
Use Primary To: Recipient Contact
This field enables the use of primary to-receiver contacts to be activated.
Allow Author Definition
The author definition can be activated here.
Use Letter Message Template (see chapter “Letters”)
Here you can activate that a template should be used for messages in letters.
Letter Message Template
This field is only visible if the Use Letter Message Template field is activated. This field allows you to provide a template message for letters.
Send E-Mail Attachments Instead of Download Links
This field allows you to activate the use of attachments instead of links when sending.
Maximum Size for List of Attachments (in KB)
This field is only visible if the Send E-Mail Attachments Instead of Download Links field is activated. This field allows you to specify the maximum KB for attachments.
Default Period for Public Link Validity of Letters (see chapter “Letters”)
This field allows you to specify a default validity period for public links to letters.
Reference Dates (see chapter “Reference Dates”)
This field offers the option of storing any reference date. This results in the following properties, which must be set:
- Name
  This is the name of the reference date.
- Date
  This field offers the option of setting a date for the reference date.
- Teamroom
  This field shows the Teamroom of the reference date.
Directory Roles
This field allows you to activate directory roles that can be used in the respective shelf.
Default Process for Incoming Cases (see chapter “Cases”)
This field allows you to store processes to be used for incoming cases.
Default Process for Outgoing Cases
This field allows you to store processes to be used for outgoing cases.
Default Process for Document Item Review
This field allows you to store processes to be used for reviewing document items.
Default Process for Document Submission
This field allows you to store processes to be used for the transmission of documents.
Default Process for Document Review
This field allows you to store processes to be used for reviewing documents.
Default Process for Internal Document Review
This field allows you to store processes to be used for the review of internal documents.
Use E-Mail Folders (see chapter “E-Mail Folder”)
This field allows you to activate e-mail folders.
Default Change Access for New E-Mail Folders
This field allows you to define users, organizational units, teams and external organizations as change authorizations for new email folders.
Default Read Access for New E-Mail Folders (see chapter “E-Mail Folder”)
This field allows you to store users, organizational units, teams and external organizations as read permissions for new email folders.
Users With Change Access Can Create Directories
This field enables the creation of directories for users with modification rights.
Users With Change Access Can Create E-Mail Folders
This field enables the creation of e-mail folders for users with change rights.
Synchronize Permissions
Here you can activate whether the authorizations should be synchronized.
Visible to all App Users
Here you can activate that any settings are visible to all app users.
App Configurations for Controlling Restricted Access
This field only appears if the Visible for All App Users field has been selected. It can be activated that the app configurations for controlling the restricted rights are possible.
Send ICS Files With Notification E-Mails
ICS data transmission can be activated here.
Calendar URL
This field provides the URL to the calendar (see chapter “Calendar”) of the shelf (see chapter “Shelf”).

Tab “Advanced Settings”

You can make the following settings in the “Advanced settings” tab:

Default Form for New Directories
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the Directory class.
Default Form for Registration to a Directory
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the Directory class.
Default Form for New Document Code Parts
This field offers the possibility to store a default form, which was previously specified in the configuration and can be used for the document code parts class.
Document Code Import
A document code import can be described here.
Document Code Parts
Corresponding document code parts can be generated. This results in the following properties, which must be set:
- Collaboration
  This is the link to the current project (see chapter “Projects”).
- Code
  This is the code of the code part.
- Description
  This is the description of the code.
- Type
  This field allows you to specify the type of coding. A distinction can be made between “None”, “Sequential Numbering”, “Date” and “Meeting ID”.
Default Form for Reference Dates
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the Reference date class.
Unique Document Numbers
This field offers the option of enabling unique numbers for documents.
Calculated Document Numbers
This field offers the possibility to enable calculated numbers for documents.
Default Form for Document Lists
This field offers the possibility to store a default form, which was previously specified in the configuration and can be used for the document list class.
Document Lists (see chapter “Document List”)
This field offers the option of providing document lists within a shelf (see chapter “Shelf”).
Unique Action item Numbers (see chapter “Action Items”)
This field offers the possibility to enable unique numbers for action items.
Calculated Action Item Numbers
This field offers the possibility to enable calculated numbers for action items.
Default Form for New Action Item Lists
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the action item list class.
Action Item Lists (see chapter “Action Item List”)
This field offers the possibility to provide action item lists within a shelf (see chapter “Shelf”).
Unique Open Point Numbers (see chapter “Open Points”)
This field offers the option of enabling unique numbers for open points.
Calculated Open Point Numbers
This field offers the option of enabling calculated numbers for open points.
Default Form for Open Point Lists
This field offers the option of storing a default form that was previously specified in the configuration and can be used for the open points list class (see chapter “Open Points”).
Open Point Lists (see chapter “Open Points List”)
This field offers the option of providing open points lists within a shelf (see chapter “Shelf”).
Default Form for New Letters
A form that was created in the configuration and is derived from the letter class can be stored here.
Default Form for E-Mails/Folders Registered as Letters
A form that was created in the configuration and is derived from the e-mail or folder class can be stored here.
Default Form for New Cases
A form that was created in the configuration and is derived from the case class can be stored here.
Default Form for New Comments
A form that was created in the configuration and derives from the comment class can be stored here.
Default Form for New Incoming Document Items
A form that was created in the configuration and is derived from the document item class can be stored here.
Default Form for New Outgoing Document Items
A form that was created in the configuration and is derived from the document item class can be stored here.
Default Form for New Correspondences
A form that was created in the configuration and is derived from the correspondence class can be stored here.
Default Form for New E-Mail Folders
A form that was created in the configuration and is derived from the e-mail folder class can be stored here.
Default Form for Registered E-Mails
A form that was created in the configuration and is derived from the email class can be stored here.
Documents Export Template
This field offers the possibility to store a template for the export of documents.
Comments Export Template
This field offers the possibility to store a template for the export of comments.
Action Items Export Template
This field offers the possibility to store a template for the export of action items.
Open Points Export Template
This field offers the possibility to store a template for the export of open points.

Configuration Data

This list on the configuration allows you to store objects that can be used within the entire configuration and also in the entire application.

Document List

Within an area (see chapter “Area”), project (see chapter “Projects”), partner (see chapter “Partner”) or a shelf (see chapter “Shelf”), or a directory (see chapter “Directory”), it is possible to create a document list. Corresponding documents can be created within this document list. These documents can be manipulated according to the document list settings. The document list thus serves as a “living place” for documents.

Areas

The following areas can be accessed within a document list:

Documents
Within the document list, there is a list where documents can be added.
Scopes (see chapter “Scopes & Packages”)
Within the document list, it is possible to define scopes of application.
Report Packages
Corresponding report packages can be stored within a document list.
Submission Packages
Corresponding submission packages can be stored in a document list.

Actions

The following actions can be performed within a document list:

Enable Text Wrapping
This action can be used to activate text breaks in the columns of the list.
Create Document
This action creates another document. A window opens which allows you to configure the properties of the document.
Create Scope
This action creates another scope, opening a window that allows you to configure the properties of the scope.
Create Report Package
This action creates another report package, opening a window that allows you to configure the properties of the report package.
Create Submission Package
This action creates another submission package, opening a window that allows you to configure the properties of the submission package.
Export Documents
It is possible to download the list of documents using WIN-Word-Excel.
Import Documents
It is possible to upload the list of documents using WIN-Word-Excel.
Properties
It is possible to change the properties of the list.

Properties

The following settings can be made within the document list.

Tab “Document List”

The following setting options are available within this tab:

Collaboration
This field shows the corresponding collaboration in which the directory (see chapter “Directory”) is located. This is the combination of the partner (see chapter “Partner”) and the project (see chapter “Projects”).
Name
This is the name of the document list.
Prefix for Document Names
This is the setting of a prefix for the name of the documents in the document list.
Initial Revision (“-“, “A“, “0“, “00“, “000“, “1“, “01“ or “001“)
Here you can set revisions for the respective documents in the document list. These revisions only apply to the documents within the document list.
No Automatic Document Numbers
Here you can deactivate the generation of automatic document numbers.
Pattern for Document Ordinal
Here you can set the pattern for ordinal numbers of a document.
Use Scopes (see chapter “Scopes & Packages”)
This field allows you to activate the use of scopes within the document list.
Require Scope
This field only appears if the Use Scopes field has been activated. This field offers the option of making scopes required within the document list.
Default Form for New Scopes
This field only appears if the Use Scopes field has been activated. A default form for new scopes of application can be stored here. This must first be created in the configuration.
Use Report Packages (see chapter “Scopes & Packages”)
This field offers the option of activating the use of report packages within the document list.
Require Report Package
This field only appears if the Use Report Packages field has been activated. This field offers the option of making report packages required within the document list.
Default Form for New Report Packages
This field only appears if the Use Report Packages field has been activated. A default form for new report packages can be stored here. This must first be created in the configuration.
Use Submission Packages (see chapter “Scopes & Packages”)
This field offers the option of activating the use of submission packages within the document list.
Require Submission Package
This field only appears if the Use Submission Packages field has been activated. This field offers the option of making submission packages required within the document list.
Default Form for New Submission Packages
This field only appears if the Use Submission Packages field has been activated. A default form for new submission packages can be stored here. This must first be created in the configuration.
Use Work Packages (see chapter “Scopes & Packages”)
This field only appears if the Use Submission Packages field has been activated. This field offers the option of activating the use of work packages within the document list.
Require Work Package
This field only appears if the Use Submission Packages field and then the Use Work Packages field have been activated. This field offers the option of making the use of work packages within the document list mandatory.
Default Form for New Work Packages
This field only appears if the Use Submission Packages field and then the Use Work Packages field have been activated. A default form for new work packages can be stored here. This must first be created in the configuration.
Default Form for New Documents in a Document List
A default form for new documents can be stored here. This must first be created in the configuration.
Default Form for New Document Instances in a Document List
A default form for new document instances can be stored here. This must first be created in the configuration.
Manage Document State Manually
Here you can select whether the document status should be managed manually.
Standard Users for Explicit Notifications
Here you can select whether standard users can be set for explicit notifications.
Additional Users for Explicit Notifications
This field offers the possibility to add multiple users, organizations and/or teams for explicit notifications.
Assigned Action Item Lists (see chapter “Action Item List”)
Any action item lists can be linked here.
Assigned Open Point Lists (see chapter “Open Points List”)
Any open point lists can be linked here.
Regular Expression to Identify Document Items
An Expression for the identification of document entries can be stored here.

Tab “Export”

The following setting options are available within this tab:

Use Specific Columns for Export
Here you can select whether special columns should be used for the document export.
Export Template
This is a template for exporting documents within the document list. This field gets hidden if the Use Specific Columns for Export field has been activated.
Use Extended Columns Selections
This field only becomes visible if the Use Specific Columns for Export field has been activated. Additional properties can be added to the Excel export.
Specific Columns for Export
This field only becomes visible if the Use Specific Columns for Export field has been activated. The corresponding properties can be added to the Excel export.
Generate Link to Document in Last Column (see chapter “Open Points”)
This field only becomes visible if the Use Specific Columns for Export field has been activated. The generation of a link to documents in the last column can be activated here.
Export Template (Specific Columns)
This field only becomes visible if the Use Specific Columns for Export field has been activated. In this field different templates can be created and chosen for exporting.

Documents

It is possible to create documents within a document list. Corresponding document entries can be created within these documents.

Areas

The following areas can be reached within a document:

Document Items
These are all objects that belong to the document.
Comment Items (see chapter “Comment”)
These are all comments that have been added to the document.
Aggregated Comments Log
This is an aggregated list of comments (see chapter “Comment”) that have been added to the document.
Aggregated Action Items (see chapter “Action Items”)
These are all action items that have been assigned to the document.
Aggregated Open Points (see chapter “Open Points”)
These are all open points that have been assigned to the document.
Revisioned Documents
These are all generated revisions of the document.
Referencing Letters (see chapter “Letters”)
These are all letters referenced by the documents.
Remarks
These are all remarks in the document.
Internal Remarks
These are all internal remarks in the document.

Actions

You can perform the following actions within the document:

Attach to Letter
Adds the document to the selected letter as an attachment.
Add Remark
Adds a remark to the document.
Add Internal Remark
Adds an internal remark to the document.
Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Create New Revision
Creates a revision of the document and places it in the list of revised documents.
Close Document
Revisions the document and closes it afterwards.
Reopen Document
Opens a closed document in a new revision.
Revoke Document Revision
Revokes the last revision of the document.
Create Action Item
Creates an action item within a document.
Create Open Point
Creates an open point within a document.
Start Process
Opens a dialog in which various ad hoc processes or predefined processes can be started.
Request Document Adjustment
Requests a document adjustment within the same revision of the document and applies the according state and signature. Remarks provided will be transferred to the supplier.
Request Document Correction
Requests a document correction in a new revision and applies the according state and signature. Remarks provided will be transferred to the supplier.
Set as Reviewed
Sets the document status of the document to "Reviewed".
Properties
Opens the properties of the document. This opens a window that allows you to configure the properties of the document.

Properties

You can make the following settings for the document:

Tab “Document”

The following settings can be defined within this tab:

Document List (see chapter “Document List”)
The document list in which the document is located can be changed. This property is prefilled by the current document list.
Shelf (see chapter “Shelf”)
This is the displayed shelf in which the document is located.
Scope (see chapter “Scopes & Packages”)
If this has been specified in the document list, a scope must be defined.
Report Package (see chapter “Scopes & Packages”)
If this has been specified in the document list, a report package must be stored.
Submission Package (see chapter “Scopes & Packages”)
If specified in the document list, a submission package must be stored.
Work Package (see chapter “Scopes & Packages”)
If this has been specified in the document list, a work package must be stored.
Document Number
This field shows the current document number of the document.
State
This field shows the current status of the document.
Document Title
The document title of the document can be displayed here.
Revision
This field shows the current revision of the document.
Supplier Document Number
The document number for the supplier can be set here.
Supplier Document Revision
The document revision for the supplier can be set here.
Supplier Document Title
The document title for the supplier can be set here.
Customer Document Number
The document number for the customer can be set here.
Customer Document Revision
The document revision for the customer can be set here.
Customer Document Title
The document title for the customer can be set here.
Subject
The subject of the document can be set here.
Owner
A person responsible for the document can be set here.
Supplier
A supplier can be set for the document.
Recipients
Here you can specify the recipients of the document.
Due Date
A due date can be set for the document.
Reference Date
A reference date can be set for the document.
Adjusted Due Date
A adjusted due date can be set for the document.
Consolidated Due Date
The currently valid due date for the document is displayed.
Document Instance Received on/at
This is the date of receipt of the document instance that was received by the supplier.
Initial Letter (see chapter “Letters”)
A first letter can be set for the document.
Closing Letter
A closing letter can be set for the document.
Requested Document Instance
The requested instance of the document is displayed.
Associated Document Item IDs
Several IDs can be stored for the document items to be assigned.
Default Form for New Document Items
This is a form that has been set up in the configuration and is used accordingly for document items within the document. This entry is also used for any derived document instances

Tab “Action Items”

The following settings can be made within this tab:

Action Items (see chapter “Action Items”)
Various associated action items can be added or created.

Tab “Open Points”

The following settings can be made within this tab:

Open Points (see chapter “Open Points”)
Various associated open points can be added or created.

Tab “Referencing Letters”

The following settings can be made within this tab:

Referencing Letters (see chapter “Letters”)
This field shows the referencing letters in a list.

Tab “Remarks”

The following settings can be made within this tab:

Enter Remark
This field offers the possibility to add a corresponding note to the document.
Remarks
This field shows the previous annotations that have been added to the document.

Tab “Internal Remarks”

The following settings can be made within this tab:

Enter Internal Remark
This field offers the possibility to add an internal note to the document.
Internal Remarks
This field shows the previous internal annotations that have been added to the document.
Internal Remarks Details
This list shows the internal annotations that have been added to the document so far.

Document Instance

If a document (see chapter “Documents”) has been requested, a document instance is created within the linked partner (see chapter “Partner”)in the list of requested documents using a background task. This document instance has the following areas, actions and settings.

Areas

The following areas can be accessed within a document instance:

Document Items
These are all objects that belong to the document instance.
Comment Items (see chapter “Comment”)
These are all comments that have been added to the document instance.
Aggregated Comments Log
This is an aggregated list of comments (see chapter “Comment”) that have been added to the document instance.
Aggregated Action Items (see chapter “Action Items”)
These are all action items that have been assigned to the document instance.
Aggregated Open Points (see chapter “Open Points”)
These are all open points that have been assigned to the document instance.
Revisioned Document Instances
These are all generated revisions of the document instance.
Remarks
These are all remarks of the document instance.

Actions

You can perform the following actions within the document instance.

Add Remarks
This action offers the possibility to add a remark to the document instance.
Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Submit Document
This action sends the document to the requester.
Open Feedbacks
This action opens a history of the requester's feedback relating to specific revisions.
Create Action Item (see chapter “Action Items”)
This action allows you to create an action item, which is then added to the list of aggregated action items. Clicking on this action opens a window in which all the necessary settings relating to the action item can be made.
Create Open Point (see chapter “Open Points”)
This action allows you to create an open point; this open point is stored in the list of aggregated open points. Clicking on this action opens a window in which all the necessary settings relating to the open point can be made.
Properties
This action allows you to manipulate the document instance-specific properties. This opens a window that shows the settings of the document instance.

Properties

The following properties can be found or manipulated within the document instance.

Tab “Document Instance”

You can find the following settings within this tab:

Scope
This field shows the scope selected in the document (see chapter “Documents”).
Report Package
This field shows the report package selected in the document.
Submission Package
This field shows the submission package selected in the document.
Work Package
This field shows the work package selected in the document.
Document Number
This field shows the document number generated in the document.
State
This field shows the state of the document instance.
Document Title
This field shows the document title created in the document.
Revision
This field shows the revision created in the document.
Supplier Document Number
This field offers the option of providing a document number for the supplier.
Supplier Document Revision
This field offers the option of providing a document revision for the supplier.
Supplier Document Title
This field offers the possibility to provide a document title for the supplier.
Supplier
This field shows the supplier stored in the document.
Due Date
This field shows the due date selected in the document.
Adjusted Due Date
This field shows the adjusted due date selected in the document.
Consolidated Due Date
The currently valid due date for the document is displayed.
Submitted on/at
This is the date, whereby the document instance was submitted.
Feedbacks
A history of the requestor's feedback is displayed.

Tab “Action Items”

You can find the following settings within this tab:

Action Items (see chapter “Action Items”)
This list offers the possibility to store or create corresponding action items for the document instance.

Tab “Open Points”

You can find the following settings within this tab:

Open Points (see chapter “Open Points”)
This list offers the option of storing or creating corresponding open points for the document instance.

Tab “Remarks”

You can find the following settings within this tab:

Enter Remark
This field offers the possibility to add a remark to the document instance.
Remarks
Here, you can edit all remarks assigned to the document instance.

Open Points List

Within an area (see chapter “Area”), project (see chapter “Projects”), partner (see chapter “Partner”) or a shelf (see chapter “Shelf”), or a directory (see chapter “Directory”) , it is possible to create an open points list. Corresponding open points (see chapter “Open Points”) can be created within this open points list. These open points can be manipulated according to the settings of the open points list. The open points list thus serves as a "living place" for open points.

Areas

The following areas can be achieved within an open points list:

Open Points (see chapter “Open Points”)
Within the open points list, there is a list where open points can be added.
Scope (see chapter “Scopes & Packages”)
Within the open points list, it is possible to define scopes.
Report Package (see chapter “Scopes & Packages”)
Corresponding report packages can be stored within an open points list.
Submission Package (see chapter “Scopes & Packages”)
Corresponding submission packages can be stored in an open points list.

Actions

The following actions can be achieved within an open points list:

Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Create Open Point (see chapter “Open Points”)
This action creates another open point. This opens a window that allows you to configure the properties of the open point.
Create Submission Package
This action creates another submission package, opening a window that allows you to configure the properties of the submission package.
Properties
It is possible to change the properties of the list.

Properties

The following settings can be made as part of the open points list:

Tab “Open Point List”

You can find the following settings within this tab:

Collaboration
This field shows the corresponding collaboration in which the directory (see chapter “Directory”) s located. This is the combination of the partner (see chapter “Partner”) and the project (see chapter “Projects”).
Name
This is the name of the open points list.
Prefix for Names of Open Points
This is the setting of a prefix for the name of the open points (see chapter “Open Points”), which are located within the open points list.
Initial Revision (“-“, “A“, “0“, “00“, “000“, “1“, “01“ or “001“)
Here you can set revisions for the respective open points in the open points list. These revisions only apply to the open points within the open points list.
No Automatic Open Point Numbers
Here you can deactivate the generation of automatic numbers for open points.
Pattern for Open Point Ordinal
Here you can set the pattern for ordinal numbers of an open point.
Use Scopes (see chapter “Scopes & Packages”)
This field offers the option of activating the use of scopes within the open points list.
Require Scope
This field only appears if the Use Scopes field has been activated. This field offers the option of making scopes required within the open points list.
Default Form for New Scopes
This field only appears if the Use Scopes field has been activated. A standard form for new scopes of application can be stored here. This must first be created in the configuration.
Use Report Packages (see chapter “Scopes & Packages”)
This field offers the option of activating the use of report packages within the open points list.
Require Report Package
This field only appears if the Use Report Packages field has been activated. This field offers the option of making report packages required within the open points list.
Default Form for New Report Packages
This field only appears if the Use Report Packages field has been activated. A standard form for new report packages can be stored here. This must first be created in the configuration.
Use Submission Packages (see chapter “Scopes & Packages”)
This field offers the option of activating the use of submission packages within the open points list.
Require Submission Packages
This field only appears if the Use Submission Packages field has been activated. This field offers the option of making submission packages required within the open points list.
Default Form for New Submission Packages
This field only appears if the Use Submission Packages field has been activated. A standard form for new submission packages can be stored here. This must first be created in the configuration.
Use Work Packages (see chapter “Scopes & Packages”)
This field only appears if the Use Submission Packages field has been activated. This field offers the option of activating the use of work packages within the open points list.
Require Work Package
This field only appears if the Use Submission Packages field and then the Use work packages field have been activated. This field offers the option of making the use of work packages within the open points list mandatory.
Default Form for New Work Packages
This field only appears if the Use Submission Packages field and then the Use work packages field have been activated. A standard form for new work packages can be stored here. This must first be created in the configuration.
Default Form for New Open Points
A default form can be stored for new open points.
Manage Open Point State Manually
Here you can select whether the open points status should be managed manually.
Standard Users for Explicit Notifications
Here you can select whether standard users can be set for explicit notifications.
Additional Users for Explicit Notifications
This field offers the possibility to add multiple users, organizations and/or teams for explicit notifications.
Assigned Document Lists
Any document lists can be linked here.
Assigned Action Item Lists
Any action item lists can be linked here.
Regular Expression to Identify Document Items
A expression can be stored here to identify document entries.

Tab “Export”

You can find the following settings within this tab:

Use Specific Columns for Export
Here you can select whether special columns should be used for the open points export.
Export Template
This is a template for exporting open points within the open points list. This field gets hidden if the Use Specific Columns for Export field has been activated.
Use Extended Columns Selection
This field only becomes visible if the Use Specific Columns for Export field has been activated. Additional properties can be added to the Excel export.
Specific Columns for Export
This field only becomes visible if the Use Specific Columns for Export field has been activated. The corresponding properties can be added to the Excel export.
Generate Link to Open Point in Last Column (see chapter “Open Points”)
This field only becomes visible if the Use Specific Columns for Export field has been activated. The generation of a link to open points in the last column can be activated here.
Export Template (Specific Columns)
This field only becomes visible if the Use Specific Columns for Export field has been activated. In this field different templates can be created and chosen for exporting.

Open Points

It is possible to create open points within an open points list (see chapter “Open Points List”). Corresponding objects can be created within these open points, which are assigned to these open points.

Areas

You can find the following areas within the open point:

Open Point (see chapter “Open Points”)
This is an overview of the settings for the open point.
Description
This is a description of the open point.
Document Items
These are all objects that are assigned to the open point.
Comment Items (see chapter “Comment”)
These are comment items, whereby the comments belong to the open item.
Aggregated Comments Log
This is a list of comments that belong to the open point.
Registered E-Mails (see chapter “Registered E-Mail”)
This are all the registered E-Mails within the open point.
Documents (see chapter “Documents”)
These are all documents that are assigned to the open point.
Document Instances (see chapter “Document Instance”)
These are all document instances that are assigned to the open point.
Action Items (see chapter “Action Items”)
These are all action items that belong to the open item.
Revisioned Open Points
These are all revisions of the open point.
Referencing Letters (see chapter “Letters”)
These are all referencing letters.
Remarks
These are all the remarks in the document.
Internal Remarks
These are all internal remarks in the document.

Actions

You can find the following actions within the open point:

Attach To Letter
Adds the document to the selected letter as an attachment.
Add Remark
Adds a remark to the open point.
Add Internal Remark
Adds an internal remark to the open point.
Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Create New Revision
Creates a new revision of the open point and places it in the list of revised open points.
Create Action Item
This is the ability to create a new action item within an open point.
Start Process
Opens a dialog in which various ad hoc processes or predefined processes can be started.
Properties
Opens a window in which any settings relating to the open point can be made.

Properties

You can make the following settings for the open point:

Tab “Open Point”

You can view and make the following settings in the "Open point" tab:

Open Point List (see chapter “Open Points List”)
The open points list in which the open point is located can be changed. This property is prefilled by the current open points in the open points list.
Shelf (see chapter “Shelf”)
This is the displayed shelf in which the open point is located.
Scope (see chapter “Scopes & Packages”)
If specified in the open points list, a scope must be defined.
Report Package (see chapter “Scopes & Packages”)
If specified in the open points list, a report package must be stored.
Submission Package (see chapter “Scopes & Packages”)
If specified in the open points list, a submission package must be deposited.
Work Package (see chapter “Scopes & Packages”)
If specified in the open points list, a work package must be defined.
Open Point Number
This field shows the current number of the open point.
State
This field shows the current status of the open point.
Open Point Title
The title of the open point can be displayed here.
Revision
This field shows the current revision of the open point.
Detailed Description
This field offers the option of adding a detailed description of the open point.
Owner
A person responsible for the open point can be appointed.
Date Initiated
A date can be entered here. This describes the time at which the open point was recorded.
Due Date
A due date can be set for the open point.
Reference Date
A reference date can be set for the document.
Adjusted Due Date
An adjusted due date can be set for the open item.
Consolidated Due Date
The currently valid due date for the document is displayed.
Associated Document Item IDs
Several IDs can be stored for the document entries to be assigned.
Default Form for New Document Items
This is a form that was set up in the configuration and is used accordingly for document items within the document. This entry is also used for any derived document instances.
Source
This field shows the source from which the open point was created. This field is only displayed if the open point was created on the basis of another object.

Tab “Documents”

You can find the following settings within this tab:

Documents (see chapter “Documents”)
Various associated documents can be added here.

Tab “Action Items”

You can find the following settings within this tab:

Action Items (see chapter “Action Items”)
Various associated action items can be added or created.

Tab “Referencing Letters”

You can find the following settings within this tab:

Referencing Letters (see chapter “Letters”)
This field shows the referencing letters in a list.

Tab “Remarks”

You can find the following settings within this tab:

Enter Remark
This field offers the possibility to add a remark to the open point.
Remarks
This field shows the remarks that have been added to the open point so far.

Tab “Internal Remarks”

You can find the following settings within this tab:

Enter Internal Remark
This field offers the possibility to add an internal remark to the open point.
Internal Remarks
This field shows the previous internal remarks that have been added to the open point.
Internal Remarks Details
This list shows the internal remarks that have been added to the open item so far.

Action Item List

Within an area (see chapter “Area”), project (see chapter “Projects”), partner (see chapter “Partner”) or a shelf (see chapter “Shelf”), or a directory (see chapter “Directory”), it is possible to create an action item list. Corresponding action items (see chapter “Action Items”) can be created within this action list. These action items can be manipulated according to the settings of the action list. The action list thus serves as a “living place” for action items.

Areas

The following areas can be achieved within a list of action items:

Action Items (see chapter “Action Items”)
Within the action items list, there is a list where action items can be added.
Scopes (see chapter “Scopes & Packages”)
Within the list of action items, it is possible to define scopes.
Report Packages (see chapter “Scopes & Packages”)
Corresponding report packages can be stored within an action item list.
Submission Packages (see chapter “Scopes & Packages”)
Corresponding submission packages can be stored in a list of action items.
Meetings (see chapter “Meetings”)
Corresponding meetings can be stored in an action item list.

Actions

The following actions can be achieved within an action item list:

Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Create Action Item (see chapter “Action Items”)
This action creates another action item. A window opens that allows you to configure the properties of the action item.
Create Scope
This action creates another scope. A window opens that allows you to configure the properties of the scope.
Create Report Package
This action creates another report package. A window opens which allows you to configure the properties of the report package.
Create Submission Package
This action creates another submission package. This opens a window that allows you to configure the properties of the submission package.
Create Meeting
This action creates another meeting. A window opens which allows you to configure the properties of the meeting.
Properties
This action calls up the properties of an action item list, which can be manipulated within the dialog that appears.

Properties

The following settings can be made within the action item list:

Tab “Action Item List”

Collaboration
This field shows the corresponding collaboration in which the directory (see chapter “Directory”) is located. This is the combination of the partner (see chapter “Partner”) and the project (see chapter “Projects”).
Name
This is the name of the action item list.
Prefix for Action Item Numbers
This involves setting a prefix for the name of the action items in the action items list.
Initial Revision (“-“, “A“, “0“, “00“, “000“, “1“, “01“ or “001“)
This allows you to set revisions for the respective action items (see chapter “Action Items”) in the action list. These revisions only apply to the action items within the action list.
No Automatic Action Item Numbers
This allows you to deactivate the generation of automatic numbers for action items.
Pattern for Action Item Ordinal
This allows you to set the ordinal number pattern for an action item.
Use Scope (see chapter “Scopes & Packages”)
This field allows you to activate the use of scopes within the action item.
Require Scopes
This field only appears if the Use Scopes field has been activated. This field offers the option of making scopes of application required within the action item list.
Default Form for New Scopes
This field only appears if the Use Scopes field has been activated. A default form for new scopes of application can be stored here. This must first be created in the configuration.
Use Report Packages (see chapter “Scopes & Packages”)
This field offers the option of activating the use of report packages within the action items list.
Require Report Packages
This field only appears if the Use Report Packages field has been activated. This field offers the option of making report packages required within the action item list.
Default Form for Report Package
This field only appears if the Use Report Packages field has been activated. A default form for new report packages can be stored here. This must first be created in the configuration.
Use Submission Packages (see chapter “Scopes & Packages”)
This field offers the possibility to activate the use of submission packages within the action items list.
Require Submission Packages
This field only appears if the Use Submission Packages field has been activated. This field offers the option of making submission packages required within the action item list.
Default Form for Submission Package
This field only appears if the Use Submission Packages field has been activated. A default form for new submission packages can be stored here. This must first be created in the configuration.
Use Work Packages (see chapter “Scopes & Packages”)
This field only appears if the Use Submission Packages field has been activated. This field allows you to activate the use of work packages within the action items list.
Require Work Packages
This field only appears if the Use Submission Packages field and then the Use Work Packages field have been activated. This field offers the option of making the use of work packages within the action item list mandatory.
Default Form for Work Packages
This field only appears if the Use Submission Packages field and then the Use Work Packages field have been activated. A default form for new work packages can be stored here. This must first be created in the configuration.
Use Meetings (see chapter “Meetings”)
This field offers the possibility to activate the use of meetings within the action items list.
Require Meeting
This field only appears if the Use Meetings field has been activated. This field offers the option of making meetings necessary within the action item list.
Default Form for New Meetings
This field only appears if the Use Meetings field has been activated. A default form for new meetings can be stored here. This must first be created in the configuration.
Use Meeting Sequences (see chapter “Meeting Sequences”)
This field only appears if the Use Meetings field has been activated. This field offers the option of activating the use of meeting sequences within the action items list.
Require Meeting Sequence
This field only appears if the Use Meetings field and then the Use Meeting Sequence field have been activated. This field offers the option of making the use of meeting sequences mandatory within the action item list.
Default Form for New Meeting Sequences
This field only appears if the Use Meetings field and then the Use Meeting Sequence field have been activated. This field offers the option of making the use of meeting sequences mandatory within the action item list.
Default Form for New Action Items
A default form can be stored for new action items.
Standard Users for Explicit Notifications
Here you can select whether standard users can be set for explicit notifications.
Additional Users for Explicit Notifications
This field offers the possibility to add multiple users, organizations and/or teams for explicit notifications.
Assigned Document Lists (see chapter “Document List”)
Any document lists can be linked here.
Assigned Open Point Lists (see chapter “Open Points List”)
Any open point lists can be linked here.
Regular Expression to identify Document Items
An expression for identifying document entries can be stored here.

Tab “Export”

You can find the following settings within this tab:

Use Specific Columns for Export
Here you can select whether special columns should be used for the action item export.
Export Template
This is a template for exporting action items within the action items list. This field gets hidden if the Use Specific Columns for Export field has been activated.
Use Extended Columns Selection
This field only becomes visible if the Use Specific Columns for Export field has been activated. Additional properties can be added to the Excel export.
Specific Columns for Export
This field only becomes visible if the Use Specific Columns for Export field has been activated. The corresponding properties can be added to the Excel export.
Generate Link to Action Item in Last Column (see chapter “Action Items”)
This field only becomes visible if the Use Specific Columns for Export field has been activated. The generation of a link to action items in the last column can be activated here.
Export Template (Specific Columns)
This field only becomes visible if the Use Specific Columns for Export field has been activated. In this field different templates can be created and chosen for exporting.

Action Items

Within an action item list (see chapter “Action Item List”), it is possible to create action items. Corresponding objects can be created within these action items, which are assigned to these action items. These action items contain the following areas, actions and settings.

Areas

The following areas can be expected within the action item:

Action Item
This is an overview of the settings for the action item.
Description
This is a description of the action item.
Document Items
These are all objects that are assigned to the action item.
Comment Items (see chapter “Comment”)
These are commentary entries, whereby the comments belong to the action item.
Aggregated Comments Log
This is a list of comments (see chapter “Comment”) that belong to the action item.
Documents (see chapter “Documents”)
These are all documents that are assigned to the action item.
Document Instances (see chapter “Document Instance”)
These are all document instances that are assigned to the action item.
Open Points (see chapter “Open Points”)
These are all open items that are part of the action item.
Revisioned Action Items
These are all revisions to the action item.
Referencing Letters (see chapter “Letters”)
These are all referencing letters.
Remarks
These are all the remarks in the document.
Internal Remarks
These are all internal remarks in the document.

Actions

The following actions can be expected within the action item:

Attach to Letter
Adds the document to the selected letter as an attachment.
Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Create New Revision
Creates a new revision of the action item and places it in the list of revised action items.
Create Open Point
Creates a new open point and places it in the open point list.
Start Process
Opens a dialog in which various ad hoc processes or predefined processes can be started.
Properties
Opens a window where any settings relating to the action item can be made.

Properties

You can make the following settings for the action item:

Tab “Action Item”

You can view and make the following settings in the "Action item" tab:

Action Item List (see chapter “Action Item List”)
The action item list in which the action item is located can be changed. This property is prefilled by the current action item list.
Shelf (see chapter “Shelf”)
This is the displayed shelf in which the action item is located.
Scope (see chapter “Scopes & Packages”)
If specified in the action item list (see chapter “Action Item List”), a scope must be defined.
Report Package (see chapter “Scopes & Packages”)
If specified in the action item list, a report package must be stored.
Submission Package (see chapter “Scopes & Packages”)
If specified in the action item list, a submission package must be deposited.
Work Package (see chapter “Scopes & Packages”)
If specified in the action item list, a work package must be defined.
Meeting (see chapter “Meetings”)
If specified in the action item list, a meeting must be created.
Meeting Sequence (see chapter “Meeting Sequences”)
If specified in the action item list, a meeting sequence must be created.
Meeting Sequence ID
This field allows you to specify a meeting sequence ID.
Item ID
This field allows you to specify an item ID.
Action Item Number
This field shows the current number of the action item.
Type
This field allows you to store a type for the action item, whereby a distinction can be made between action, decision and information.
Subject
A subject can be specified for the corresponding action item.
Detailed Description
This field is used to store a detailed description of the action item.
Owner
A person responsible for the action item can be appointed.
Status
This field shows the state of the action item, whereby a distinction can be made between “Open”, “In progress”, “Completion requested”, “Completed” and “Revised”.
Date Initiated
A date can be entered here. This describes the time at which the action item was recorded.
Due Date
A due date can be set for the action item.
Reference Date
This.
Adjusted Due Date
An adjusted due date can be set for the action item.
Consolidated Due Date
The currently valid due date for the document is displayed.
Comment to Status
A comment (see chapter “Comment”) can be added to the status of the action item.
Comment to Add (see chapter “Comment”)
A further comment can be provided here.
Associated Document Item IDs
Several IDs can be stored for the document item to be assigned.
Default Form for New Document Items
This is a form that has been set up in the configuration and is used accordingly for document items within the document. This item is also used for any derived document instances.
Source
This field shows the source from which this action item was created. This field is only displayed if the action item was created on the basis of another object.

Tab “Documents”

You can find the following settings within this tab:

Documents (see chapter “Documents”)
Various associated documents can be added here.

Tab “Open Points”

You can find the following settings within this tab:

Open Points (see chapter “Open Points”)
Various associated open points can be added or created.

Tab “Referencing Letters”

You can find the following settings within this tab:

Referencing Letters (see chapter “Letters”)
This field shows the referencing letters in a list.

Tab “Remarks”

You can find the following settings within this tab:

Enter Remarks
This field offers the possibility to add a remark to the action item.
Remarks
This field shows the remarks that have been added to the action item so far.

Tab “Internal Remarks”

You can find the following settings within this tab:

Enter Internal Remarks
This field offers the possibility to add an internal remark to the action item.
Internal Remarks
This field shows the previous internal remarks that have been added to the action item.
Internal Remarks Details
This list shows the internal remarks that have been added to the action item so far.

Calendar

The calendar can be displayed in an area (see chapter “Area”), project (see chapter “Projects”), partner (see chapter “Partner”) or in a shelf (see chapter “Shelf”).This allows you to display tasks or events. The following actions can be performed in a calendar.

Actions

The following actions are possible within a calendar:

Create Event
Creates an event and displays it within the calendar.
Create Task
Creates a task and displays it within the calendar.
Restrict Calendar
Removes or sets the restriction that has been set on a calendar.

Scopes & Packages

Areas and packages can be created within an action item (see chapter “Action Items”), in a document (see chapter “Documents”) or in an open point (see chapter “Open Points”). These are related to these objects and therefore have the following areas, actions and settings.

Areas

You can find the following areas within scopes and packages:

Documents (see chapter “Documents”)
This list shows all documents belonging to the corresponding scope or package.
Action Items (see chapter “Action Items”)
This list shows all action items associated with the corresponding scope or package.
Open Points (see chapter “Open Points”)
This list shows all open points associated with the corresponding scope or package.

Actions

You can find the following actions within scopes and packages:

Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Create Document (see chapter “Documents”)
Enables the creation of a document within the corresponding scope or package. This document is stored in the list of documents and thus references the corresponding scope or package.
Create Action Item (see chapter “Action Items”)
Enables the creation of an action item within the corresponding scope or package. This action item is stored in the list of action items and thus references the corresponding scope or package.
Create Open Point (see chapter “Open Points”)
Enables the creation of an open point within the corresponding scope or package. This open point is stored in the list of open points and thus references the corresponding scope or package.
Properties
This action allows you to open the settings of the package or scope. All necessary changes relating to the object can be made.

Properties

Within the packages and scopes, the names of the tabs can be different, therefore only the fields within the tabs are referenced. In principle, the corresponding referenced list can also be different.

Document List (see chapter “Document List”)/Action Item List (see chapter “Action Item List”)/Open Point List (see chapter “Open Points List”)
This is the corresponding list in which the scope or package is included.
Submission Package
This field is only available for work packages. This is the associated submission package of a work package.
ID
This is the ID of the specific scope or package.
Name
This is the name of the specific scope or package.

Letters

Letters can be created within a shelf (see chapter “Shelf”). The following corresponding scopes, actions and settings can be accessed within the letters.

Areas

The following areas can be found in a letter:

Letter
This is an overview field that shows all the settings for the letter.
Message
This is a field that contains the message of the letter.
Cover Letter
This is a list containing all the letters prepared and referenced for the letter.
Attachments
This is a list containing all the attachments prepared and referenced for the letter.
Comments Log
This is a list containing all comments (see chapter “Comment”) relating to the letter.
Remarks
These are all the remarks in the document.
Internal Remarks
These are all internal remarks in the document.
Previous Letters
This is a list containing all previous letters.
Following Letters
This is a list which contains all the following letters.
Referenced Documents (see chapter “Documents”)
This is a list that contains all referenced documents.
Referenced Action Items (see chapter “Action Items”)
This is a list that contains all referenced action items.
Referenced Open Points (see chapter “Open Points”)
This is a list that contains all referenced open points.

Actions

The following actions can be carried out in a letter:

Add Remark
Here you can add remarks to the respective letter.
Add Internal Remark
Here you can add internal remarks to the respective letter.
Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Send
This action enables the letter to be sent to the referenced recipient.
Cancel
This action allows you to cancel the letter.
Start Process
Opens a dialog in which various ad hoc processes or predefined processes can be started.
Properties
This action allows you to open a window and make all the necessary settings for the letter.

If the letter has been sent, there will be further actions:

Forward
Settings can be made to the letter again. This can then be sent.
Recall
The letter can be recalled and is no longer displayed to the recipient.

Properties

The following settings can be made in a letter:

Tab “Letter”

You will find the following settings in the “Letter” tab:

External
This field allows you to activate or deactivate sending to an external recipient.
Importance
This field allows you to set the importance of the letter, whereby a distinction can be made between “Normal”, “High” and “Low”.
Purpose of Sending
A purpose of sending can be set for the letter. This can be adjusted dynamically on the shelf (see chapter “Shelf”).
Reply Required
Here you can set whether the recipient of the letter must send a reply.
Reply Required by
Here you can set the deadline by which the recipient of the letter must provide a reply. This field is displayed if Reply Required field is true.
For Information Only
Here you can set that the letter can only be sent to the recipient for information purposes.
To
The receiver can be set here.
Cc
If the External field is activated, this field becomes visible. A CC receiver can be set here.
Bcc
If the External field is activated, this field becomes visible. A BCC recipient can be set here.
Referenced Letters
This field allows you to reference another letter.
Subject
This field allows you to enter a subject for the letter.
Message
This field allows you to enter a message. This only works if no cover letter or attachment has been entered.
Public Link Validity Period
The validity period for the public link relating to the letter is displayed.

Tab “Cover Letter”

You will find the following settings in the “Cover letter” tab:

Cover Letter
This list offers the possibility of depositing a cover letter.

Tab “Attachments”

You will find the following settings in the “Attachments” tab:

Attachments
This list offers the option of adding an attachment.

Tab “Comments Log”

You will find the following settings in the “Comments log” tab:

Comments Log
This list shows the comments of the attachments to the letter.

Tab “Remarks”

You will find the following settings in the “Remarks” tab:

Enter Remark
This field offers the possibility to add a remark to the letter.
Remarks
This field shows the remarks that have been added to the letter so far.

Tab “Internal Remarks”

You will find the following settings in the “Internal Remarks” tab:

Enter Internal Remark
This field offers the possibility to add an internal remark to the letter.
Internal Remarks
This field shows the internal remarks that have been added to the letter so far.
Internal Remarks Details
This list shows the internal remarks that have been added to the letter so far.

Cases

Cases are created by storing a process at shelf level or by sending letters (see chapter “Letters”). If a process is stored in the Default Process for Incoming Cases or in the Default Process for Outgoing Cases field in the shelf (see chapter “Shelf”), a case is started. Accordingly, cases have the following areas, actions and settings.

Areas

The following areas can be found in an operation:

Case
This is all the information that is available for the properties and settings of the case.
Incoming Message
This is a message that has been taken into account in the case and has been received by means of a sent letter (see chapter “Letters”).
Incoming Cover Letter
These are all incoming letters that were included in the case and received by means of the letter sent (see chapter “Letters”).
Incoming Attachments
These are all incoming attachments that were considered in the case and received by means of the letter sent.
Comments Log
These are all comments (see chapter “Comment”) that have been added to the corresponding case.
Outgoing Message
This is a message that was sent from within the case.
Outgoing Cover Letter
These are all outgoing letters that were sent from the case.
Outgoing Attachments
These are all outgoing attachments that were sent from the case.
Exported Comments Logs
These are the exported comment logs relating to the case.
Referenced Documents (see chapter “Documents”)
These are all documents that are assigned to the case.
Referenced Action Items (see chapter “Action Items”)
These are all action items that are assigned to the case.
Referenced Open Points (see chapter “Open Points”)
These are all open points that are assigned to the case.

Actions

The following actions can be found in a case:

Add Remark
Here you can add remarks to the respective case.
Add Internal Remark
Here you can add internal remarks to the respective case.
Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Create Letter (see chapter “Letters”)
It is possible to create a letter here.
Properties
This action opens a window in which all properties of the case can be viewed and changed.

Properties

The following settings can be found in a case:

Tab “Case”

The following settings can be made within the “Case” tab:

Status
This is the status of the case.
Incoming Letter (see chapter “Letters”)
This is the reference to the incoming letter.
Incoming Importance
This is a reference to the importance of the product.
Incoming Received on/at
This is the reference to the date of receipt.
Incoming Received from
This is the reference from whom the letter was received.
Incoming Purpose of Sending
This is the purpose of sending the receipt.
Incoming Reply Option
This is the response option that is possible for the input.
Incoming Reply Required
This is the information as to whether a reply to the incoming message is required.
Incoming Reply Required by
This is information on the deadline for responding to the receipt.
Incoming for Information Only
This is the information that the receipt was sent for information purposes only.
Incoming Close Correspondence
This is the information as to whether the inbox closes the correspondence.
Outgoing Letter (see chapter “Letters”)
This is the outgoing letter that was sent from the case.
Outgoing Importance
This is the importance of the outgoing letter (see chapter “Letters”).
Outgoing Sent on/at
This is the date when the outbox from the case was sent.
Outgoing Sent by
This is the processor who sent the outbox from the case.
Outgoing Purpose of Sending
This is the purpose of sending of the outbox.
Outgoing Reply Option
This is the reply option that relates to the output.
Outgoing Reply Required
This is the information as to whether a reply must be sent as part of the output.
Outgoing Reply Required by
This field only appears if the Reply Required field has been activated. This is the date by which the response must be sent.
Outgoing for Information Only
This field describes the information that the output was transmitted for information purposes only.
Outgoing Close Correspondence (see chapter “Correspondence”)
This field describes the information that the outbox closes the correspondence.
Reply To
This field describes the letter (see chapter “Letters”) to which a reply must be sent.
Forward of
This field describes the letter that was sent.
Subject
This field specifies the subject of the case.
Category
This field specifies the category of the case.
Letter Type
A letter type can be selected here. These types must first be worked out in the configuration.
Case Directory
A specific case directory in which the case is located must be selected. This is already preselected, but can be changed.
Case Folder
A specific case folder must be selected in which the case is located. This is already preselected, but can be changed.
Responsible
A person responsible for the case can be defined.
Lead Reviewer
A lead reviewer can be defined for the case.
Reviewers
Multiple reviewers can be defined for the case.
Final Reviewer
A final reviewer can be defined for the case.
Contract Manager
A contract manager can be stored for the case.
Approver
An approver can be stored for the case.
Incoming Message
This field shows the incoming message of the preceding letter (see chapter “Letters”).
Outgoing Message
This field shows the outgoing message of the letter to be sent.

Tab “Incoming Cover Letters”

The following settings can be made within this tab:

Incoming Cover Letters
This list shows all incoming cover letters that were deposited in the course of the case.

Tab “Incoming Attachments”

The following settings can be made within this tab:

Incoming Attachments
This list shows all incoming attachments that were deposited in the course of the case.

Tab “Comments Log”

The following settings can be made within this tab:

Default Comment State
This field sets the selected comment status for all comments in the case.
Comments Log
This list shows all comments that were stored in the documents as part of the case.

Tab “Outgoing Cover Letters”

The following settings can be made within this tab:

Outgoing Cover Letters
This list shows all outgoing cover letters that were deposited in the course of the case.

Tab “Outgoing Attachments”

The following settings can be made within this tab:

Outgoing Attachments
This list shows all outgoing attachments that were deposited in the course of the case.

Tab “Remarks”

The following settings can be made within this tab:

Enter Remark
This field offers the possibility to add a remark to the document.
Remarks
This list shows all the remarks that were stored in the course of the case.

Tab “Internal Remarks”

The following settings can be made within this tab:

Enter Internal Remark
This field offers the possibility to add a remark to the document.
Internal Remarks
This list shows all internal remarks that were stored in the course of the case.
Internal Remarks Details
This list shows the internal remarks that have been stored in the course of the case.

Meetings

Meetings can be created within an action item (see chapter “Action Items”) in the action item list (see chapter “Action Item List”), provided that the creation of meetings has been activated at the level of the action item list. These meetings can also be created within documents (see chapter “Documents”).

Areas

The following areas arise within a meeting:

Action Items (see chapter “Action Items”)
These are all action items that were generated during the meeting.
Meeting Sequences (see chapter “Meeting Sequences”)
These are all meeting sequences that were created within a meeting.
Documents (see chapter “Documents”)
These are all documents that represent objects that were created within the meeting.

Actions

The following actions occur within a meeting:

Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Create Action Item (see chapter “Action Items”)
Allows you to create an action item within the meeting.
Create Meeting Sequence (see chapter “Meeting Sequences”)
Allows you to create a meeting sequence within the meeting.
Properties
Allows you to open and thus change the properties of a meeting.

Properties

The following settings are made within a meeting:

Tab “Meeting”

The following settings can be made within this tab:

Action Item List (see chapter “Action Item List”)
This is the list in which the meeting is located.
Meeting ID
This is the meeting identification number.
Meeting Name
This is the meeting name.

Meeting Sequences

Meeting sequences can be created within a meeting.

Areas

The following areas arise within a meeting:

Action Items (see chapter “Action Items”)
These are all action items that were generated within the meeting sequence.
Documents (see chapter “Documents”)
These are all documents that represent objects that were created within the meeting sequence.

Actions

The following actions occur within a meeting:

Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Create Action Item (see chapter “Action Items”)
Enables the creation of an action item within the meeting sequence.
Properties
Allows you to open and thus change the properties of a meeting sequence.

Properties

The following settings are made within a meeting sequence:

Tab “Meeting Sequence”

The following settings can be made within this tab:

Action Item List (see chapter “Action Item List”)
This is the list in which the meeting sequence is located.
Meeting
This field shows the meeting in which the meeting sequence is located.
Meeting Sequence ID
This is the meeting sequence identification number.
Date
This is the date of the meeting sequence.
Subject
This is the subject of the meeting sequence.

Comment

A comment can be achieved by leaving comments within a content object such as a PDF using the Comment function. If this is the case, these comments can be exported using the Export Comments function. The exported comments can be found in the corresponding list Aggregated comment list.

Properties

You can find the following settings in the “Comment” tab:

Comment ID
This is a generated identification number for the comment that was left on the respective object.
Source
This is the object to which the comment was added.
Comment State
This is the status of the comment, which is pre-filled but can be changed afterwards.
Commented by
Here you can see who has added the comment to the object.
Text
This is the text entered within the comment.
Internal Remarks
Internal remarks can be added to the comment.
Page
This field shows the number of pages of the object on which the comments have been left.
Type
This refers to the type of comment and the extent to which it was left.

Correspondence

An exchange of letters can be created by sending several letters (see chapter “Letters”) between two different shelves (see chapter “Shelf”). Besides the letters, the corresponding cases (see chapter “Cases”) are also shown. If the Use correspondence for related letters field is activated in a shelf, a function called Update correspondence appears. This function enables the creation or, if already available, the updating of correspondence.

Areas

The following areas can be found within the correspondence:

Correspondence
Contains all the necessary properties of the correspondence, which can also be manipulated accordingly within this field.
Letters (see chapter “Letters”)
This list contains all letters that are responsible for the aggregation of the correspondence.
Cases (see chapter “Cases”)
This list contains all cases of a shelf that are responsible for the aggregation of the correspondence.
Remarks
This area contains all remarks made within the correspondence.

Actions

The following actions can be found within the correspondence:

Add Remark
This action allows you to create and add a remark to the correspondence.
Properties
This action enables a window to be opened, whereby the properties of the font change can be manipulated.

Properties

You will find the following tabs in the correspondence settings:

Tab “Correspondence”

The following settings can be made or viewed within this tab:

State
This is the status of the correspondence.
Subject
This is the subject of the correspondence.
Initial Letter (see chapter “Letters”)
This is the first letter.
Last Sent Letter
This is the last letter sent.
Last Received Letter
This is the last letter received.
Last Letter
This is the last letter.
Closing Letter
This is the closing letter, which can be adjusted accordingly within the settings.

Tab “Letters”

The following settings can be made or viewed within this tab:

Letters (see chapter “Letters”)
This is a list of all letters that were aggregated within this correspondence.

Tab “Cases”

The following settings can be made or viewed within this tab:

Cases (see chapter “Cases”)
This is a list of all cases of a shelf that were aggregated within this correspondence.

Tab “Remark”

The following settings can be made or viewed within this tab:

Enter Remark
This field offers the possibility to add remarks to the correspondence.
Add Attachments
This field offers the possibility to add attachments to the correspondence.
Remarks
This field contains all remarks and attachments that have been added to the correspondence.

Reference Dates

A reference date can be created within the Reference data field in an area (see chapter “Area”), project (see chapter “Projects”), partner (see chapter “Partner”) or a shelf (see chapter “Shelf”). Corresponding reference data from the documents (see chapter “Documents”), action items (see chapter “Action Items”) and any open points (see chapter “Open Points”) can be used.

Areas

Accordingly, the following ranges arise within a reference date:

Collaboration
This field describes the respective collaboration in which the reference date was created.
Dates
This field describes a date that was set within the reference date.
Documents (see chapter “Documents”)
This field shows the documents that are assigned to the reference date.
Document Instances (see chapter “Document Instance”)
This field shows the document instances that are assigned to the reference date.
Action Items (see chapter “Action Items”)
This field shows the action items that are assigned to the reference date.
Open Points (see chapter “Open Points”)
This field shows the open points that are assigned to the reference date.

Actions

You will find the following actions within a reference date:

Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Export Documents
Exports all documents that use the reference date to an Excel file.

Properties

Within the reference date, the following properties can be set in the “Reference date” tab:

Name
This is the name of the reference date.
Date
This is the due date or the date of the reference date, whereby this date is applied to all documents (see chapter “Documents”), action items (see chapter “Action Items”) and/or open points (see chapter “Open Points”) in which this is linked.

E-Mail Folder

Within a partner (see chapter “Partner”) or in a shelf (see chapter “Shelf”) , any email folders can be created in the email folders list after activating the Use E-Mail Folder field.

Areas

The following areas arise within an e-mail folder:

E-Mails
This list describes all e-mails that were found by linking to Outlook.

Actions

The following actions occur within an e-mail folder:

Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Update E-Mails
Updates the registered e-mail and includes all changes.
Reset E-Mails
Resets the registered e-mail.
Synchronize
Synchronizes the e-mail folder.
Define Logo
Defines a logo for the e-mail folder.
Define Description
Defines a description for the e-mail folder.
Properties
Opens a window where any changes can be made to the e-mail folder settings.

Properties

The following settings are made within the e-mail folder:

Tab “E-Mail Folder”

The following properties of the e-mail folder can be viewed or manipulated within this tab:

Room
This field describes the storage location in which the e-mail folder is located. This can be a partner (see chapter “Partner”) or a shelf (see chapter “Shelf”).
Category
This field describes a category for the email folder or allows you to set a category for the email folder. However, this category must first be created in the configuration.
E-Mail Domains
This field enables the provision of any domains.
Regular Expression to Identify E-Mails via the Subject
This field allows you to provide a regular expression that helps to identify emails via the subject.
Original Location
This field allows you to link an original filing.

Registered E-Mail

A registered e-mail can be created if an inbox folder has been created in an area (see chapter “Area”), partner (see chapter “Partner”), project (see chapter “Projects”) or in a shelf (see chapter “Shelf”). Any settings can be made in this inbox folder that determine the extent to which registration should take place. If the registered e-mail has been created, the following areas, actions and settings are available.

Areas

The following areas can be accessed within a registered e-mail:

Registered E-Mail
This area contains all information relating to the properties of the registered emails.
Message
This area contains the message that was sent via the registered e-mail.
Attachments
This area contains all attachments that were sent via the registered e-mail.
Following E-Mails
This area contains all following e-mails relating to the registered e-mail.
Previous E-Mails
This area contains all previous e-mails relating to the registered e-mail.
Aggregated Action Items
This area contains an aggregated list of all action items relating to the registered email.
Aggregated Open Points
This area contains an aggregated list of open points relating to the registered e-mail.

Actions

The following actions can be achieved within a registered e-mail:

Add Remark
This action allows you to add remarks to the registered email.
Enable Text Wrapping
Enables text wrapping in the columns of the lists.
Open E-Mail
Opens the registered e-mail.
Update E-Mails
Updates the registered e-mail and includes all changes.
Reset E-Mails
Resets the registered e-mail.
Create Action Item
Creates a new action item in connection with the current registered e-mail.
Create Open Point
Creates a new open item in connection with the current registered e-mail.
Start Process
Opens a dialog in which various ad hoc processes or predefined processes can be started.
Properties
Opens a window in which the settings of the registered e-mail can be viewed or manipulated.

Properties

You can make the following settings for a registered e-mail:

Tab “Message”

This tab contains the PDF preview of the original email.

Tab “Registered E-Mail”

The following settings can be made within this tab:

Subject
This field contains the subject of the registered e-mail.
Importance
This field contains the importance of the registered e-mail.
Sent on/at
This field contains the date on which the registered e-mail was sent.
Sender
This field contains the sender of the registered e-mail.
Received on/at
This field contains the date of receipt of the registered e-mail.
Receiver
This field contains the recipient of the registered e-mail.
To: (E-Mail Addresses)
This field contains the e-mail of the “To” recipient, the registered e-mail.
Cc: (E-Mail- Addresses)
This field contains the e-mail of the “Cc” recipient, the registered e-mail.
Bcc: (E-Mail- Addresses)
This field contains the e-mail of the “Bcc” recipient, the registered e-mail.
Message
This field contains the message of the registered e-mail.
E-Mail Folder (see chapter “E-Mail Folder”)
This field contains the referenced e-mail folder of the registered e-mail.
Referenced E-Mail Folders
This field contains the referenced e-mail folder of the registered e-mail.
Assigned E-Mail
This field contains the assigned e-mail of the registered e-mail.
Message ID
This field contains the message ID of the registered e-mail.

Tab “Action Items”

The following settings can be made within this tab:

Action Items (see chapter “Action Items”)
Various associated action items can be added or created.

Tab “Open Points”

The following settings can be made within this tab:

Open Points (see chapter “Open Points”)
Various associated open points can be added or created.

Tab “Remarks”

The following settings can be made within this tab:

Enter Remark
This field offers the possibility to add a remark to the document.
Remarks
This field shows the remarks that have been added to the document so far.

Tab “Internal Remarks”

The following settings can be made within this tab:

Enter Internal Remark
This field offers the possibility to add an internal remark to the document.
Internal Remarks
This field shows the internal remarks that have been added to the document so far.
Internal Remarks Details
This list shows the internal remarks that have been added to the document so far.

Purpose of Sending

Purposes of sending can be added within the configuration, in the field Purpose of Sending.

Properties

The following settings can be made in a shipping purpose:

Name
This field describes the name of the purpose of sending.
Description
This field is a description for the purpose of sending.
Send Information Only
This field offers the possibility to send information of the document without document items and comments.
Reply Required
This field offers the possibility to require answers regarding the purpose of sending.
Reply Options
This field offers the possibility to add corresponding response options for the purpose of sending. These response options consist of these properties:
- State
  Here you can select a status for the answer option.
- Set State of Original
  Here you can activate that the status can be applied to the original.
- Set Original to Final Form
  Here you can activate that the status of the original should be set to "Completed".

Manuals

Manuals can have volumes (see chapter “Volumes”), and these in turn can have chapters (see chapter “Chapters”) that contain documents (see chapter “Documents”).

Areas

You can find the following areas within a manual:

Volumes (see chapter “Volumes”)
This are all the volumes existing in the manual.

Actions

You can find the following actions within a manual:

Create New Volume
This is for creating a new volume inside the manual.

Properties

You can define the following settings in a manual:

Tab “Manual”

The following settings can be made within this tab:

Name
This is the name of the manual.
Volumes (see chapter “Volumes”)
This is the list of all volumes re

Volumes

Volumes are containers for chapters (see chapter “Chapters”). It can be sent out to partners by letter (see chapter “Letters”).

Areas

You can find the following areas within a volume:

Chapters (see chapter “Chapters”)
This list contains all chapters of the volume.

Sent Volumes
This area contains copies of the volumes at the point in time, when these were sent per letter.

Referencing Letters (see chapter “Letters”)
This area contains all letters that are related to the volume.

Actions

You can find the following actions within a volume:

Attach to Letter
This action allows you to add the volume to a letter.

Create New Chapter
This action creates a new chapter inside the volume.

Properties

You can define the following settings in a volume:

Tab “Volume”

The following settings can be made within this tab:

Name
This is the name of the volume.

Manual (see chapter “Manuals”)
This shows the manual, where the volume is part of.

Chapters (see chapter “Chapters”)
This are the chapters contained in the volume.

Tab “Referencing Letters”

The following settings can be made within this tab:

Referencing Letters (see chapter “Letters”)
This field shows the referencing letters in a list.

Chapters

Chapters keep the actual documents of the manual (see chapter “Manuals”), resp. volume (see chapter “Volumes”). Chapters can have subchapters and these can also have subchapters and so on and so forth.

Areas

You can find the following areas within a chapter:

Documents (see chapter “Documents”)
This are the documents assigned to the chapter.
Sub Chapters
This are all subchapters of the chapter.

Actions

You can find the following actions within a chapter:

Create New Chapter
This creates a new subchapter in the chapter.

Properties

You can define the following settings in a chapter:

Tab “Chapter”

The following settings can be made within this tab:

Name
This is the name of the chapter.
Contained in
This shows the parent of the chapter. This could be a volume (see chapter “Volumes”) but also a chapter.
Documents (see chapter “Documents”)
This are the documents which are part of the chapter.
Sub Chapters
This are the subchapters of the chapter.

Rights and Roles

The following chapter discusses the rights and distribution of roles within the correspondence management.

Rights Roles

There are various roles with specific rights in correspondence management. These rights can be adapted dynamically depending on the context. Therefore, a detailed explanation in this user documentation is not useful. The configurations of the roles can vary in different contexts, even if they are essentially the same role. The following general description of the respective roles serves as a guideline for the correspondence management application.

The following roles are available within Correspondence Management:

Full Control
This role grants unrestricted control over the entire system. Users with this role can perform all operations, including managing user rights, customizations and complete changes to the system configuration and data.
App Administrator
Users with this role have comprehensive administration rights for the application. They can manage users and their authorizations as well as configure and adapt the application.
App Manager
Users in this role have extensive modification rights in the respective instance. They can manipulate existing objects, relations and attributes, but cannot apply any higher restrictions to the structure.
Customizing User
This role allows the user to adjust the application. This includes the configuration of settings and the management of user-defined customizations.
App Power User
This user role offers extended usage rights. In contrast to regular users, app power users can make deeper and more comprehensive changes and adjustments.
App User
Users in this role have standard rights to use the application. They can use basic functions, but cannot perform administrative tasks or make in-depth changes.
Administrator
This role is similar to the App Administrator, but focuses on managing the system environment and infrastructure. Users can change settings and monitor system operations.
Change Access
Users with this role have the right to make changes to data and objects. This includes creating, editing and deleting data within the assigned structure.
Read Access
This role grants read-only rights. Users can view artifacts of the structure, but cannot make any changes. This is ideal for users who need to view but not edit information.

Right Inheritance

Rights can be set specifically so that only selected people or groups can see files and documents that are accessible to them. These rights are handled differently via the various “app rooms”. The users in the rights are currently not displayed under the authorizations, which makes it difficult to understand the rights inheritance.

This rights inheritance for “App Administrator” and “App Power User” is explained in more detail in the following graphic:

Area

Within an area, rights inheritance can be represented as follows.

Project

Within a project, rights inheritance can be represented as follows.

Partner

Within a partner, rights inheritance can be represented as follows.

Shelf

The inheritance of rights within a shelf can be represented as follows.

Notifications and Reminders

Notifications and reminders are, as the name say, some kind of interaction with the user, in order to Notify or Remind them on specific topics. This mechanic is used for e.g.: due date reminder, notification on a newly received letter etc. These notifications and reminders can be configured on various objects and therefore specify the objects which are going to be informed about.

Preconditions

In order to receive a notifications and reminders, it is necessary to be in the list of recipients for the specific object, which contains the desired notification/reminder (shelf, action item list, document list, open point list). Furthermore, you also have to enable the email notification for the desired notification in the notification settings.

This means, that the recipient of a notification has either to be

the owner of the object (letter, case, action item, document, open point) which is going to be informed about,
has full control in the contact room of the object and the Standard User for Explicit Notifications is enabled on the superordinated object (shelf, action item list, document list, open point list),
or is in the list of Additional Users for Explicit Notifications of the superordinated object (shelf, action item list, document list, open point list).

Shelf

In a Shelf (see chapter “Shelf”), we can enable the following notification and reminder options:

Letter Received Notification
This notification sends an email about a received letter in your shelf.
Letter Reply Required Reminder
This is a reminder email about a due date of a letter reply.
This reminder is typically sent 2 weeks before the due date.
If this 2-week earlier reminder is in the past (before the current date), a reminder email is sent once every week.
Case Reply Required Reminder
This is a reminder email about a due date of a case reply.
This reminder is typically sent 2 weeks before the due date.
If this 2-week earlier reminder is in the past (before the current date), a reminder email is sent once every week.
Document Instance Due Date Reminder
This is a reminder email about a due date of a document instance.
This reminder is typically sent 2 weeks before the due date.
If this 2-week earlier reminder is in the past (before the current date), a reminder email is sent once every week.
Document Canceled Notification
This notification sends an email about a cancelled document in your shelf.
Document Restored notification
This notification sends an email when a document is restored in your shelf.

Action Item List

In an Action Item List (see chapter “Action Item List”), we can enable the following notification and reminder options:

Action item Changed Owner Notification
This notification sends an email when an action item’s owner changes.
Action Item Due Date Reminder
This is a reminder email about a due date of an action item.
This reminder is typically sent 2 weeks before the due date.
If this 2-week earlier reminder is in the past (before the current date), a reminder email is sent once every week.

Document List

In a Document List (see chapter “Document List”), we can enable the following notification and reminder options:

Document Changed Owner Notification
This notification sends an email when a document’s owner changes.
Document Due Date Reminder
This is a reminder email about a due date of a document.
This reminder is typically sent 2 weeks before the due date.
If this 2-week earlier reminder is in the past (before the current date), a reminder email is sent once every week.

Open Point List

In an Open Point List (see chapter “Open Points List”), we can enable the following notification and reminder options:

Open Point Changed Owner Notification
This notification sends an email when an open point’s owner changes.
Open Point Due Date Reminder
This is a reminder email about a due date of an open point.
This reminder is typically sent 2 weeks before the due date.
If this 2-week earlier reminder is in the past (before the current date), a reminder email is sent once every week.

Workflows

Users, organizations, organizational units and external organizations can be integrated into the processing of business objects via workflow by starting a process that can be processed via the worklist (these are usually approval and release processes).
Further information can be found in the white paper “Model-Based Customizing: new window” and in the “Workflow: new window” chapter in the “User Help Fabasoft Cloud”.

Activities

These activities are available within the correspondence management, next to the default processes of the Fabasoft Cloud:

Prepare Incoming Case

Prepares an incoming case as document controller.
This action has the following steps available:

Open
This step opens the object with its native tool.
Open Properties
This opens the properties of the case.
Classify Case
This is for classifying the case.
Apply Codes
This is not shown, if there are no code parts and no documents available.
Create Letter
This is not shown, if there is already an existing letter for this case.
Open Letter
This opens the corresponding letter.
Create Cover Letter
This is only shown, if there is no cover letter existing for the corresponding letter.
Finish
This performs a sanity check on the attached document items of the case.

Prepare Incoming Case by Responsible

Prepares an incoming case as responsible.

Open
This opens the object with its native tool.
Open Properties
This opens the properties of the case.
Create Letter
Opens a dialog for creating a new letter. This is not shown, if there is already an existing letter for this case.
Open Letter
This opens the corresponding letter.
Create Cover Letter
Opens a dialog for creating a new cover letter. This is shown, if there is no cover letter existing for the corresponding letter.
Assign Reviewers
This is for assigning reviewers to the incoming case. This is shown, if the case has useable attachments, where reviewers are assigned and the state is set to “Needs Review”.
Finish
This performs a sanity check on the attachments of the case.

Prepare Incoming Case by Lead Reviewer

Prepares an incoming case as lead reviewer.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Create Letter
Opens the dialog for creating a letter. This is not shown, if there is already an existing letter for this case.
Open Letter
This opens the corresponding letter.
Create Cover Letter
Opens the dialog for creating a cover letter. This is shown, if there is no cover letter existing for the corresponding letter.
Assign Reviewers
This is for assigning reviewers to the incoming case. This is shown, if the case has useable attachments, where reviewers are assigned and the state is set to “Needs Review”.
Finish
This performs a sanity check on the attachments of the case.

Approve Incoming Case

Approves an incoming case as approver.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Approve Comments
Opens the comments in order to review and approve them. This is shown if any attached document has comments.
Approve
Approves the Case and finishes the activity. This option is available, if there are no more comments on attachments.
Deny Approval
Denies the approval of the case and finishes the activity.

Finalize Incoming Case

Finalizes an incoming case as document controller.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Create Letter
This is not shown, if there is already an existing letter for this case.
Open Letter
This opens the corresponding letter.
Create Cover Letter
This is only shown, if there is no cover letter existing for the corresponding letter.
Send Letter
This action is available, if a corresponding letter exists and is not already sent. It sends the letter to the recipient of the case. This action finishes the activity.
Finish
When the letter was sent, this option is available. This finishes the activity.

Prepare Outgoing Case

Prepares an outgoing case as document controller.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Classify Case
This is for classifying the Case.
Apply Codes
This is not shown, if there are no code parts and no documents available.
Create Letter
This is not shown, if there is already an existing letter for this case.
Open Letter
This opens the corresponding letter.
Create Cover Letter
This opens a dialog for creating a cover letter. This is shown, if there is no cover letter existing for the corresponding letter.
Finish
This performs a sanity check on the attachments of the case.

Prepare Outgoing Case by Responsible

Prepares an outgoing case as responsible.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Create Letter
Opens a dialog for creating a new letter. This is not shown, if there is already an existing letter for this case.
Open Letter
This opens the corresponding letter.
Create Cover Letter
Opens a dialog for creating a cover letter. This is shown, if there is no cover letter existing for the corresponding letter.
Assign Reviewers
This is for assigning reviewers to the outgoing case. This is shown, if the case has useable attachments, where reviewers are assigned and the state is set to “Needs Review”.
Finish
This performs a sanity check on the attachments of the case.

Prepare Outgoing Case by Lead Reviewer

Prepares an outgoing case as lead reviewer.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Create Letter
Opens a dialog for creating a new letter. This is not shown, if there is already an existing letter for this case.
Open Letter
This opens the corresponding letter.
Create Cover Letter
Opens a dialog for creating a cover letter. This is shown, if there is no cover letter existing for the corresponding letter.
Assign Reviewers
This is for assigning reviewers to the outgoing case. This is shown, if the case has useable attachments, where reviewers are assigned and the state is set to “Needs Review”.
Finish
This finishes the activity.

Approve Outgoing Case

Approves an outgoing case as approver.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Approve
Sets the Case to approved. This finishes the activity.
Deny Approval
Sets the Case to denied. This finishes the activity.

Finalize Outgoing Case

Finalizes an outgoing case as document controller.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Create Letter
Opens a dialog for creating a new letter. This is not shown, if there is already an existing letter for this case.
Open Letter
This opens the corresponding letter.
Create Cover Letter
Opens a dialog for creating a cover letter. This is shown, if there is no cover letter existing for the corresponding letter.
Send Letter
This action is available, if a corresponding letter exists and is not already sent. It sends the letter to the recipient of the case. This action finishes the activity.
Finish
When the letter was sent, this option is available. This finishes the activity.

Review Case (With Accept/Reject)

Reviews a case as prep team.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Set Document Reply Options
This opens a dialog where the reply option can be set. This is available, if there is no reply option provided from the incoming attachments or letter.
Create Letter
Opens a dialog for creating a new letter. This is not shown, if there is already an existing letter for this case.
Open Letter
This opens the corresponding letter.
Create Cover Letter
Opens a dialog for creating a cover letter. This is shown, if there is no cover letter existing for the corresponding letter.
Accept
This finishes the activity.
Reject
This rejects the case. The option is available if there is no outgoing letter for the case.

Review Case (Without Accept/Reject)

Reviews a case as prep team (without reject).

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Set Document Reply Options
This opens a dialog where the reply option can be set. This is available, if there is no reply option provided from the incoming attachments or letter.
Create Letter
Opens a dialog for creating a new letter. This is not shown, if there is already an existing letter for this case.
Open Letter
This opens the corresponding letter.
Create Cover Letter
Opens a dialog for creating a cover letter. This is shown, if there is no cover letter existing for the corresponding letter.
Finish
This finishes the activity.

Send Case (With Reject)

Sends a case as send team.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Review Comments
Opens the comments for reviewing. This is shown, if there are comments or annotations on a document.
Set Document Reply Options
This opens a dialog where the reply option can be set. This is available, if there is no reply option provided from the incoming attachments or letter.
Create Letter
Opens a dialog for creating a new letter. This is not shown, if there is already an existing letter for this case.
Open Letter
This opens the corresponding letter.
Create Cover Letter
Opens a dialog for creating a cover letter. This is shown, if there is no cover letter existing for the corresponding letter.
Send Letter
This action is available, if a corresponding letter exists and is not already sent. It sends the letter to the recipient of the case. This action finishes the activity.
Finish
When the letter was sent, this option is available. This finishes the activity.
Reject
This rejects the case. The option is available if there is no outgoing letter for the case.

Send Case (Without Reject)

Sends a case as send team (without reject).

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Review Comments
Opens the comments for reviewing. This is shown, if there are comments or annotations on a document.
Set Document Reply Options
This opens a dialog where the reply option can be set. This is available, if there is no reply option provided from the incoming attachments or letter.
Create Letter
Opens a dialog for creating a new letter. This is not shown, if there is already an existing letter for this case.
Open Letter
This opens the corresponding letter.
Create Cover Letter
Opens a dialog for creating a cover letter. This is shown, if there is no cover letter existing for the corresponding letter.
Send Letter
Sends the created letter. This finishes the activity.
Finish
Sets the Case to done. After the letter is sent, this option gets available. This finishes the activity.

Assign Reviewers by Responsible

Reviews a document item as responsible.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Assign Reviewers
This is for assigning reviewers to the document. This is shown, if the case has useable attachments, where reviewers are assigned and the state is set to “Needs Review”.
Finish
This finishes the activity.

Assign Reviewers by Lead Reviewer

Reviews a document item as lead reviewer.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Assign Reviewers
This is for assigning reviewers to the document. This is shown, if the case has useable attachments, where reviewers are assigned and the state is set to “Needs Review”.
Finish
This finishes the activity.

Review Document Item

Reviews the document item as reviewer.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Comment
Opens the document item in a dialog, where comments can be created and added.
Review Comments
Opens the comments for reviewing.
Finish
The document is set to reviewed. This finishes the activity.

Adjust Comments

Adjusts comments of a document item as responsible/lead reviewer.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Adjust Comments
Opens a dialog for adjusting comments. This is shown, if the document item has a comment log with entries or annotations.
Finish
This finishes the activity.

Stamp Document Item

Applies stamps to a document item as document controller.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Stamp
Opens a PDF tool in order to add stamps to document items.
Finish
This finishes the activity.

Approve Document Item

Approves a document item comments as approver.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Approve Comments
Opens the dialog for the comments, in order to check them. This is available, if there are comments on the document.
Approve
Sets the document to approved. This is available, if there are no more comments on the document. This finishes the activity.
Deny Approval
Sets the document to denied. This finishes the activity.

Create New Revision

Creates a new document revision.

Submit Document

Submits the document to the requester.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Submit Document
Transfers the document items to the original document. This finishes the activity.

Review Document

Reviews a document.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Request Document Adjustment
Requests adjustments of the document by the supplier. This option is available, if the state of the document is “Needs Review”.
Request Document Correction
Requests a new, corrected document from the supplier. This option is available, if the state of the document is “Needs Review”.
Set as Reviewed
Sets the document to reviewed. This option is available, if the state of the document is “Received”, “Open”, “Needs Review”.
Finish
This option is available, if the state of the document is not “Received”, “Open”, “Needs Review”. This finishes the activity.

Review Document Formally

Reviews a document formally.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Review
Sets the state of the document to “Reviewed” and signs it.
Review with comments
Sets the state of the document to “Reviewed - With Comments” and signs it. Added remarks will be transferred to the supplier.
Decline
Sets the state of the document to “Declined” and signs it. This finishes the activity.

Review Document Technically

Review a document technically.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Review
Sets the state of the document to “Reviewed” and signs it.
Review with comments
Sets the state of the document to “Reviewed - With Comments” and signs it. Added remarks will be transferred to the supplier.
Decline
Sets the state of the document to “Declined” and signs it. This finishes the activity.

Check Incoming Document Formally

Checks an incoming document formally.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Accept for Review
Sets the state of the document to “For Review”. This finishes the activity.
Request Document Adjustment
Requests adjustments of the document from the supplier of the document. This finishes the activity.

Check Outgoing Document Formally

Checks an outgoing document formally.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Outgoing Check Passed
Signs the document. This finishes the activity.
Outgoing Check Failed
Sets the state of the document to “Outgoing Check Failed” and signs the object. This finishes the activity.

Synchronize Document to Document Instance

Synchronizes the document with its metadata to the document instance.

Synchronize Document Instance to Document

Synchronizes the document instance with its metadata to the document.

Process Action Item

Processes an action item.

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Request Closure
Sets the state of the action item to “Closure Requested” and finishes the activity.
Close
Sets the state of the action item to “Closed” and finishes the activity.

Process Open Point

Processes an Open Point

Open
This opens the object with its native tool and in its origin location.
Open Properties
This opens the properties dialog of the object.
Close
Sets the state of the open point to “Closed” and finishes the activity.

Application Area: Correspondence Management (Fabasoft Approve Correspondence)

Application Areas

Document Management

Transmittal Management

Entity Management

Correspondence Management Dashboard

Areas

Actions

Correspondence Management Configuration

Areas

Actions

Settings

Tab “General Settings”

Tab “Details”

Tab „Process configuration “

Projects

Areas

Actions

Settings

Tab “Project”

Tab “Advanced Settings”

Area

Areas

Actions

Settings

Tab “Area”

Tab “Advanced Settings”

Partner

Areas

Actions

Settings

Tab “Partner”

Tab “Advanced Settings”

Shelf

Areas

Actions

Settings

Tab “Shelf”

Tab “Advanced Settings”

Directory

Actions

Settings

Tab “Directory”

Configuration Data

Document List

Areas

Actions

Properties

Tab “Document List”

Tab “Export”

Documents

Areas

Actions

Properties

Tab “Document”

Tab “Action Items”

Tab “Open Points”

Tab “Referencing Letters”

Tab “Remarks”

Tab “Internal Remarks”

Document Instance

Areas

Actions

Properties

Tab “Document Instance”

Tab “Action Items”

Tab “Open Points”

Tab “Remarks”

Open Points List

Areas

Actions

Properties

Tab “Open Point List”

Tab “Export”

Open Points

Areas

Actions

Properties

Tab “Open Point”

Tab “Documents”