Application Area: Technical Records Management (Fabasoft Approve Records)

Fabasoft Approve Records offers you a pioneering solution for the innovative management of technical records. The application enables extremely uncomplicated, intuitive and collaborative handling of technical records.

Reduce risks through transparent processes
Approve handles all communication relating to multi-year projects, as well as the coordination, management and checking of data in one platform, so that it is always clear who has what information and when. When managing the complete scope of documentation (e.g., CDRL) with Approve, the individual business letters or the complete correspondence can be referenced and linked to the corresponding documentation. This gives you a good overview.
Automate manual and time-consuming tasks
Approve classifies metadata from business letters and the associated documents, categorizes them and stores them in a structured manner. This allows different project teams to view or edit this information according to their access authorization. Comprehensive automated checking, release and approval processes for contractually required documents ensure efficient project management. This allows you to save resources accordingly.
Maintain an overview of contractual obligations
Contract-relevant "business letters" generated directly in Approve are automatically assigned a sequential number. These can be provided with metadata such as processing deadline, project indicator or to-dos, as well as assigned to the person responsible. A clearly laid out project calendar and automatically sent deadline reminders to all parties involved ensure that all tasks are completed on time.

Application Area

Within the comprehensive technical record management system, it is possible to efficiently manage records (see chapter “Records”) and cases (see chapter “Case”) in various application areas. This flexibility is made possible by the configuration level, at which various parameters can be defined in the configuration lists (see chapter “Configuration Lists”). These lists are used to select assignments (see chapter “Assignments”), which largely determine the extent to which the records or cases can be managed within the system.

These central assignments not only affect the structuring and organization of the records, but also influence the handling and management of the corresponding cases. Careful configuration at this level therefore enables the system to be individually adapted to the specific requirements and processes of an organization or business unit.

When creating a new record or a new case, after selecting the corresponding subject (see chapter “Subjects”) n the case of the case or the corresponding record register (see chapter “Record Registers”) in the case of the record, it is possible to select specific linked assignments. This step makes it possible to provide the newly created record or case with relevant and specific information that is directly related to the selected subject or record register.

These linked assignments (see chapter “Assignments”) not only serve to contextually enrich the record (see chapter “Records”) or the case (see chapter “Case”) , but also enable precise linking with other relevant data records, resources or contextual information. This ensures the comprehensive and structured recording of information, which in turn supports efficient administration and tracking within the file management system.

The records are provided in the corresponding assignment lists in accordance with the configuration in the associated assignment instance. This means that the previously defined configuration settings, including the linked assignments and other relevant parameters, form the basis for the compilation and presentation of the records in the respective assignment instance. This systematic provision ensures that the records are easily accessible and organized according to the defined criteria and links.

The allocation instance acts as an interface that makes it possible to access the accumulated records accordingly, to have an overview of them and, if necessary, to carry out further actions. This structured approach within the assignment lists ensures efficient management and organization of records within the record management system, enabling users to access the information they need quickly and in a targeted manner.

Once the records have been created, they can be efficiently managed and documented. Management includes various processes, such as assigning responsibilities, defining access rights, tracking processing statuses and integrating other relevant metadata. Structured management ensures that the records are organized in accordance with the defined business processes and requirements.

Documentation includes the systematic recording of activities, changes and relevant information in connection with the records. This can include, for example, comments, processing histories or links to other cases. Comprehensive documentation not only makes it easier to track and review activities, but also supports transparency and compliance in the handling of records.

Records Manager Dashboard

After successfully adding to a Technical File Manager configuration, a dashboard is automatically created for you and placed on the “Home” page. This Technical File Manager dashboard serves as your central access point to Fabasoft Approve Records.

Note: It is important to note that depending on your role and the previous settings made before your first access to Fabasoft Approve Records, certain objects and settings may vary. There may be differences in terms of user help. If there are any uncertainties or specific adjustments, you should contact the relevant administrators for precise information.

Areas

The file manager dashboard is divided into the following areas:

Import Records (see chapter “Records”)
Records can be imported here via the dashboard.
My Calendar (see chapter “Calendar”)
This is an instance of a calendar in which the personal events (see chapter “Events“), and tasks (see chapter “Tasks”) are displayed.
My Suppliers (see chapter “Supplier”)
These are suppliers that are instantiated and administered by you or are assigned to you.
My Customers (see chapter “Customer”)
These are customers that are instantiated and administered by you or are assigned to you.
My Clients (see chapter “Client”)
These are clients that are instantiated and administered by you or are assigned to you.
My Corporations (see chapter “Corporations”)
These are corporations that are instantiated and administered by you or are assigned to you.
My Committees (see chapter ”Committees”)
These are committees that are instantiated and administered by you or are assigned to you.
My Unions (see chapter “Unions”)
These are unions that are instantiated and administered by you or are assigned to you.
My Companies (see chapter “Companies”)
These are companies that are instantiated and administered by you or are assigned to you.
My Scopes (see chapter “Scopes”)
These are scopes that are instantiated and administered by you or are assigned to you.
My Industries (see chapter “Industries”)
These are industries that is instantiated and administered by you or is assigned to you.
My Areas (see chapter “Areas”)
These are areas that are instantiated and administered by you or are assigned to you.
My Brands (see chapter “Brands”)
These are brands that are instantiated and administered by you or are assigned to you.
My Products (see chapter “Products”)
These are products that are instantiated and administered by you or are assigned to you.
My Projects (see chapter “Projects”)
These are projects that are instantiated and administered by you or are assigned to you.
My Licenses (see chapter “Licenses”)
These are licenses that are instantiated and administered by you or are assigned to you.
My Business Units (see chapter “Business Units”)
These are business units that are instantiated and administered by you or are assigned to you.
My Cost Types (see chapter “Cost Types”)
These are cost types that are instantiated and administered by you or are assigned to you.
My Cost Centers (see chapter “Cost Centers”)
These are cost centers that are instantiated and administered by you or are assigned to you.
My Profit Centers (see chapter “Profit Centers”)
These are profit centers that are instantiated and administered by you or are assigned to you.
Architectural Objects (see chapter “Architectural Objects”)
These are all locations that you have access to.
My Records (see chapter “Records”)
These are records that are instantiated and administered by you or are assigned to you.
Recently Used Records
These are all the records that were last used by you.
My Record Register (see chapter “Record Registers”)
These are record registers that are instantiated and administered by you or are assigned to you.
My Cases (see chapter “Case”)
These are cases that are instantiated and administered by you or are assigned to you.
Recently Used Cases
These are all the cases that were last used by you.
My Subjects (see chapter “Subjects”)
These are subjects that are instantiated and administered by you or are assigned to you.
My Requests (see chapter “Requests”)
These are requests that are instantiated and administered by you or are assigned to you.
Recently Used Requests
These are all requests that you have used recently.
Published Documents
These are all published documents that are displayed to you.
My Confidential Rooms
These are confidential rooms that are instantiated and administered by you or are assigned to you.
My External Rooms
These are external rooms that are instantiated and administered by you or are assigned to you.
My Search Folders
These are search folders that are instantiated and administered by you or are assigned to you.
Tutorials
These are all tutorial-specific videos or documents that are located in the configured Teamroom.

Actions

Upload
You can upload files here.
Create Record (see chapter “Records”)
Within this action, it is possible to create one of several records, whereby a distinction is made between a rental agreement record, construction record, maintenance/repair record, project record, project-independent document record, subrental record or economic unit record.
Create Case (see chapter “Case”)
Here you can create a case and add it to the list of cases.
Create Request (see chapter “Requests”)
Here you can create a request, which will be placed in the list of requests.
Refresh
This action updates the dashboard and the lists on the dashboard.

Records Manager Configuration

In the technical records manager configuration, you can define general settings and authorize users to use the records manager.

The records manager configuration is created automatically when the records manager is activated for your cloud organization. The owner of the cloud organization is initially stored in the records manager configuration in the “Records manager administrator” role.

As a records manager administrator, you can switch to the records manager configuration as follows:

Navigate to your records manager dashboard (see chapter “Records Manager Dashboard”).
Click on the “Switch to Configuration” action to switch to the records manager configuration.

Areas

The records manager configuration is divided into different areas to provide you with clear access and efficient use of Fabasoft Approve Records. The following areas are typically available:

Configuration Lists (see chapter “Configuration Lists”)
This is a list, whereby all configuration lists are collected here.
Record Registers (see chapter “Record Registers”)
This is a list, whereby all record registers are collected here.
Subjects (see chapter “Subjects”)
This is a list, whereby all subjects are collected here.
Configuration Data (see chapter “
Official Name
This is the official name for the record subject.Alternative Names
An alternative name can be set for the record subject.Street
This field offers the possibility to enter a street for the record subject.ZIP Code
This field offers the option of entering a zip code for the record subject.City
This field offers the option of storing a city for the record subject.Country
This field offers the possibility to define a country for the record subject.Telephone Numbers
This field offers the option of entering a telephone number for the record subject.Billing Information
This field offers the possibility to store dedicated billing information for the subject.Configuration Data”)
This is a list, whereby all configuration-specific documents are collected here.
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.
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

Depending on the rights assigned, you can perform the following actions at configuration level and the corresponding levels below:

Create Configuration List (see chapter “Configuration Lists”)
Creates a configuration list and places it in the list of configuration lists.
Create Record Register (see chapter “Record Registers”)
Creates a record register and places it in the list of record registers.
Create Subject (see chapter “Subjects”)
Creates a subject and places it in the list of subjects.
Import Translations
Imports a CSV of translations for various languages.
Export Translations
Exports a CSV of translations for various languages you can select.

Settings

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

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 Standard 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 trays 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 analysis, you can have trace output written to the web browser console (cooobj.Trace("string"); or cooobj.Trace("string", value);).

Tab “Details”

You can specify the following settings in the “Details” tab:

Default Dashboard Name
This setting determines the name of the records manager dashboard.
Default Dashboard Class
This is a standard class for 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 is a field that enables the calendar to be displayed in the dashboard.
Use Search-feeded Lists
This is a field that uses search-based lists for My Records, My Cases, My Requests, Archived Records, Archived Cases, Archived Requests, Records, Current Records, Current Cases.
Default Category for New Record Registers (see chapter “Record Registers”)
Here you can set a default category, which must be specified in the configuration. This is used when a file directory is created.
Record Types (see chapter “Record Type”)
You can create record types here.
Default Record Type for New Records
Here you can set a default category, which must be specified in the configuration. This is used for records.
Default Category for New Subjects (see chapter “Subjects”)
Here you can set a default category, which must be specified in the configuration. This is used subjects.
Case Types (see chapter “Case Type”)
You can create case types here.
Default Case Type for New Cases
Here you can set a default category, which must be specified in the configuration. This is used for cases.
Request Types (see chapter “Request Type”)
You can create request types here.
Document Categories
You can create document categories here.
Document Categories for Published Documents
This includes categories for published documents.
Text Module Categories
You can create text module categories here.
Special Intervals
Here you can create categories for specific intervals.
Special Record Terms
Here you can store record terms directly in the configuration.
Special Termination Terms
Here you can store termination terms directly in the configuration.
Approval Levels
Approval levels can be stored directly in the configuration.
Limits
Corresponding limits can be set here, whereby corresponding levels of the limits can only be reached via the approval levels. Accordingly, there must be at least one entry in the approval levels.
Default Category for New Suppliers
A default category for new suppliers can be set here.
Default Category for New Customers
A default category for new customers can be set here.
Default Category for New Clients
A default category for new clients can be set here.
Default Category for New Corporations
A default category for new corporations can be set here.
Default Category for New Committees
A default category for new committees can be set here.
Default Category for New Unions
A default category for new unions can be set here.
Default Category for New Companies
A default category for new companies can be set here.
Default Category for New Scopes
A default category for new scopes can be set here.
Default Category for New Industries
A default category for new industries can be set here.
Default Category for New Areas
A default category for new areas can be set here.
Default Category for New Brands
A default category for new brands can be set here.
Default Category for New Products
A default category for new products can be set here.
Default Category for New Projects
A default category for new projects can be set here.
Default Category for New Licenses
A default category for new licenses can be set here.
Default Category for New Business Units
A default category for new business units can be set here.
Default Category for New Cost Types
A default category for new cost types can be set here.
Default Category for New Cost Center
A default category for new cost centers can be set here.
Default Category for New Profit Centers
A default category for new profit centers can be set here.
Default Category for New Architectural Objects
This is a default category that can be set for new architectural objects.
Default Category for New Confidential Rooms
This is a default category that can be set for new confidential rooms.
Default Category for New External Rooms
This is a default category that can be set for new external rooms.
Use External Room Assignments (see chapter “Assignments”)
Here you can decide whether assignments should be used for external rooms.
Thesaurus for Structuring Record Templates
A thesaurus for the structure of the record templates can be set here.
Thesaurus for Structuring Case Templates
A thesaurus for the structure of the case templates can be set here.
Thesaurus for Structuring Request Templates
A thesaurus for the structure of the request templates can be set here.
Enable File Use Cases
The file use cases can be activated here.
Enable Search Apps
The search applications can be activated here.
Insert Records Manager Identification Into E-Mail Subject
This identification can be used for the automatic assignment of e-mails to records, cases (see chapter “Case”) and requests (see chapter “Requests”).
Keywords for Filenames to Identify Attachments of Records (see chapter “Records”)
This field is used to store keywords for file names that identify the attachments of records.
Keywords for Filenames to Identify Attachments of Cases (see chapter “Case”)
This field is used to store keywords for file names that identify the attachments of cases.
Keywords for Filenames to Identify Attachments of Requests (see chapter “Requests”)
This field is used to store keywords for file names that identify the attachments of requests.
SAP System Name
This field represents the name of a connected SAP system.
SAP Client Name
This field represents the name of an existing SAP client.

Tab “Expressions”

Within the “Expressions” tab, you can enable the following settings:

Handle Creation of Record (see chapter “Records”)
Here you can provide a specific expression that can influence the record accordingly when a record is created. This record is manipulated accordingly in terms of the expression.
Handle Commit of Record
Here you can execute a specific expression in the case of record creation. Even before the record is stored in the corresponding list, this expression is executed and can manipulate the record or its environment components accordingly.
Handle Creation of Case (see chapter “Case”)
Here you can provide a specific expression that can influence the case accordingly when a case is generated. This case is manipulated accordingly in terms of the expression.
Handle Commit of Case
Here you can execute a specific expression in the case of case production. Even before the business case is stored in the corresponding list, this expression is executed and can manipulate the case or its environment components accordingly.
Handle Creation of Request (see chapter “Requests”)
Here you can provide a specific expression that can influence the request accordingly when a request is generated. This request is manipulated accordingly in terms of the expression.
Handle Commit of Request
Here you can execute a specific expression in the case of request production. Even before the request is stored in the corresponding list, this expression is executed and can manipulate the request or its environment components accordingly.
Handle Creation of Assignment (see chapter “Assignments”)
Here you can provide a specific expression that can influence the assignment accordingly in the event of an assignment generation. This assignment is manipulated accordingly in terms of the expression.
Handle Commit of Assignment
Here you can execute a specific expression in the event of assignment production. Even before the assignment is stored in the corresponding list, this expression is executed and can manipulate the assignment or its environment components accordingly.

Configuration Lists

Configuration lists (see chapter “Configuration Lists”) contain many dynamic object structures, which you can provide in the configuration list settings according to the possible objects. You can also make corresponding configuration settings at configuration list level.

Areas

These areas are linked to the settings of the assignments (see chapter “Assignments”). The following maximum areas can be present:

Suppliers (see chapter “Supplier”)
These are suppliers that were created within the configuration list (see chapter “Configuration Lists”).
Customers (see chapter “Customer”)
These are customers that were created within the configuration list.
Clients (see chapter “Client”)
These are clients that were created within the configuration list.
Corporations (see chapter “Corporations”)
These are corporations that were created within the configuration list.
Committees (see chapter ”Committees”)
These are committees that were created within the configuration list.
Unions (see chapter “Unions”)
These are unions that were created within the configuration list.
Companies (see chapter “Companies”)
These are companies that were created within the configuration list.
Scopes (see chapter “Scopes”)
These are scopes that were created within the configuration list.
Industries (see chapter “Industries”)
These are industries that were created within the configuration list.
Areas (see chapter “Areas”)
These are areas that were created within the configuration list.
Brands (see chapter “Brands”)
These are brands that were created within the configuration list.
Products (see chapter “Products”)
These are products that were created within the configuration list.
Projects (see chapter “Projects”)
These are projects that were created within the configuration list.
Licenses (see chapter “Licenses”)
These are licenses that were created within the configuration list.
Business Units (see chapter “Business Units”)
These are business units that were created within the configuration list.
Cost Types (see chapter “Cost Types”)
These are cost types that were created within the configuration list.
Cost Centers (see chapter “Cost Centers”)
These are cost centers that were created within the configuration list.
Profit Centers (see chapter “Profit Centers”)
These are profit centers that were created within the configuration list.
Architectural Objects (see chapter “Architectural Objects”)
These are architectural objects that were created within the configuration list.
Documents
These are documents that were created within the configuration list.
Uploads
These are configuration list-specific uploaded objects.

Actions

Depending on the scope and specification at configuration list setting level, different action options are also available within the given lists, as with the areas. The following actions can be displayed as a maximum:

Synchronize
Synchronizes the content of the configuration list.
Define Logo
Defines a logo for the configuration list.
Create Supplier (see chapter “Supplier”)
Creates a new supplier within the configuration list and stores it in the list of suppliers.
Create Customer (see chapter “Customer”)
Creates a new customer within the configuration list and stores it in the list of customers.
Create Client (see chapter “Client”)
Creates a new client within the configuration list and stores it in the list of clients.
Create Corporation (see chapter “Corporations”)
Creates a new corporation within the configuration list and stores it in the list of corporations.
Create Committee (see chapter ”Committees”)
Creates a new committee within the configuration list and stores it in the list of committees.
Create Union (see chapter “Unions”)
Creates a new union within the configuration list and stores it in the list of unions.
Create Company (see chapter “Companies”)
Creates a new company within the configuration list and stores it in the list of companies.
Create Scope (see chapter “Scopes”)
Creates a new scope within the configuration list and stores it in the list of scopes.
Create Industry (see chapter “Industries”)
Creates a new industry+ within the configuration list and stores it in the list of industries.
Create Area (see chapter “Areas”)
Creates a new area within the configuration list and stores it in the list of areas.
Create Brand (see chapter “Brands”)
Creates a new brand within the configuration list and stores it in the list of brands.
Create Product (see chapter “Products”)
Creates a new product within the configuration list and stores it in the list of products.
Create Project (see chapter “Projects”)
Creates a new project within the configuration list and stores it in the list of projects.
Create License (see chapter “Licenses”)
Creates a new license within the configuration list and stores it in the list of licenses.
Create Business Unit (see chapter “Business Units”)
Creates a new business unit within the configuration list and stores it in the list of business units.
Create Cost Type (see chapter “Cost Types”)
Creates a new cost type within the configuration list and stores it in the list of cost types.
Create Cost Center (see chapter “Cost Centers”)
Creates a new cost center within the configuration list and stores it in the list of cost centers.
Create Profit Center (see chapter “Profit Centers”)
Creates a new profit center within the configuration list and stores it in the list of profit centers.
Create Architectural Object (see chapter “Architectural Objects”)
Creates a new architectural object within the configuration list and stores it in the list of architectural objects.
Create Folder
Creates a new document within the configuration list and stores it in the list of documents.
Upload
Loads a new object into the structure of the configuration list and places this object in the list in which the “Upload” action was performed.

Properties

You can define the following settings in a configuration list:

Tab “Configuration List”

Name
This is the name of the configuration list.
Subject
In addition to the name, a subject can also be set for the configuration list.
Superordinate List
Here you can reference a superordinated file manager list, which is also in the list of configuration lists.

Tab “Assignments”

Manage Suppliers (see chapter “Supplier”)
This field allows you to activate the default category for new suppliers.
Default Category for New Suppliers
This field allows you to store a default category for new suppliers.
Manage Customers (see chapter “Customer”)
This field allows you to activate the default category for new customers.
Default Category for New Customers
This field allows you to store a default category for new customers.
Manage Clients (see chapter “Client”)
This field allows you to activate the default category for new clients.
Default Category for New Clients
This field allows you to store a default category for new clients.
Manage Corporations (see chapter “Corporations”)
This field allows you to activate the default category for new corporations.
Default Category for New Corporations
This field allows you to store a default category for new corporations.
Manage Committees (see chapter ”Committees”)
This field allows you to activate the default category for new committees.
Default Category for New Committees
This field allows you to store a default category for new committees.
Manage Unions (see chapter “Unions”)
This field allows you to activate the default category for new unions.
Default Category for New Unions
This field allows you to store a default category for new unions.
Manage Companies (see chapter “Companies”)
This field allows you to activate the default category for new companies.
Default Category for New Companies
This field allows you to store a default category for new companies.
Manage Scopes (see chapter “Scopes”)
This field allows you to activate the default category for new scopes.
Default Category for New Scopes
This field allows you to store a default category for new scopes.
Manage Industries (see chapter “Industries”)
This field allows you to activate the default category for new industries.
Default Category for New Industries
This field allows you to store a default category for new industries.
Manage Areas (see chapter “Areas”)
This field allows you to activate the default category for new areas.
Default Category for New Areas
This field allows you to store a default category for new areas.
Manage Brands (see (see chapter “Brands”)
This field allows you to activate the default category for new brands.
Default Category for New Brands
This field allows you to store a default category for new brands.
Manage Products (see chapter “Products”)
This field allows you to activate the default category for new products.
Default Category for New Products
This field allows you to store a default category for new products.
Manage Projects (see chapter “Projects”)
This field allows you to activate the default category for new projects.
Default Category for New Projects
This field allows you to store a default category for new projects.
Manage Licenses (see chapter “Licenses”)
This field allows you to activate the default category for new licenses.
Default Category for New Licenses
This field allows you to store a default category for new licenses.
Manage Business Units (see chapter “Business Units”)
This field allows you to activate the default category for new business units.
Default Category for New Business Units
This field allows you to store a default category for new business units.
Manage Cost Types (see chapter “Cost Types”)
This field allows you to activate the default category for new cost types.
Default Category for New Cost Types
This field allows you to store a default category for new cost types.
Manage Cost Centers (see chapter “Cost Centers”)
This field allows you to activate the default category for new cost centers.
Default Category for New Cost Centers
This field allows you to store a default category for new cost centers.
Manage Profit Centers (see chapter “Profit Centers”)
This field allows you to activate the default category for new profit centers.
Default Category for New Profit Centers
This field allows you to store a default category for new profit centers.
Manage Architectural Objects (see chapter “Architectural Objects”)
This field allows you to activate the default category for new architectural objects.
Default Category for New Architectural Objects
This field allows you to store a default category for new architectural objects.

Tab “Roles”

The following roles can be stored within a configuration list:

Primary Contact
A primary contact person can be defined for the specified configuration list. This person can be consulted in any case and has access to all objects accordingly.
Full Control
Several users can be stored here, who should have all rights in accordance with the corresponding configuration list.
Change Access
Several users can be defined who are authorized to make changes according to the corresponding configuration list.
Read Access
Here, several users can be stored who, in accordance with the corresponding configuration list, should be authorized to view the corresponding objects and conditions, but not to change or manipulate them.
Restricted Access
Several users can be stored here who should only have restricted access in terms of the corresponding configuration list.

Tab “Remarks”

The following setting options are available within this tab:

Enter Remark
This field offers the possibility to leave any remarks on the respective assignment.
Add Attachments
This field offers the option of adding files to the references.
Remarks
This field shows the remarks that have been added to the open point so far.
References
This is a list of added attachments, which consists of content objects.

Record Registers

Record registers contain many dynamic object structures, which you can provide in the settings of the record register according to the possible objects. You can also make the corresponding configuration settings at record register level.

Areas

These areas are linked to the settings of the assignments. The following maximum areas can be available:

Current Records/Records (see chapter “Records”)
These are records that were created within the record register.
Current Requests/Requests (see chapter “Requests”)
These are requests that were created within the record register.
Calendar (see chapter “Calendar”)
This is a calendar that contains all events (see chapter “Events“) that are relevant for the record register.
Supplier (see chapter “Supplier”)
These are suppliers that were created within the record register.
Customer (see chapter “Customer”)
These are customers that were created within the record register.
Client (see chapter “Client”)
These are clients that were created within the record register.
Corporations (see chapter “Corporations”)
These are corporations that were created within the record register.
Committees (see chapter ”Committees”)
These are committees that were created within the record register.
Unions (see chapter “Unions”)
These are unions that were created within the record register.
Companies (see chapter “Companies”)
These are companies that were created within the record register.
Scopes (see chapter “Scopes”)
These are scopes that were created within the record register.
Industries (see chapter “Industries”)
These are industries that were created within the record register.
Areas (see chapter “Areas”)
These are areas that were created within the record register.
Brands (see chapter “Brands”)
These are brands that were created within the record register.
Products (see chapter “Products”)
These are products that were created within the record register.
Projects (see chapter “Projects”)
These are projects that were created within the record register.
Licenses (see chapter “Licenses”)
These are licenses that were created within the record register.
Business Units (see chapter “Business Units”)
These are business units that were created within the record register.
Cost Types (see chapter “Cost Types”)
These are cost types that were created within the record register.
Cost Centers (see chapter “Cost Centers”)
These are cost centers that were created within the record register.
Profit Centers (see chapter “Profit Centers”)
These are profit centers that were created within the record register.
Architectural Objects (see chapter “Architectural Objects”)
These are architectural objects that were created within the record register.
Documents
These are documents that were created within the record register.
Uploads
These are record register-specific uploaded objects.

Actions

You can perform the following actions in a record register:

Create Supplier (see chapter “Supplier“)
Creates a new supplier within the record register and stores it in the list of suppliers.
Create Customer (see chapter “Customer“)
Creates a new customer within the record register and stores it in the list of customers.
Create Client (see chapter “Client”)
Creates a new client within the record register and stores it in the list of clients.
Create Corporation (see chapter “Corporations”)
Creates a new corporation within the record register and stores it in the list of corporations.
Create Committee (see chapter ”Committees”)
Creates a new committee within the record register and stores it in the list of committees.
Create Union (see chapter “Unions”)
Creates a new union within the record register and stores it in the list of unions.
Create Company (see chapter “Companies”)
Creates a new company within the record register and stores it in the list of companies.
Create Scope (see chapter “Scopes”)
Creates a new scope within the record register and stores it in the list of scopes.
Create Industry (see chapter “Industries”)
Creates a new industry within the record register and stores it in the list of industries.
Create Area (see chapter “Areas”)
Creates a new area within the record register and stores it in the list of areas.
Create Brand (see chapter “Brands”)
Creates a new brand within the record register and stores it in the list of brands.
Create Product (see chapter “Products”)
Creates a new product within the record register and stores it in the list of products.
Create Project (see chapter “Projects”)
Creates a new project within the record register and stores it in the list of projects.
Create License (see chapter “Licenses”)
Creates a new license within the record register and stores it in the list of licenses.
Create Business Unit (see chapter “Business Units”)
Creates a new business unit within the record register and stores it in the list of business units.
Create Cost Type (see chapter “Cost Types”)
Creates a new cost type within the record register and stores it in the list of cost types.
Create Cost Center (see chapter “Cost Centers”)
Creates a new cost center within the record register and stores it in the list of cost centers.
Create Profit Center (see chapter “Profit Centers”)
Creates a new profit center within the record register and stores it in the list of profit centers.
Create Architectural Object (see chapter “Architectural Objects”)
Creates a new supplier within the record register and stores it in the list of architectural objects.
Create Folder
Creates a new document within the record register and stores it in the list of documents.
Upload
Loads a new object into the structure of the record register and places this object in the list in which the “Upload” action was performed.
Create Record (see chapter “Records”)
Creates a new record within the record register and places it in the list of records.
Create Event (see chapter “Events”)
Creates a new event within the calendar (see chapter “Calendar”) of the record register.
Create Task (see chapter “Tasks”)
Creates a new task within the calendar in the record register.

Properties

You can define the following settings in a record register:

Tab “Record Register”

The following setting options are available within this tab:

Name
This is the name of the record register.
ID
This is the ID of the record register.
Subject
This is the subject of the record register, which can be provided as an alternative to the name.
Superordinate List
This is a record manager list that can be made available as a superordinate element.
Allow Requests (see chapter “Requests”)
This is the option to enable requests at record register level and below.
Assignments (see chapter “Assignments”)
These are assignments that can be made available to the record register.
Default Interval for End of Evidence Period Reminder E-Mail
This is a time interval that can be used as a standard for a reminder e-mail.
Default Interval for End of Check Period Reminder E-Mail
This is a time interval that can be used as a standard for a reminder e-mail.
Default Interval for Additional Reminders
This is a time interval that can be used as a standard for a reminder e-mail.
Always Use Default Interval for Additional Reminders
Here you can specify whether the Default Interval for Additional Reminders should always be used for additional reminders.
Reminder E-Mails to Internal Editors
This is the activation of the reminder e-mails to an internal processor.
Reminder E-Mails to Internal Purchasers
This is the activation of the reminder e-mails to an internal purchaser.
Reminder E-Mails to Internal Responsibles
This is the activation of the reminder e-mails to an internal responsible person.
Reminder E-Mails to Users with Full Control
This is the activation of reminder e-mails to users with full control.
Reminder E-Mails to Users with Change Access
This is the activation of reminder e-mails to users with change access.
Reminder E-Mails to Users with Read Access
This is the activation of reminder e-mails to users with read access.
Reminder E-Mails to Users with Restricted Access
This is the activation of reminder e-mails to users with restricted access.
Dedicated Contacts for Reminder E-Mails
Here you can set dedicated contacts for corresponding reminder e-mails.
Reminder Custom Text
Here you can specify a default additional text for reminder e-mails, which should be used in the scope of the record register.
Reminder Process
Here you can specify a default process for reminders to be used in the scope of the record register.
Retention Period
This is a default retention period that applies within the record register.
Process for End of Retention Period
This is a default process that is to be executed within the record register after the end of the retention period.

Tab “Details”

The following options are available within this tab:

Restrict Record Types (see chapter “Record Type”)
You can restrict the record types that are available within the record register.
Prevent Creation of Record Types as Terms
Preventing the creation of terms for record types can be activated here.
Record Types
This field can be expanded if the Restrict Record Types field has been checked. Corresponding available records can be listed here.
Default Record Type for New Records
A standard record type can be set for new records within the record register.
Restrict Document Categories
This is a field that activates the restriction of document categories.
Default Document Category for Documents
If the Restrict Document Categories field has been selected, this field is visible. This field displays a list that reflects the available document categories or allows the available document categories to be referenced.
Allow Creation of Records With Read/Restricted Access
By ticking this field, users with only read or restricted rights can also create records.
Special Intervals
This field allows you to provide special time intervals within the record register.
Default Record State
A default record state can be set here, which is initially applied to all records unless another state has been selected.
Default Evidence Period for New Records
A default evidence period can be provided for records within the record register.
Default Check Period for New Records
A default check period for new records can be set within the record register.
Default Category for New Confidential Rooms
A default category can be set for new confidential rooms within the record register.
Default Category for New External Rooms
A default category can be set for new external rooms within the record register.
Standard Addressees
The available standard addressees can be selected. A maximum of all assignments is available.
Multiple Addressees
Here you can select whether multiple addressees are required. If this is the case, the content of the Required properties field changes in Records.
Multiple Internal Editors
You can select whether several editors are required.
Multiple Internal Purchasers
You can choose whether several purchasers are required.
Multiple Internal Responsible
You can choose whether several internal responisbles are required.
Hidden Elements in Records
Here you can select whether and if so, which elements should be hidden in records.
Required Properties in Records
Here you can select whether and if so, which properties are required in the records.
New Private PDF Annotations Accessible for Users With Change Access
You can choose whether private PDF comments are accessible to users with editing rights.
Disable Automatic Property Synchronization
Here you can choose whether automatic synchronization of record properties should be deactivated.
Debug Mode
This field makes it possible to find errors, but this is not relevant for the user.
Has Records
This field indicates whether there are records in the record register.
Has Requests
This field indicates whether there are requests in the record register.

Tab “Assignments”

The following options are available within this tab:

Manage Suppliers (see chapter “Supplier”)
This field allows you to activate the default category for new suppliers.
Default Category for New Suppliers
This field allows you to store a default category for new suppliers.
Use Suppliers
Here you can decide whether the suppliers should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the suppliers. Here you can decide whether the suppliers should be used more than once within the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used for the suppliers.
Manage Customer (see chapter “Customer”)
This field allows you to activate the default category for new customers.
Default Category for New Customers
This field allows you to store a default category for new customers.
Use Customers
Here you can decide whether the customers should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the customers. Here you can decide whether the customer should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the customers.
Manage Clients (see chapter “Client”)
This field allows you to activate the default category for new clients.
Default Category for New Clients
This field allows you to store a default category for new clients.
Use Clients
Here you can decide whether the clients should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the clients. Here you can decide whether the clients should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the clients.
Manage Corporations (see chapter “Corporations”)
This field allows you to activate the default category for new corporations.
Default Category for New Corporations
This field allows you to store a default category for new corporations.
Use Corporations
Here you can decide whether the corporations should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the corporations. Here you can decide whether the use of the corporations should be used multiple times in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the corporations.
Manage Committees (see chapter ”Committees”)
This field allows you to activate the default category for new committees.
Default Category for New Committees
This field allows you to store a default category for new committees.
Use Committees
Here you can decide whether the committees should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the committees. Here you can decide whether the use of the committees should be used multiple times in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the corporations.
Manage Unions (see chapter “Unions”)
This field allows you to activate the default category for new unions.
Default Category for New Unions
This field allows you to store a default category for new unions.
Use Unions
Here you can decide whether the unions should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the unions. Here you can decide whether the unions should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the unions.
Manage Companies (see chapter “Companies”)
This field allows you to activate the default category for new clients.
Default Category for New Companies
This field allows you to store a default category for new companies.
Use Companies
Here you can decide whether the companies should be used in the course of the corresponding record register.
Multiple
This field is only available if you have decided to use the companies. Here you can decide whether the companies should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the companies.
Manage Scopes (see chapter “Scopes”)
This field allows you to activate a default category for new scopes.
Default Category for New Scopes
This field allows you to store a default category for new scopes.
Use Scopes
Here you can decide whether the scopes should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the scopes. Here you can decide whether the scopes should be used multiple times in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the scopes.
Manage Industries (see chapter “Industries”)
This field allows you to activate a default category for new industries.
Default Category for New Industries
This field allows you to store a default category for new industries.
Use Industries
Here you can decide whether the industries should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the industries. Here you can decide whether the industries should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the industries.
Manage Areas (see chapter “Areas”)
This field allows you to activate a default category for new areas.
Default Category for New Areas
This field allows you to store a default category for new areas.
Use Areas
Here you can decide whether the areas should be used in the course of the corresponding record register.
Multiple
This field is only available if you have decided to use the regions (see chapter “Areas”). Here you can decide whether the regions should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the areas.
Manage Brands (see chapter “Brands”)
This field allows you to activate a default category for new brands.
Default Category for New Brands
This field allows you to store a default category for new brands.
Use Brands
Here you can decide whether the brands should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the brands. Here you can decide whether the brands should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the brands.
Manage Products (see chapter “Products”)
This field allows you to activate a default category for new products.
Default Category for New Products
This field allows you to store a default category for new products.
Use Products
Here you can decide whether the products should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the products. Here you can decide whether the products should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the products.
Manage Projects (see chapter “Projects”)
This field allows you to activate a default category for new projects.
Default Category for New Projects
This field allows you to store a default category for new projects.
Use Projects
Here you can decide whether the projects should be used in the course of the corresponding record register.
Multiple
This field is only available if you have decided to use the projects. Here you can decide whether the projects should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the projects.
Manage Licenses (see chapter “Licenses”)
This field allows you to activate a default category for new licenses.
Default Category for New Licenses
This field allows you to store a default category for new licenses.
Use Licenses
Here you can decide whether the licenses should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the licenses. Here you can decide whether the license should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the licenses.
Manage Business Units (see chapter “Business Units”)
This field allows you to activate a default category for new business units.
Default Category for New Business Units
This field allows you to store a default category for new business units.
Use Business Units
Here you can decide whether the business units should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the business units. Here you can decide whether the business units should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the business units.
Manage Cost Types (see chapter “Cost Types”)
This field allows you to activate a default category for new cost types.
Default Category for New Cost Types
This field allows you to store a default category for new cost types.
Use Cost Types
Here you can decide whether the cost types should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the cost types. Here you can decide whether the cost types should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the cost type.
Manage Cost Centers (see chapter “Cost Centers”)
This field allows you to activate a default category for new cost centers.
Default Category for New Cost Centers
This field allows you to store a default category for new cost centers.
Use Cost Centers
Here you can decide whether the cost centers should be used in the course of the corresponding record register.
Multiple
This field is only available if it has been decided to use the cost centers. Here you can decide whether the cost centers should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the cost center.
Manage Profit Centers (see chapter “Profit Centers”)
This field allows you to activate a default category for new profit centers.
Default Category for New Profit Centers
This field allows you to store a default category for new profit centers.
Use Profit Centers
Here you can decide whether the profit centers should be used in the course of the corresponding record register.
Multiple
This field is only available if you have decided to use the profit centers. Here you can decide whether the profit centers should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the profit centers.
Manage Architectural Objects (see chapter “Architectural Objects”)
This field allows you to activate a default category for new architectural objects.
Default Category for New Architectural Objects
This field allows you to store a default category for new architectural objects.
Use Architectural Objects
Here you can decide whether the architectural objects should be used in the course of the corresponding record register.
Multiple
This field is only available if you have decided to use the architectural objects. Here you can decide whether the architectural objects should be used more than once in the course of the corresponding record register.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the architectural objects.

Tab “Roles”

The following roles can be stored within a record register:

Primary Contact
A primary contact person can be defined for the specified record register. This person can be consulted in any case and has access to all objects accordingly.
Full Control
Several users can be stored here, who should have all rights in terms of the corresponding record register.
Change Access
Several users can be defined who are authorized to make changes in the corresponding record register.
Read Access
Several users can be stored here, who should be authorized to view the corresponding objects and conditions in the sense of the corresponding record register, but not to change or manipulate them.
Restricted Access
Several users can be stored here, who should only have restricted access to the corresponding record register.

Tab “Address”

The following data can be provided with regard to the address of a record register:

Official Name
This is the official name for the record register.
Alternative Names
An alternative name can be set for the record register.
Street
This field offers the possibility to enter a street for the record register.
ZIP Code
This field offers the option of entering a zip code for the record register.
City
This field offers the option of storing a city for the record register.
Country
This field offers the possibility to define a country for the record register.
Telephone Numbers
This field offers the option of entering a telephone number for the record register.
Billing Information
This field offers the possibility to store dedicated billing information for the record register.

Subjects

Subjects contain many dynamic object structures, which you can provide in the subject settings according to the possible objects. You can also make corresponding configuration settings at subject level.

Areas

These areas are linked to the settings of the assignments. The following maximum areas can be available:

Current Cases/Cases (see chapter “Case”)
These are cases that were created within the subject.
Current Requests/Requests (see chapter “Requests”)
These are requests that were created within the subject.
Supplier (see chapter “Supplier”)
These are suppliers that were created within the subject.
Customer (see chapter “Customer”)
These are customers that were created within the subject.

Client (see chapter “Client”)
These are clients that were created within the subject.

Corporations (see chapter “Corporations”)
These are corporations that were created within the subject.

Committees (see chapter ”Committees”)
These are committees that were created within the subject.

Unions (see chapter “Unions”)
These are unions that were created within the subject.

Companies (see chapter “Companies”)
These are companies that were created within the subject.

Scopes (see chapter “Scopes”)
These are scopes that were created within the subject.

Industries (see chapter “Industries”)
These are industries that were created within the subject.

Areas (see chapter “Areas”)
These are areas that were created within the subject.

Brands (see chapter “Brands”)
These are brands that were created within the subject.

Products (see chapter “Products”)
These are products that were created within the subject.

Projects (see chapter “Projects”)
These are projects that were created within the subject.

Licenses (see chapter “Licenses”)
These are licenses that were created within the subject.

Business Units (see chapter “Business Units”)
These are business units that were created within the subject.

Cost Types (see chapter “Cost Types”)
These are cost types that were created within the subject.

Cost Centers (see chapter “Cost Centers”)
These are cost centers that were created within the subject.

Profit Centers (see chapter “Profit Centers”)
These are profit centers that were created within the subject.

Architectural Objects (see chapter “Architectural Objects”)
These are architectural objects that were created within the subject.

Documents
These are subject-specific objects that were created within the subject area.
Uploads
These are subject-specific uploaded objects.

Actions

You can perform the following actions in a subject:

Create Supplier (see chapter “Supplier“)
Creates a new supplier within the subject and stores it in the list of suppliers.
Create Customer (see chapter “Customer“)
Creates a new customer within the subject and stores it in the list of customers.
Create Client (see chapter “Client”)
Creates a new client within the subject and stores it in the list of clients.
Create Corporation (see chapter “Corporations”)
Creates a new corporation within the subject and stores it in the list of corporations.
Create Committee (see chapter ”Committees”)
Creates a new committee within the subject and stores it in the list of committees.
Create Union (see chapter “Unions”)
Creates a new union within the subject and stores it in the list of unions.
Create Company (see chapter “Companies”)
Creates a new company within the subject and stores it in the list of companies.
Create Scope (see chapter “Scopes”)
Creates a new scope within the subject and stores it in the list of scopes.
Create Industry (see chapter “Industries”)
Creates a new industry within the subject and stores it in the list of industries.
Create Area (see chapter “Areas”)
Creates a new area within the subject and stores it in the list of areas.
Create Brand (see chapter “Brands”)
Creates a new brand within the subject and stores it in the list of brands.
Create Product (see chapter “Products”)
Creates a new product within the subject and stores it in the list of products.
Create Project (see chapter “Projects”)
Creates a new project within the subject and stores it in the list of projects.
Create License (see chapter “Licenses”)
Creates a new license within the subject and stores it in the list of licenses.
Create Business Unit (see chapter “Business Units”)
Creates a new business unit within the subject and stores it in the list of business units.
Create Cost Type (see chapter “Cost Types”)
Creates a new cost type within the subject and stores it in the list of cost types.
Create Cost Center (see chapter “Cost Centers”)
Creates a new cost center within the subject and stores it in the list of cost centers.
Create Profit Center (see chapter “Profit Centers”)
Creates a new profit center within the subject and stores it in the list of profit centers.
Create Architectural Object (see chapter “Architectural Objects”)
Creates a new supplier within the subject and stores it in the list of architectural objects.
Create Folder
Creates a new folder within the subject and places it in the list of documents.
Upload
Loads a new object into the structure of the subject and places this object in the list in which the “Upload” action was performed.
Create Case (see chapter “Case”)
Creates a new case within the subject and places it in the list of current cases.

Properties

You can define the following settings in a subject:

Tab “Subjects”

The following setting options are available within this tab:

Name
This is the name of the subject.
ID
This is the ID of the subject.
Subject
This is the subject of the subject, which can be provided as an alternative to the name.
Superordinate List
This is a record manager list that can be made available as a superordinate element.
Allow Requests (see chapter “Requests”)
This is the option to enable requests at subject level and below.
Assignments (see chapter “Assignments”)
These are assignments that can be made available to the subject.
Default Interval for Additional Reminders
This is an interval that can be used as a default for a reminder e-mail.
Always Use Default Interval for Additional Reminders
Here you can specify whether the Default Interval for Additional Reminders should always be used for additional reminders.
Reminder E-Mails to Internal Editors
This is the activation of the reminder e-mails to an internal processor.
Reminder E-Mails to Internal Purchasers
This is the activation of the reminder e-mails to an internal purchaser.
Reminder E-Mails to Internal Responsibles
This is the activation of the reminder e-mails to an internal responsible person.
Reminder E-Mails to Users with Full Control
This is the activation of reminder e-mails to users with full control.
Reminder E-Mails to Users with Change Access
This is the activation of reminder e-mails to users with change access.
Reminder E-Mails to Users with Read Access
This is the activation of reminder e-mails to users with read access.
Reminder E-Mails to Users with Restricted Access
This is the activation of reminder e-mails to users with restricted access.
Dedicated Contacts for Reminder E-Mails
This is the option of setting dedicated contacts for corresponding reminder e-mails.
Reminder Custom Text
This is the option to specify a standard additional text for reminder emails, which should be used in the scope of the subject.
Reminder Process
This is the option to specify a standard process for reminders, which should be used in the scope of the subject.
Retention Period
This is a standard retention period that applies within the subject.
Process for End of Retention Period
This is a standard process that is to be carried out within the subject at the end of the retention period.

Tab “Details”

The following setting options are available within this tab:

Restrict Case Types (see chapter “Case Type”)
Case types that are available within the subject can be restricted.
Prevent Creation of Case Types as Terms
Preventing the creation of terms for case types can be activated here.
Case Types
This field can be expanded if the Restrict available business case types field has been checked. Corresponding available cases (see chapter “Case”) can be listed here.
Default Case Type for New Cases
This is the ability to provide a default case type for new cases.
Restrict Request Types
This is the ability to restrict the requested types.
Prevent Creation of Request Types as Terms
This is the ability to prevent creation of request types as terms.
Request Types
This is are the request types within a subject.
Default Request Type for New Requests
This is the default request type setting for new requests.
Restrict Document Categories
This is a field that activates the restriction of document categories.
Available Document Categories for Documents
If the Restrict Document Categories field has been selected, this field is visible. This field displays a list that reflects the available document categories or allows the available document categories to be referenced.
Allow Creation of Cases With Read/Restricted Access (see chapter “Case”)
By ticking this field, users with read-only or restricted rights can also create cases.
Allow Creation of Requests With Read/Restricted Access
This attribute allows the creation of requests with read or restricted access.
Special Intervals
This field enables the provision of special intervals within the subject.
Default Case State
A default case state can be set here, which is initially applied to all cases (see chapter “Case”), unless another has been selected.
Default Category for New Confidential Rooms
A default category can be set for new confidential rooms within the subject.
Default Category for New External Rooms
A default category can be set for new external rooms within the subject.
Multiple Internal Editors
You can select whether several editors are required.
Multiple Internal Purchasers
You can choose whether several purchasers are required.
Multiple Internal Responsibles
You can choose whether several internal responsibles are required.
Hidden Elements in Cases (see chapter “Case”)
Here you can select whether and if so, which elements should be hidden in cases.
Required Properties in Cases (see chapter “Case”)
Here you can select whether and if so, which properties are required in the cases.
Hidden Elements in Requests
This attribute describes a list of all hidden elements in a request.
Required Properties in Requests
Here you can select whether and if so, which properties should be required in the business cases.
New Private PDF Annotations Accessible for Users With Change Access
You can choose whether private PDF comments are accessible to users with editing rights.
Debug-Modus
This field makes it possible to find errors, but this is not relevant for the user.
Has Cases
This field shows whether cases exist in the subject.
Has Requests
This field shows whether there are any requests in the subject.

Tab “Assignments”

The following setting options are available within this tab:

Manage Suppliers (see chapter “Supplier”)
This field allows you to activate the default category for new suppliers.
Default Category for New Suppliers
This field allows you to store a default category for new suppliers.
Use Suppliers
Here you can decide whether the suppliers should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the suppliers. Here you can decide whether the suppliers should be used more than once within the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used for the suppliers.
Manage Customer (see chapter “Customer”)
This field allows you to activate the default category for new customers.
Default Category for New Customers
This field allows you to store a default category for new customers.
Use Customers
Here you can decide whether the customers should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the customers. Here you can decide whether the customer should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the customers.
Manage Clients (see chapter “Client”)
This field allows you to activate the default category for new clients.
Default Category for New Clients
This field allows you to store a default category for new clients.
Use Clients
Here you can decide whether the clients should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the clients. Here you can decide whether the clients should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the clients.
Manage Corporations (see chapter “Corporations”)
This field allows you to activate the default category for new corporations.
Default Category for New Corporations
This field allows you to store a default category for new corporations.
Use Corporations
Here you can decide whether the corporations should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the corporations. Here you can decide whether the use of the corporations should be used multiple times in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the corporations.
Manage Committees (see chapter ”Committees”)
This field allows you to activate the default category for new committees.
Default Category for New Committees
This field allows you to store a default category for new committees.
Use Committees
Here you can decide whether the committees should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the committees. Here you can decide whether the use of the committees should be used multiple times in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the corporations.
Manage Unions (see chapter “Unions”)
This field allows you to activate the default category for new unions.
Default Category for New Unions
This field allows you to store a default category for new unions.
Use Unions
Here you can decide whether the unions should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the unions. Here you can decide whether the unions should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the unions.
Manage Companies (see chapter “Companies”)
This field allows you to activate the default category for new clients.
Default Category for New Companies
This field allows you to store a default category for new companies.
Use Companies
Here you can decide whether the companies should be used in the course of the corresponding subject.
Multiple
This field is only available if you have decided to use the companies. Here you can decide whether the companies should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the companies.
Manage Scopes (see chapter “Scopes”)
This field allows you to activate a default category for new scopes.
Default Category for New Scopes
This field allows you to store a default category for new scopes.
Use Scopes
Here you can decide whether the scopes should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the scopes. Here you can decide whether the scopes should be used multiple times in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the scopes.
Manage Industries (see chapter “Industries”)
This field allows you to activate a default category for new industries.
Default Category for New Industries
This field allows you to store a default category for new industries.
Use Industries
Here you can decide whether the industries should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the industries. Here you can decide whether the industries should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the industries.
Manage Areas (see chapter “Areas”)
This field allows you to activate a default category for new areas.
Default Category for New Areas
This field allows you to store a default category for new areas.
Use Areas
Here you can decide whether the areas should be used in the course of the corresponding subject.
Multiple
This field is only available if you have decided to use the regions (see chapter “Areas”). Here you can decide whether the regions should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the areas.
Manage Brands (see chapter “Brands”)
This field allows you to activate a default category for new brands.
Default Category for New Brands
This field allows you to store a default category for new brands.
Use Brands
Here you can decide whether the brands should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the brands. Here you can decide whether the brands should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the brands.
Manage Products (see chapter “Products”)
This field allows you to activate a default category for new products.
Default Category for New Products
This field allows you to store a default category for new products.
Use Products
Here you can decide whether the products should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the products. Here you can decide whether the products should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the products.
Manage Projects (see chapter “Projects”)
This field allows you to activate a default category for new projects.
Default Category for New Projects
This field allows you to store a default category for new projects.
Use Projects
Here you can decide whether the projects should be used in the course of the corresponding subject.
Multiple
This field is only available if you have decided to use the projects. Here you can decide whether the projects should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the projects.
Manage Licenses (see chapter “Licenses”)
This field allows you to activate a default category for new licenses.
Default Category for New Licenses
This field allows you to store a default category for new licenses.
Use Licenses
Here you can decide whether the licenses should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the licenses. Here you can decide whether the license should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the licenses.
Manage Business Units (see chapter “Business Units”)
This field allows you to activate a default category for new business units.
Default Category for New Business Units
This field allows you to store a default category for new business units.
Use Business Units
Here you can decide whether the business units should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the business units. Here you can decide whether the business units should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the business units.
Manage Cost Types (see chapter “Cost Types”)
This field allows you to activate a default category for new cost types.
Default Category for New Cost Types
This field allows you to store a default category for new cost types.
Use Cost Types
Here you can decide whether the cost types should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the cost types. Here you can decide whether the cost types should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the cost type.
Manage Cost Centers (see chapter “Cost Centers”)
This field allows you to activate a default category for new cost centers.
Default Category for New Cost Centers
This field allows you to store a default category for new cost centers.
Use Cost Centers
Here you can decide whether the cost centers should be used in the course of the corresponding subject.
Multiple
This field is only available if it has been decided to use the cost centers. Here you can decide whether the cost centers should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the cost center.
Manage Profit Centers (see chapter “Profit Centers”)
This field allows you to activate a default category for new profit centers.
Default Category for New Profit Centers
This field allows you to store a default category for new profit centers.
Use Profit Centers
Here you can decide whether the profit centers should be used in the course of the corresponding subject.
Multiple
This field is only available if you have decided to use the profit centers. Here you can decide whether the profit centers should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the profit centers.
Manage Architectural Objects (see chapter “Architectural Objects”)
This field allows you to activate a default category for new architectural objects.
Default Category for New Architectural Objects
This field allows you to store a default category for new architectural objects.
Use Architectural Objects
Here you can decide whether the architectural objects should be used in the course of the corresponding subject.
Multiple
This field is only available if you have decided to use the architectural objects. Here you can decide whether the architectural objects should be used more than once in the course of the corresponding subject.
Use Pick List
This field is only available if it has been decided to allow multiple settings. Here you can decide whether a selection list should be used in the course of the architectural objects.

Tab “Roles”

The following roles can be defined within a subject:

Primary Contact
A primary contact person can be defined for the specified subject. This person can be consulted in any case and has access to all objects accordingly.
Full Rights
Several users can be stored here, who should have all rights in terms of the corresponding subject.
Change Access
Several users can be stored who are authorized to make changes in the sense of the corresponding subject.
Read Access
Several users can be stored here, who should be authorized to view the corresponding objects and conditions in the sense of the corresponding subject, but not to change or manipulate them.
Restricted Access
Several users can be stored here, who should only have limited access in terms of the corresponding subject.

Tab “Address”

The following data can be provided with regard to the address of a subject:

Official Name
This is the official name for the record subject.
Alternative Names
An alternative name can be set for the record subject.
Street
This field offers the possibility to enter a street for the record subject.
ZIP Code
This field offers the option of entering a zip code for the record subject.
City
This field offers the option of storing a city for the record subject.
Country
This field offers the possibility to define a country for the record subject.
Telephone Numbers
This field offers the option of entering a telephone number for the record subject.
Billing Information
This field offers the possibility to store dedicated billing information for the subject.

Configuration Data

Any configuration-specific documents can be provided here. These are used for further processing within the entire Records Manager application.

Records

Records contain many dynamic object structures, which you can provide in the record settings according to the possible objects. You can also make corresponding configuration settings at record level.

Areas

You can find the following areas in a record:

Record
This area contains all the settings that belong to the record. These settings can be changed accordingly.
Description
This area contains the description that belongs to the record.
Tasks (see chapter “Tasks”)
This area can be accessed by creating various tasks within the record in the settings. This area contains all tasks that belong to the record.
Documents
This area contains all documents associated with the record.
Subordinated Records
This area can be accessed by linking or creating various subordinated records within the record in the settings. This area contains all subordinated records that belong to the record.
Documents From Subordinated Records
This list represents a calculated list which, if various subordinated records are available, becomes visible and contains various corresponding documents from the subordinated records.
Previous Records
This list is visible if previous records have been defined within the record. This list contains all previous records that refer to the record.
Documents From Previous Records
This list represents a calculated list which, if various previous records are available, becomes visible and contains various corresponding documents from the previous records.
Assigned Cases (see chapter “Case”)
This calculated list appears if a case has been created within the record. This area contains all these cases.
Received Requests (see chapter “Requests”)
This area appears if a request has been created within the record. This area contains all these requests.
Remarks
If a remark has been created, it will appear in this list.
Internal Remarks
If an internal remark has been created, it will appear in this list.
History
This list describes the history of the corresponding record.

Actions

You will find the following actions within a record:

Manage Assignments (see chapter “Assignments”)
This action allows you to manage assignments within the record. A window opens in which you can decide which assignments should be possible within the record.
Create Subordinated Record
This action allows you to create a subordinate record within the record. A window opens in which all important settings relating to the new record can be made.
Create Following Record
This action allows you to create a following record within the record. A window opens in which all important settings relating to the new record can be made.
Create Request (see chapter “Requests”)
This action allows you to create a new request within the record. This opens a window that allows you to make all the important settings for the new request.
Create Case (see chapter “Case”)
This action allows you to create a new case within the record. A window opens which allows you to make all the important settings for the new case.
Upload
This action allows you to upload record-specific documents and places them in the list of documents within the record.
Manage Follow-Ups
A resubmission can be used to send an e-mail to a user or start a process at a specific time.
Start Process
This action allows you to start a process or configure a process directly within the relevant record.
Set Legal Hold
Set a retention requirement for the corresponding record.
Add Remark
This opens a window in which a remark can be added to the corresponding record.
Add Internal Remark
This opens a window in which an internal remark can be added to the corresponding record.
Properties
Opens the record settings.

Properties

You can define the following settings in a record:

Tab “Records”

The following setting options are available within this tab:

Record Register (see chapter “Record Registers”)
This is the linked record register in which the record is located.
Reference Additional Record Registers
This can enable the addition of further necessary record registers.
Referenced Record Registers
This list only appears if the Reference additional record registers field has been activated. This is the option to set additional record registers in relation to the record.
Year
This is the year in which the record was created.
Ordinal
This is the ordinal number of the record.
State
This is the status of the record, which is set as Active. However, this can be adjusted by the user according to the given status.
Addressee
An addressee can be stored for the record.
Department
A corresponding department for the record can be mentioned here.
Addressee Contact
This field offers the possibility to enter a contact person for the respective addressee.
E-Mail Address
This field offers the possibility to enter an e-mail address for the contact person.
Contact Information
Within this field it is possible to enter further contact information.
External Reference
This field can be used to specify an external reference to another object.
Street
This field offers the possibility to search for the street of the respective file reference via Google Maps.
Zip Code
The zip code can be entered here.
City
The respective location can be specified here.
Country
This field allows you to specify the country.
Telephone Numbers
Important telephone numbers can be provided for the record.
Internal Editor
This field allows you to enter an internal editor.
E-Mail Address
This field allows you to enter an e-mail address that refers to the internal editor.
Internal Purchaser
This field allows you to enter an internal purchaser.
E-Mail Address
This field allows you to enter an e-mail address that refers to the internal purchaser.
Internal Responsible
This field allows you to enter an internal responsible person.
E-Mail Address
This field allows you to enter an e-mail address that refers to the internal responsible.
Internal Service Provision
The internal service provision of can be briefly mentioned here.
Internal Reference
An internal reference to another object can be provided here.
Subject
This field offers the possibility to provide a subject for the record.
Record Subject Matter
A record-specific designation can be specified here.
Description
This field allows you to enter a description for the record.
Terms
This field allows you to specify terms for the record.
Choose Terms
This opens a new field with all defined terms. These terms can be selected for the record and are then inserted in the Terms field.
Record Type (see chapter “Record Type”)
The record type of the record can be specified here. If none has been specified, this must be created.
Record Language
Here, a language can be set in relation to the record.
Legal Basis
The legal basis of the record can be briefly described here.
Applicable Law
This field allows you to briefly mention the applicable law.
Jurisdiction
This field allows you to briefly mention the place of jurisdiction.

Tab “Dates” (see chapter “Events”)

The following setting options are available within this tab:

Opened at
This field shows when the corresponding record was created. It can be added subsequently.
Opening Terms
A short information regarding the opening of the record can be entered here.
End
This field allows you to enter an end date.
End Terms
A short note can be entered here regarding the provisions of the end.
Evidence Period
This field allows you to store an existing evidence period or create a new evidence period.
Evidence Period Terms
This field offers the possibility to describe any provisions for the evidence period.
Check Period
This field offers the option of storing an existing check period or creating a new one.
Check Period Terms
This field allows you to describe any provisions for the check period.
End of Evidence Period
This field shows the end of the evidence period.
Reminder
This field allows you to set a time period for receiving a reminder regarding the end of the evidence period.
Additional Reminder Date
An additional reminder date can be stored for the record.
Repetition
This field allows you to set a time period in which a repeated reminder is set.
Additional Contacts for Reminder E-Mails
This field allows you to add further contacts to receive reminders.
Next Deadline
This field shows the date of the next reminder.
Source
This field shows the source of the next reminder.

Tab “Assignments”

The following setting options are available within this tab:

Supplier (see chapter “Supplier”)
Here, the new version of supplier can be activated in the record.
Customer (see chapter “Customer”)
Here, the new version of customer can be activated in the record.
Client (see chapter “Client”)
Here, the new version of client can be activated in the record.
Corporation (see chapter “Corporations”)
Here, the new version of corporation can be activated in the record.
Committee (see chapter ”Committees”)
Here, the new version of committee can be activated in the record.
Union (see chapter “Unions”)
Here, the new version of union can be activated in the record.
Company (see chapter “Companies”)
Here, the new version of company can be activated in the record.
Scope (see chapter “Scopes”)
Here, the new version of scope can be activated in the record.
Industry (see chapter “Industries”)
Here, the new version of industry can be activated in the record.
Area (see chapter “Areas”)
Here, the new version of area can be activated in the record.
Brand (see chapter “Brands”)
Here, the new version of brand can be activated in the record.
Product (see chapter “Products”)
Here, the new version of product can be activated in the record.
Project (see chapter “Projects”)
Here, the new version of project can be activated in the record.
License (see chapter “Licenses”)
Here, the new version of license can be activated in the record.
Business Unit (see chapter “Business Units”)
Here, the new version of business unit can be activated in the record.
Cost Type (see chapter “Cost Types”)
Here, the new version of cost type can be activated in the record.
Cost Center (see chapter “Cost Centers”)
Here, the new version of cost center can be activated in the record.
Profit Center (see chapter “Profit Centers”)
Here, the new version of profit center can be activated in the record.
Architectural Objects (see chapter “Architectural Objects”)
Here, the new version of architectural object can be activated in the record.

Tab “Incoterms”

The following setting options are available within this tab:

Incoterms
Within this list, several Incoterms can be set which are to be used for the record. If Add Entry is clicked, the following setting should be made:
- Term
  This is the term to be included in the list.
- Remarks
  This is a remark that comes into effect in the course of the selected term.

Tab “Tasks”

The following setting options are available within this tab:

Opened at
This is the date on which the record was created.
End
This is the end of the record, whereby this value is referenced by the “Dates” tab.
End of Check Period
This is the end of the check period, whereby this value is referenced by the “Dates” tab.
End of Evidence Period
This is the end of the evidence period, whereby this value is referenced by the “Dates” tab.
Open Tasks
This is a list of open tasks. Tasks for the record can be stored within this list. The following settings must be made:
- Type
  This is a selection, whereby the type of task is specified in more detail.
- Due
  The due date of the task can be set here.
- Comment
  A comment can be left as part of the task.
- Done
  This field offers the option of setting the task to “Done”. As a result, the task is moved from the “Open Tasks” list to the list of “Done Tasks”.
Done Tasks
This is a calculated list that shows all done tasks.

Tab “Documents”

The following setting options are available within this tab:

Documents
Record-specific documents can be created or uploaded within this list.

Tab “Remarks”

The following setting options are available within this tab:

Enter Remark
This field offers the possibility to leave any remarks on the record.
Remarks
This field shows the remarks that have been added to the record so far.

Tab “Internal Remarks”

The following setting options are available within this tab:

Enter Internal Remark
This field offers the possibility to leave any remarks for internal use in the record.
Internal Remarks
This field shows the previous internal remarks that have been added to the record.
Internal Remarks Details
This list shows the internal remarks that have been added to the record so far.

Case

Cases contain many dynamic object structures, which you can provide in the settings of the case according to the possible objects. You can also make the corresponding configuration settings at case level.

Areas

Case
This area contains all the settings that belong to the case. These settings can be changed accordingly.
Documents
This area contains all documents that belong to the record (see chapter “Records“).
Referenced Records (see chapter “Records“)
This calculated list appears if a record has been created within the case. This area contains all these records.
Received Requests (see chapter “Requests“)
This list contains all requests received within a business case.
Created Requests (see chapter “Requests“)
This list contains all requests generated in the business case.
Remarks
If a remark has been created, it will appear in this list.
Internal Remarks
If an internal remark has been created, it will appear in this list.
History
This list describes the history of the corresponding record (see chapter “Records“).

Actions

You will find the following actions within a case:

Manage Assignments
This action allows you to manage assignments within the case. A window opens in which you can decide which assignments should be possible within the case.
Create Record (see chapter “Records”)
This action allows you to create a new record within the case. This opens a window that allows you to make all the important settings for the new record.
Upload
This action allows you to upload case-specific documents and add them to the list of documents within the case.
Manage Follow-Ups
A follow-up can be used to send an e-mail to a user or start a process at a specific time.
Start Process
This action allows you to start a process or configure a process directly within the relevant case.
Set Legal Hold
Set a retention obligation for the corresponding case.
Add Remark
This opens a window in which a remark can be added to the corresponding case.
Add Internal Remark
This opens a window in which an internal remark can be added to the corresponding case.
Properties
Opens the settings for the case.

Properties

You can define the following settings in a case:

Tab “Case”

Subject (see chapter “Subjects”)
This is the linked subject in which the case is located.
Reference Additional Subjects
It is possible to add further necessary subjects.
Referenced Subjects
This list only appears if the Reference Additional Subjects field has been activated. This is the option to set additional subjects in relation to the case.
Year
This is the year in which the case was generated.
Ordinal
This is the ordinal number of the case.
State
This is the state of the case, which is set as Active. However, this can be adjusted by the user according to the given status.
Case Type (see chapter “Case Type”)
The case type of the case can be specified here. If one has not yet been specified, it must be created.
Subject
This field offers the possibility to provide a subject for the case.
Terms
This field allows you to specify terms for the record.
Choose Terms
This opens a new field with all defined terms. These terms can be selected for the record and are then inserted in the Terms field.
Internal Editor
This field allows you to enter an internal editor.
E-Mail Address
This field allows you to enter an e-mail address that refers to the internal editor.
Internal Purchaser
This field allows you to store an internal purchaser.
E-Mail Address
This field allows you to enter an e-mail address that refers to the internal purchaser.
Internal Responsible
This field allows you to enter an internal responsible.
E-Mail Address
This field allows you to enter an e-mail address that refers to the internal responsible.

Tab “Dates” (see chapter “Events”)

The following setting options are available within this tab:

Additional Reminder Date
An additional reminder date can be stored for the record.
Repetition
This field allows you to set a time period in which a repeated reminder is set.
Additional Contacts for Reminder E-Mails
This field allows you to add further contacts to receive reminders.
Next Deadline
This field shows the date of the next reminder.
Source
This field shows the source of the next reminder.

Tab “Assignments”

The following setting options are available within this tab:

Supplier (see chapter “Supplier”)
Here, the new version of supplier can be activated in the case.
Customer (see chapter “Customer”)
Here, the new version of customer can be activated in the case.
Client (see chapter “Client”)
Here, the new version of client can be activated in the case.
Corporation (see chapter “Corporations”)
Here, the new version of corporation can be activated in the case.
Committee (see chapter ”Committees”)
Here, the new version of committee can be activated in the case.
Union (see chapter “Unions”)
Here, the new version of union can be activated in the case.
Company (see chapter “Companies”)
Here, the new version of company can be activated in the case.
Scope (see chapter “Scopes”)
Here, the new version of scope can be activated in the case.
Industry (see chapter “Industries”)
Here, the new version of industry can be activated in the case.
Area (see chapter “Areas”)
Here, the new version of area can be activated in the case.
Brand (see chapter “Brands”)
Here, the new version of brand can be activated in the case.
Product (see chapter “Products”)
Here, the new version of product can be activated in the case.
Project (see chapter “Projects”)
Here, the new version of project can be activated in the case.
License (see chapter “Licenses”)
Here, the new version of license can be activated in the case.
Business Unit (see chapter “Business Units”)
Here, the new version of business unit can be activated in the case.
Cost Type (see chapter “Cost Types”)
Here, the new version of cost type can be activated in the case.
Cost Center (see chapter “Cost Centers”)
Here, the new version of cost center can be activated in the case.
Profit Center (see chapter “Profit Centers”)
Here, the new version of profit center can be activated in the case.
Architectural Objects (see chapter “Architectural Objects”)
Here, the new version of architectural object can be activated in the case.

Tab “Documents”

The following setting options are available within this tab:

Documents
Case-specific documents can be generated or uploaded within this list.

Tab “Remarks”

The following setting options are available within this tab:

Enter Remark
This field offers the possibility to leave any remarks on the case.
Remarks
This field shows the remarks that have been added to the case so far.

Tab “Internal Remarks”

The following setting options are available within this tab:

Enter Internal Remark
This field offers the possibility to leave any remarks for internal use in the case.
Internal Remarks
This field shows the internal remarks that have been added to the case so far.
Internal Remarks Details
This list shows the internal remarks that have been added to the case so far.

Assignments

Within an assignment, you can configure concrete embodiments, areas, actions and settings as follows. The following objects fall under the assignment designation:

Concrete Embodiments

In principle, the following concrete embodiments can be identified in the course of the assignment:

Supplier

This embodiment of the assignment represents a supplier that shares the following areas, actions and settings with the assignments.

Customer

This embodiment of the assignment represents a customer who shares the following areas, actions and settings with the assignments.

Client

This embodiment of the assignment represents a client who shares the following areas, actions and settings with the assignments.

Corporations

This embodiment of the assignment represents a corporation who shares the following areas, actions and settings with the assignments.

Committees

This embodiment of the assignment represents a committee who shares the following areas, actions and settings with the assignments.

Unions

This embodiment of the assignment represents a union who shares the following areas, actions and settings with the assignments.

Companies

This embodiment of the assignment represents a company who shares the following areas, actions and settings with the assignments.

Scopes

This embodiment of the assignment represents a scope who shares the following areas, actions and settings with the assignments.

Industries

This embodiment of the assignment represents an industry who shares the following areas, actions and settings with the assignments.

Areas

This embodiment of the assignment represents an area who shares the following areas, actions and settings with the assignments.

Brands

This embodiment of the assignment represents a brand who shares the following areas, actions and settings with the assignments.

Products

This embodiment of the assignment represents a product who shares the following areas, actions and settings with the assignments.

Projects

This embodiment of the assignment represents a project who shares the following areas, actions and settings with the assignments.

Licenses

This embodiment of the assignment represents a license who shares the following areas, actions and settings with the assignments.

Business Units

This embodiment of the assignment represents a business unit who shares the following areas, actions and settings with the assignments.

Cost Types

This embodiment of the assignment represents a cost type who shares the following areas, actions and settings with the assignments.

Cost Centers

This embodiment of the assignment represents a cost center who shares the following areas, actions and settings with the assignments.

Profit Centers

This embodiment of the assignment represents a profit center who shares the following areas, actions and settings with the assignments.

Architectural Objects

This embodiment of the assignment represents an architectural object that shares the following areas, actions and settings with the assignments.

Areas

You can find the following areas in an assignment:

Records (see chapter “Records”)
These are all records that have been created within the assignment or in which the assignment has been linked.
Cases (see chapter “Case”)
These are all cases that have been generated within the assignment or in which the assignment has been linked.
Requests (see chapter “Requests”)
These are all requests that have been generated within the assignment or in which the assignment has been linked.
Assigned Record Registers (see chapter “Record Registers”)
These are all record registers that have been linked to the assignment.
Assigned Subjects (see chapter “Subjects”)
These are all subjects that have been linked to the assignment.
Documents
These are all documents that were created or uploaded within the assignment.

Actions

You will find the following actions within an assignment:

Add Remark
This action allows you to open a window and add a remark to the assignment.
Create Record (see chapter “Records”)
This action allows a window to be opened, whereby a corresponding record can be created and added according to the assignment.
Create Case (see chapter “Case”)
This action allows a window to be opened, whereby a corresponding case can be created and added according to the assignment.
Create Request (see chapter “Requests”)
This action enables a window to be opened, whereby a corresponding request can be generated and added according to the assignment.
Refresh
This action updates the assignment.
Consolidate
This action consolidates the assignment with another one.
Prepare Test Environment
Prepares a test environment by creating or updating all assigned records manager lists.
Properties
Opens the properties of the assignment.

Properties

You can define the following settings in an assignment:

Tab “Permissions”

The following setting options are available within this tab:

Records Manager List
This field offers the option of selecting a corresponding records manager list, whereby a records manager list is already preselected.
Full Control for all External Rooms in Assigned Records Manager Files
Any users can be added who are to receive full control for all external rooms in assigned record manager records.
Change Access for all External Rooms in Assigned Records Manager Files
You can add any users who should have change access for all external rooms in assigned record manager records.
Read Access for all External Rooms in Assigned Records Manager Files
Any users can be added who are to receive read access for all external rooms in assigned record manager records.
Full Control for all Assigned Records Manager Lists and Files
Any users can be added who are to receive full control for all assigned records manager lists and records.
Change Access for all Assigned Records Manager Lists and Files
Any users can be added here who are to receive change access for all assigned records manager lists and records.
Read Access for all Assigned Records Manager Lists and Files
Any users can be added here who are to receive read access for all assigned records manager lists and records.
Available for Assignments by Users with Read/Restricted Access
This field offers the option of activating availability for assignments by users with read access and restricted access.
Assigned Registers (see chapter “Record Registers”)
This field offers the option of mentioning the registers assigned to the assignment and assigning them accordingly.
Assigned Subjects (see chapter “Subjects”)
This field offers the possibility to mention the subjects assigned to the assignment and to assign them accordingly.

Tab “Address”

The following setting options are available within this tab:

Official Name
This field offers the possibility to enter the official name of the assignment. This is subsequently also identified as its name.
Alternative Name
In addition to the official designation, an alternative designation can also be specified for the assignment.
Street
This is the street in which the assignment has its headquarters.
Zip Code
This is the zip code of the assignment.
City
This is the city in which the assignment has its headquarters.
Country
This is the country in which the assignment has its headquarters.
Billing Information
This field offers the option of adding any billing information to the assignment.

Tab “Remark”

The following setting options are available within this tab:

Enter Remark
This field offers the possibility to leave any remarks on the respective assignment.
Add Attachments
This field offers the option of adding files to the respective.
Remarks
This field shows the remarks that have been added to the open point so far.
References
This is a list of added attachments, which consists of content objects.

Requests

Within a request, you can configure the corresponding areas, actions and settings as follows:

Areas

You can find the following areas within a request:

Request
This area contains all the settings that belong to the request. These settings can be changed accordingly.
Description
This area contains the description that belongs to the request.
Assigned Records Manager Files
This area is visible if a case (see chapter “Case”) has been created within a request. This area is therefore a calculated list that contains these cases.
Assigned Objects
This area is visible if a case (see chapter “Case”) has been created within a request. This area is therefore a calculated list that contains these case
Documents
These are any request-specific documents.
Remarks
If a remark has been created, it will appear in this list.
Internal Remarks
If an internal remark has been created, it will appear in this list.
History
This list describes the history of the corresponding request.

Actions

You can find the following actions within a request:

Manage Assignments (see chapter “Assignments”)
This action allows you to manage assignments within the request. A window opens in which you can decide which assignments should be possible within the request.
Create Case (see chapter “Case”)
This action allows you to create a new case within the request. A window opens that allows you to make all the important settings for the new case.
Upload
This action enables the upload of request-specific documents and places them in the list of documents within the request.
Manage Follow-Ups
A follow-up can be used to send an e-mail to a user or start a process at a specific time.
Start Process
This action allows you to start a process or configure a process directly within the relevant request.
Set Legal Hold
Set a retention requirement for the corresponding request.
Add Remark
This opens a window in which a remark can be added to the corresponding request.
Add Internal Remark
This opens a window in which an internal remark can be added to the corresponding request.
Properties
Opens the properties for the request.

Properties

You can define the following settings in a request:

Tab “Request”

Shelf
This is the linked shelf in which the request is always located.
Reference Additional Shelves
This can enable the addition of further necessary shelves.
Additional Shelves
This list only appears if the Reference Additional Shelves field has been activated. This is the option to set additional shelves in relation to the request.
Year
This is the year in which the request was generated.
Ordinal
This is the ordinal number of the request.
Processing State
This is the processing state of the request, which is set as Accepted. However, this can be adjusted by the user according to the given processing status.
Request Type (see chapter “Request Type”)
The request type of the request can be specified here. If one has not yet been specified, it must be created.
Assigned Records Manager File
This field shows the associated record manager file.
Subject
This field offers the possibility to provide a subject for the request.
Description
This field offers the possibility to add a description for the request.
Terms
This field allows you to specify terms for the record.
Choose Terms
This opens a new field with all defined terms. These terms can be selected for the record and are then inserted in the Terms field.
Contributor
This field allows you to store a contributor, which is already pre-filled.
E-Mail Address
This field allows you to enter an e-mail address that refers to the contributor.
Internal Editor
This field allows you to enter an internal editor.
E-Mail Address
This field allows you to enter an e-mail address that refers to the internal editor.
Internal Purchaser
This field allows you to enter an internal purchaser.
E-Mail Address
This field allows you to enter an e-mail address that refers to the internal purchaser.
Internal Responsible
This field allows you to enter an internal responsible.
E-Mail Address
This field allows you to enter an e-mail address that refers to the internal responsible.

Tab “Dates” (see chapter “Events”)

The following setting options are available within this tab:

Additional Reminder Date
An additional reminder date can be stored for the record.
Repetition
This field allows you to set a time period in which a repeated reminder is set.
Additional Contacts for Reminder E-Mails
This field allows you to add further contacts to receive reminders.
Next Deadline
This field shows the date of the next reminder.
Source
This field shows the source of the next reminder.

Tab “Assignments”

The following setting options are available within this tab:

Supplier (see chapter “Supplier”)
Here, the new version of supplier can be activated in the request.
Customer (see chapter “Customer”)
Here, the new version of customer can be activated in the request.

Client (see chapter “Client”)
Here, the new version of client can be activated in the request.

Corporation (see chapter “Corporations”)
Here, the new version of corporation can be activated in the request.

Committee (see chapter ”Committees”)
Here, the new version of committee can be activated in the request.

Union (see chapter “Unions”)
Here, the new version of union can be activated in the request.

Company (see chapter “Companies”)
Here, the new version of company can be activated in the request.

Scope (see chapter “Scopes”)
Here, the new version of scope can be activated in the request.

Industry (see chapter “Industries”)
Here, the new version of industry can be activated in the request.

Area (see chapter “Areas”)
Here, the new version of area can be activated in the request.

Brand (see chapter “Brands”)
Here, the new version of brand can be activated in the request.

Product (see chapter “Products”)”)
Here, the new version of product can be activated in the request.

Project (see chapter “Projects”)
Here, the new version of project can be activated in the request.

License (see chapter “Licenses”)
Here, the new version of license can be activated in the request.

Business Unit (see chapter “Business Units”)
Here, the new version of business unit can be activated in the request.

Cost Type (see chapter “Cost Types”)
Here, the new version of cost type can be activated in the request.

Cost Center (see chapter “Cost Centers”)
Here, the new version of cost center can be activated in the request.

Profit Center (see chapter “Profit Centers”)
Here, the new version of profit center can be activated in the request.

Architectural Objects (see chapter “Architectural Objects”)
Here, the new version of architectural object can be activated in the request.

Tab “Documents”

The following setting options are available within this tab:

Documents
Request-specific documents can be generated or uploaded within this list.

Tab “Remarks”

The following setting options are available within this tab:

Enter Remark
This field offers the possibility to leave any remarks about the request.
Remarks
This field shows the remarks that have been added to the request so far.

Tab “Internal Remarks”

The following setting options are available within this tab:

Enter Internal Remark
This field offers the possibility to leave any remarks for internal use in the request.
Internal Remarks
This field shows the internal remarks that have been added to the request so far.
Internal Remarks Details
This list shows the internal remarks that have been added to the request so far.

Record Type

You can configure the corresponding settings within a record type as follows:

Properties

You can make the following settings within a record type:

Tab “Record Type”

Can be Used in Requests (see chapter “Requests”)
This allows you to use the record type in a request.
Override Record Register Settings For (see chapter “Record Registers”)
Within this field, you can decide for which options the settings of the record register can be overwritten.

Case Type

You can configure the corresponding settings within a case type as follows:

Properties

You can make the following settings within a case type:

Tab “Case Type”

Can be used in Requests (see chapter “Requests”)
This allows you to use the case type in a request.
Override Subject Settings For (see chapter “Subjects”)
Within this field, you can decide for which options the settings of the subject can be overwritten.

Request Type

You can configure the corresponding settings within a request type as follows:

Properties

You can make the following settings within a request type:

Tab “Request Type”

Override Shelf Settings For (see chapter “Requests”)
Within this field, you can decide for which options the request list settings can be overwritten.

Calendar

Calendars are objects within which events (see chapter “Events”) and tasks (see chapter “Tasks”) can be managed. There is only one area, which represents the calendar itself.

Actions

The following actions occur within a calendar:

Create Event (see chapter “Events”)
This action allows you to create an event within the calendar of the record register (see chapter “Record Registers”). This opens a window that allows you to make all the necessary settings relating to the appointment.
Create Task (see chapter “Tasks”)
This action allows you to create a task within the calendar of the record register. This opens a window that allows you to make all the necessary settings for the task.

Events

Events are objects that can be created within a calendar. This results in the following settings.

Properties

Any settings must be considered when creating events:

Tab “New Event”

In principle, the following properties arise within this tab:

Subject
This field describes the subject of the event.
Location
This field describes where the event will be held.
Priority
This field describes the priority of the event.
Highlighting Color
This field determines the highlight color with which the event is displayed.
All Day
This field determines whether the event is to be held all day. If this field is activated, the Timezone field is no longer visible and the hours in the Start Time and End Time fields can be ignored.
Start Time
This field determines the start time of the event.
End Time
This field determines the end time of the event.
Timezone
This field determines the time zone of the event.
Description
This field allows you to briefly describe the event.
Attendees
This field can be used to add any participants to the event.
Categories
This field is a way to add categories to the event.
Category
This field offers the possibility to select a specific category for the event.

Tab “Event Recurrence”

In principle, the following properties arise within this tab:

Recurrence Rule
This field allows you to store a rule, whereby the event is recurring according to the rule.
- Repeat
  This field allows you to set the repetition, whereby a distinction can be made between daily, weekly, monthly or yearly.
- Repeat Interval
  A repetition interval can be set here.
- Repeat Until
  This field offers the possibility to stop the event.

Tasks

Tasks are objects that can be created within a calendar (see chapter “Calendar”). This results in the following settings.

Properties

You must take any settings into account when creating a task:

Tab “New Task”

In principle, the following properties arise within this tab:

Subject
This field is the subject of the task.
Location
The location for the task can be stored here.
Priority
The priority of the task can be specified here.
Highlighting Color
A highlight color for the task can be defined here, which is displayed in the calendar (see chapter “Calendar”).
Status
The status of the task can be selected here.
Progress (in %)
The progress of the task can be specified here.
Start Time
This field is used to transmit information on when the task started.
Due
This field provides information on when the task is finally due.
Timezone
The time zone of the respective task can be stored here.
Description
A description of the task can be entered here.
Category
A category for the respective task can be stored here.

Tab “Task Recurrence”

In principle, the following properties arise within this tab:

Recurrence Rule
This rule defines how often and when the task must be repeated. The following properties of the repetition rule specify this data in more detail:
- Repeat
  This field allows you to set the repetition, whereby a distinction can be made between daily, weekly, monthly or yearly.
- Repeat Interval
  A repetition interval can be set here.
- Repeat Until
  This field offers the possibility to stop the event.

Records Manager Webservice Interface

Fabasoft Approve Records offers you the following interfaces, which you can use with any objects and content:

Set Up

The WSDL can be accessed at the following URL:

https://<host>/<vdir>/fscdav/wsdl?WEBSVC=SOLAPPROVERECORDS _111_100_WebService
- “<host>” must be replaced by “https://de.cloud.fabasoft.com” for the location Germany, by “https://at.cloud.fabasoft.com” for Austria and by “https://ch.cloud.fabasoft.com” for Switzerland
- “<vdir>” has to be replaced by “folio”
  - Call for German location:
    https://de.cloud.fabasoft.com/folio/fscdav/wsdl?WEBSVC=SOLAPPROVERECORDS_111_100_WebService

The web service also supports the JSON format:

https://<host>/<vdir>/wsjson/SOLAPPROVERECORDS_111_100_WebService/<operation>

Authentication

For authentication, you must use your e-mail address as the user name and generate a password for applications for “Records Manager”. To generate a password for applications, proceed as follows:

https://help.cloud.fabasoft.com/index.php?topic=doc/Benutzerhilfe-Fabasoft-Cloud-ger/kontoeinstellungen.htm#zugriff-fuer-anwendungen: new window

WSImportZIP

WSImportZIP imports a ZIP archive into a base list. The optional parameter name receives the name of the ZIP archive; if the parameter is empty, a name for the file is automatically generated according to the pattern “Import <current date>”. The baselist parameter requires the Fabasoft Cloud ID as a value, otherwise the operation will fail. The optional parameter extension receives the file format as a value; if no value is assigned, the operation sets the ZIP format by default. The parameter data requires the file to be transferred as a value, otherwise the operation will fail.

WSGetExportZIPs

WSGetExportZIPs retrieves a list of all keys of ZIP archives that contain records (see chapter “Records“) in a record register (see chapter “Record Registers“). The baselist parameter requires the Fabasoft Cloud ID of a baselist as a value, otherwise the operation will fail. The selector parameter requires an object with an attribute or an attribute definition that contains records or assignment objects (see chapter “Assignments . The return value keys contains a list of all keys for ZIP archives that are to be exported.

If the selector If the selector parameter does not contain a value, the Fabasoft Cloud ID of the record register is set by default.

If a record register is defined as selector, the keys are output in the return value according to the pattern “COO.a.b.c.d|COO.e.f.g.h”.

If an attribute definition (e.g., the list of expired contracts) is defined as the selector, the list in keys contains a separate entry for each contract.

WSExportZIP

WSExportZIP returns the zip content for a zip object. First and foremost, a key is required for identification. This required key is the key attribute. If no key is available, an error is thrown. If a key is available, a corresponding file or a list with the key is searched for and exported.

WSImportBaseListsAndRoles

WSImportBaseListsAndRoles imports a series of base lists from an Excel workbook. The parameter data requires an Excel worksheet as the value, otherwise the operation will fail. The configuration parameter requires the Fabasoft Cloud ID of an app room as the value, otherwise the operation will fail.

If permissions are defined in the imported Excel workbook, the users and organizational units are added to the current user's organization. After the import, a new Excel workbook containing the Fabasoft Cloud IDs of the is created.

Carry out the following steps before calling up the operation:

Create the desired objects in the cloud organization.
Create an Excel workbook.
Write comments and explanations in line 1.
Write the names of the previously created objects in row 2 from column “F”.
Note: Make sure that the names of the objects created in Fabasoft Records are transferred correctly to the Excel workbook, otherwise the operation will fail
Write the e-mail addresses of the primary contact persons or the escalation contacts, for the respective object in line 2, in line 3 from column “F”.
Write the values for the following data in columns “A” to “E” from row 4 onwards:
- Last Name
- First Name
- E-Mail Address
- Team Prefix
- Team Suffix
  Note:
  - If no team suffix is specified, the team name corresponds to the team prefix.
  - If a team suffix is specified, the team prefix and team suffix are combined with “ – “ to form a team name.
Write the authorizations for users and groups for the respective element in line 2 from line 4 and from column “F”:
- “r” for “Read Access”
- “w” for “Change Access”
- “x“ for “Full Control”
  Note: “x” cannot be used in record types (see chapter “Record Type”).
- “r“ for “Restricted Access”
  Note: “r“ is only applicable in contract lists and legal areas.
- “p” for “Primary Contact Person”
  Note: “p” is only applicable in contract lists and legal areas, in addition to the authorization and mandatory following it, e.g., “rp”.
- “e” for “Escalation Contact Person”
  Note: “e” can only be used in assignments (see chapter “Assignments”), in addition to the authorization and necessarily following it, e.g., “we”.
Save the Excel workbook.
Place the workbook in the context from which you are accessing the web service.

WSImportSuppliers

WSImportSuppliers imports suppliers (see chapter “Supplier”) by transferring XML content. The parameters context, data, synchronous are used, whereby context represents the relation to a Team Room. If no context is specified, the configuration of the records app is used as the context. If the context does not originate from the records configuration, a base list or a contact room, an error is thrown. An object of the instance is then created and the context is transferred to the same object.

If the checks on the context went well, a check is made to see whether any required data is available in the XML.

Any IDOC references should be present within the XML, as these are required to provide any supplier objects (see chapter “Supplier”) via the individual parts of the XML.

If this has gone well, the system continues to search for a contact space. If this is not found, one is created and any properties are made available.

WSCreateUpdateRecord

WSCreateUpdateRecord has the parameters register, subject, additionalvalues, id and link, whereby these parameters are used to update a record (see chapter “Records”). The register parameter is required to identify the record register (see chapter “Record Registers”). The subject parameter the subject of the record. Additionalvalues enables any attributes to be appended. The id identifies the respective record. The link is the link to the respective record, which is made available to the user after executing the web service.

WSCreateUpdateRecordDocument

WSCreateUpdateRecordDocument has the parameters record, name, extension, data additionalvalues, id and link, whereby these parameters are used to update a document in a record (see chapter “Records”). The record parameter is used to identify the record. The name parameter represents the name of the document. The extension parameter represents the extension of the document. Additionalvalues enables any attributes to be appended. The id identifies the respective record. The link is the link to the respective record, which is made available to the user after executing the web service.