2018 June Release

Additional FeaturesPermanent link for this heading

The Fabasoft Cloud provides following additional features.

Edit Common PropertiesPermanent link for this heading

If you select multiple objects and execute the “Edit Properties” context menu command, you can change the common properties of the objects at once. This is possible for scalar properties (e.g. strings), object lists, aggregate lists and aggregates (with scalar values).

Scalar Property

  • If the corresponding property value is the same in all objects, the value is displayed when it is commonly edited. Otherwise, an empty value is displayed.

Object List

  • If the content of the object list is the same in all objects, the content is displayed when it is commonly edited. Otherwise, an empty object list is displayed.
  • If the content of the object list is the same in all objects, the old object list is overwritten by the new object list. Otherwise, you can decide whether the new objects are added to the object list, or whether the old object list is overwritten by the new object list.

Aggregate List

  • If the content of the aggregate list is the same in all objects, the content is displayed when it is commonly edited. Otherwise, an empty aggregate list is displayed.
  • If the content of the aggregate list is the same in all objects, the old aggregate list is overwritten by the new aggregate list. Otherwise, you can decide whether the new aggregate rows are added to the aggregate list, or whether the old aggregate list is overwritten by the new aggregate list. If a key will be violated in the case of adding rows, the corresponding row is ignored.

Aggregate

  • If the corresponding aggregate value is the same in all objects, the value is displayed when it is commonly edited. Otherwise, an empty value is displayed.

Send as E-MailPermanent link for this heading

Objects can be conveniently sent by e-mail via the corresponding context menu commands:

  • Send File
    Opens an e-mail with the file itself as an attachment. This command is only available for documents.
  • Send as PDF
    Opens an e-mail with a PDF file as an attachment. For documents, the content is converted in a PDF file. For Teamrooms and folders an index is generated.
    Note: Not all objects can be converted in a PDF document.
  • Send as Link
    Opens an e-mail with a hyperlink to the object. In order to access the object the recipients of the e-mail must have a cloud account and at least read access is required on the object.

View as PDFPermanent link for this heading

Via the “Tools” > “View as PDF” context menu command a PDF overview can be generated. Depending on the object type, different contents are generated. For documents, the content is generated as PDF document. For Teamrooms and folders an index with hyperlinks to the contained objects is generated. Otherwise, a PDF document contains the metadata of the object.

Note: In the Teamrooms properties, on the “Content Settings” tab, you can specify whether a cover sheet should be generated for PDF views of documents assigned to the Teamroom. You can select which versions or signatures are to be displayed on the cover sheet.

Support RequestsPermanent link for this heading

You can always submit support requests via the support button. In the account menu (your user name), you can find the “My Support Requests” entry, which leads to the history of your requests. Here you can reply to open requests or close them. In addition, you can create new requests.

Note:

  • The “My Support Requests” entry is only visible, if you have already submitted a support request via the support button.
  • After submitting your first request, it may take a few minutes that the “My Support Requests” entry becomes available.

Working with a WebDAV ClientPermanent link for this heading

The Fabasoft Cloud supports the platform-independent WebDAV standard. This way it is possible to access documents in the Fabasoft Cloud via WebDAV client applications (e.g. Microsoft Windows Explorer or Apple Finder).

The data is accessible via following WebDAV URL: <URL of the cloud>/folio/webdav

Example: https://at.cloud.fabasoft.com/folio/webdav

Mapping a network drive using the Fabasoft Cloud Client

  1. Open the context menu of the Fabasoft Cloud Client by right-clicking the notification symbol in the taskbar of the operating system.
  2. Click the “Open Cloud Network Drive” command.
  3. For access, a password for applications is needed. By clicking “Open Network Drive (New Password), a password for applications is automatically generated. The password is stored in both in the Fabasoft Cloud and in the credential manager of the operating system.
    If a valid password is stored on the local computer, the network drive is directly opened.

The network drive is opened in the Microsoft Windows Explorer or Apple Finder and this way you have access to your folder structure in the Fabasoft Cloud.

Note:

  • In the Fabasoft Cloud Web Client, you can revoke the password for applications by opening the account menu (your user name) and clicking the “Access for Applications” command. Click the “Revoke” button in the corresponding row with the description “Network drive for <computer name>”.
  • You cannot view the generated password for applications that was created with the Fabasoft Cloud Client.
  • In the credential manager of the operating system only one, the last current password is stored. If, for example, you map a network drive manually as described below and store the credentials in the operating system permanently, the password will be used further on also in the Fabasoft Cloud Client, even if you previously generated an own password.

Mapping a network drive manually

Alternatively, you can map a network drive also manually. This is, for example, necessary on smartphones since no Fabasoft Cloud Client is available.

  1. For access, a password for applications is needed. Create a password by opening the account menu (your user name) and clicking “Access for Applications”. Create a password valid for “Network Drive (WebDAV)”. Additional information can be found in chapter “Access for Applications”.
  2. Switch to the corresponding third-party product and define the WebDAV URL (see the beginning of this chapter), your e-mail address (used for the cloud log-in) and the generated password for applications. In the following, you will find a description for the third-party products Microsoft Windows Explorer and Apple Finder.
    Microsoft Windows Explorer
    Click “Tools” > “Map network drive”. Select a drive letter and enter the WebDAV URL in the Folder field. Click “Finish”. If no valid password is stored on the local computer, enter your e-mail address and the password for applications. If you store the credentials permanently, the password is used also for further connections.
    Apple Finder
    Click “Go” > “Connect to Server”. Enter the WebDAV URL in the Server Address field and click “Connect”. If no valid password is stored on the local computer, enter your e-mail address and the password for applications. If you store the credentials permanently, the password is used also for further connections.

Notes for working with WebDAV

  • If you import a folder on top-level or in a folder that is not assigned to a Teamroom, the folder will be converted into a Teamroom in the Fabasoft Cloud.
  • Documents cannot be imported on top-level or in a folder that is not assigned to a Teamroom.

Time TravelPermanent link for this heading

The time travel allows you to view documents and metadata to specific times in the past. Via the “Time Travel” > “Start Time Travel” action you can start the time travel. Use the timeline to reach easily and quickly the desired point in time.

  • “Start Time Travel”, “Continue Time Travel”, “End Time Travel”
    Select the version you want to view or end the time travel. As an alternative to selecting a version, you can specify a point in time.
  • “Save Current Version”
    Saves a version of the current state. The version can also be treated as “release version”. This way, team members with read access can only see this version. A new release version replaces a possibly present release version.
  • “Clean up Versions”, “Delete”
    No longer required versions can be deleted.
  • “Compare”
    Compares the selected version with the current version. The contents of Word documents can be compared.
  • “Restore”
    The current version is replaced by the selected version.

CalendarPermanent link for this heading

Calendars allow you to manage events and tasks, and to share them with other team members. In addition, you can access your calendars with third-party products via CalDAV.

Creating a CalendarPermanent link for this heading

To create a calendar, perform the following steps:

  1. Navigate in the desired Teamroom.
  2. Open the context menu of an empty part of the content area and click “New”.
  3. In the “Calendar” category, select the “Calendar” entry.
  4. Enter a name and click “Next”.

In the calendar, you can create events and tasks, which can also be downloaded as iCalendar file (ICS).

Access via CalDAVPermanent link for this heading

Calendars can also be accessed by third-party products via CalDAV. For access, a password for applications is required. If you have not created a password for CalDAV, create one now (see chapter “Access for Applications”).

If your third-party product supports calendar lists, you can manage them in the Fabasoft Cloud. Otherwise, you can embed a calendar directly via the Calendar URL (properties of the calendar).

To manage the calendar list, perform the following steps:

  1. Click the account menu (your user name) and then click “Calendar”.
  2. By default, one calendar already exists. Via the displayed URL, you can directly access the calendar.
    Note: If your third-party product supports calendar lists, you can also use the common URL webcals://at.cloud.fabasoft.com/folio/caldav.
  3. Optionally create a new calendar or search for an existing one.
  4. The calendar shown in the Default Calendar field can also be access via the URL webcals://at.cloud.fabasoft.com/folio/caldav/home.
  5. Click “Save” to apply the changes.

Note:

  • Depending on the third-party product, you may replace webcals:// by https://.
  • Calendars can also be managed by the context menu commands “Add to Calendar List” and “Remove From Calendar List”.

If you are using Apple iOS, you can include your calendar list as follows:

  1. Navigate to “Settings” > “Mail, Contacts, Calendars” > “Add Account”.
  2. Select the entry “Other” > “Add CalDav Account”.
  3. Enter your account information.
    • Server
      webcals://<cloud server>/folio/caldav
      Example: webcals://at.cloud.fabasoft.com/folio/caldav
    • Username
      The e-mail address you use to log in to the Fabasoft Cloud.  
    • Password
      The generated CalDAV application password (see chapter “Access for Applications”).
  4. Now you can access your Fabasoft Cloud calendar list with the Apple Calendar app.

NewsfeedPermanent link for this heading

With the newsfeed, you can keep your team members up to date with the latest news.

Creating a NewsfeedPermanent link for this heading

To create a newsfeed, perform the following steps:

  1. Navigate in the desired Teamroom.
  2. Open the context menu of an empty part of the content area and click “New”.
  3. In the “Collaboration” category, select the “Newsfeed” entry.
  4. Enter a name and click “Next”.

Writing Posts in the NewsfeedPermanent link for this heading

Any user who has change rights in the Teamroom can write posts in the newsfeed. These posts are readable for all team members. For a newsfeed, it can be configured that team members with read access can also write posts.

To write a post in the newsfeed, perform the following steps:

  1. Navigate in the newsfeed.
  2. Enter the text in the textbox and possibly add an attachment.
  3. Click “Send”.

Any user can remove their posts. Team members with full control can remove any post.

Note:

  • A maximum of 2000 characters can be entered.
  • Team members with read access cannot add attachments.
  • Posts can be commented.
  • If you share a link, starting with http://, https:// or ftp://, it will be displayed as a hyperlink. If you follow this hyperlink, it will be opened in a new window.
  • With <code></code> source code can be displayed formatted.

WatermarksPermanent link for this heading

It can be defined that documents in a Teamroom are automatically converted to secured PDF documents with a definable watermark. Team members with read access only see the PDF documents whereas team members with change access or full control see the source documents.

To define a watermark for a Teamroom, perform the following steps:

  1. Navigate in the desired Teamroom.
  2. Open the “Team” tool and click “Watermark Settings”.
  3. In the Use Watermarks field, select “Yes”.
  4. Define the desired settings for the watermark. With the Watermark for All Users option, you can test the settings by yourself.
  5. Click “Next”.

Note: Watermarked Teamrooms and assigned objects cannot be duplicated by users who only have access to PDF documents with watermarks.

Converting Multimedia FilesPermanent link for this heading

Convert your images, videos and audio files in different formats (Enterprise and higher only).

ImagesPermanent link for this heading

You can export images in different formats in the file system or in the clipboard.

To export an image, perform the following steps:

  1. Navigate to desired image and mark it.
  2. Open the “Clipboard” menu and click “Download Image”.
    Note: Make sure that the menu bar is displayed (“account menu (your user name)” > “Basic Settings” > “Show Menu Bar”).
  3. Define the size and target format.
  4. Click “Copy Image to Clipboard”, “Copy Link to Clipboard” or “Download Image”.

Note: In the “Clipboard” menu, you will additionally find the menu entries “Copy Image for Presentation” and “Copy Image for E-Mail” that export the marked image in different formats to the clipboard.

Video and Audio FilesPermanent link for this heading

You can convert video files to MP4, OGV or WEBM. For audio files, MP3 and OGG are available.

To convert a video or audio file, perform the following steps:

  1. Navigate to the desired multimedia file.
  2. On the context menu of the multimedia file, click “Save as <format>”.

The conversion runs in the background and may take longer depending on the size of the source file. The result of the conversion can be found in the properties of the multimedia file, on the “Content” tab in the File in Different Formats field.

Follow-upsPermanent link for this heading

When using the follow-up functionality, an e-mail can be sent to a user or a process can be started at a particular time (Enterprise and higher only).

To define a follow-up, perform the following steps:

  1. Navigate to the desired object.
  2. On the context menu of the object, click “Tools” > “Create Follow-Up” or “Manage Follow-Ups” (at least one follow-up is already defined).
  3. Define the Date of the follow-up.
    Note: The Time Span field can be used to define the date based on common time spans.
  4. Select the Action that should be executed.
    • Send E-Mail
      Define Recipients for the e-mail. In the Message field, you can specify the e-mail text.
    • Start Process
      Define the process that should be executed.
      Note: The process has to be released for the organization.
  5. Click “Next”.

Upon reaching the follow-up date and after processing the automatic task the defined action will be executed.

Note: If a follow-up is marked as personal (only valid for sending e-mails), it is not visible for other users.

Search FoldersPermanent link for this heading

In search folders, the objects contained are determined using a search pattern.

  1. Create a search folder in a Teamroom.
  2. Define the search criteria via the “Create Search Form” or “Edit Search Form” action.
  3. Click the “Save Query” button to use the search form for the search folder.

Hint:

  • The contents of the search folder are not updated automatically. Click the “Refresh” button to perform another search using the saved search pattern.
  • With the “Find” action, you can perform a search independent of the saved search form.

AuditingPermanent link for this heading

“Auditing” gives you the opportunity to reconstruct requests on objects without gaps. There are not only shown changes of properties. For example, you can also find out when and by whom an object was read, or rights were granted (Enterprise and higher only).

Creating a Search Folder for Audit LogsPermanent link for this heading

To create a search folder for audit logs, perform the following steps:

  1. Navigate in the desired Teamroom.
  2. Open the context menu in an empty part of the content area and click “New”.
  3. In the “Auditing” category select the “Search Folder for Audit Logs” entry and click “Next”.
  4. Enter a name and fill out the fields depending on your search criteria.
    Note: If you do not provide a Teamroom, you can only investigate a limited period of time. This period of time accounts for 7 days if an audit originator is entered otherwise only for two hours.
  5. Click “Next“.

In this folder, you will find all objects that have been accessed within the specified period.

Note: To change the search criteria, click “Properties” in the context menu of the search folder to edit the settings.

Showing Audit Log EventsPermanent link for this heading

To show the audit log events of an object, perform the following steps:

  1. Navigate in the search folder for audit logs.
  2. Mark the desired object.
  3. Open the “Object” menu and click “Show Audit Log”.
    Note: Make sure that the menu bar is displayed (“account menu (your user name)” > “Basic Settings” > “Show Menu Bar”).

All events are displayed that occurred during the specified period. By clicking “Show Changes”, you can read the versions of the object.

Note: Alternatively, you can also navigate to the desired object, select it and execute the “Tools” > “Show Audit Log" menu command.

Exporting the Audit LogPermanent link for this heading

To export the audit log events as CSV file, perform the following steps:

  1. Navigate in the search folder for audit logs.
  2. Click the “Export Audit Log” action.
  3. After the report generation has finished click the “Download” button, to export the CSV file.