2020 June Release

CustomizingPermanent link for this heading

You can adapt the Fabasoft Cloud to your requirements by means of model-based customizing (Enterprise and higher only).

Here you will find a brief overview of the customization options available to you. All options are described in detail in the following chapters.

  • Templates
    Nearly all objects and especially documents can be defined as templates. In this way new objects or documents based on a template can be created.
  • Text Modules
    You can use text modules to insert predefined standard texts into Microsoft Word documents.
  • Forms
    User-defined forms can be used to add fields to objects for storing application-specific data. To apply logic or specific behaviors to the fields, Fabasoft app.ducx expressions can be used.
  • Categories
    Categories can be assigned to objects and thus influence the behavior of the objects.
  • Processes
    Processes can be individually defined reflecting your business and organizational structure. BPMN process diagrams are used to design executable business processes. Beside predefined BPMN processes, ad hoc processes can be started as needed.
  • Display Settings
    Predefined display settings can be provided to users who need special views on lists.
  • Search Forms
    Predefined search forms can be provided to users who need an overview of currently existing objects based on defined search criteria.

General InformationPermanent link for this heading

In order to use customizing objects, on the one hand the users must be authorized in the corresponding room and on the other hand the customizing objects must be released for usage depending on the context.

Customizing Levels

Customizations are managed at different levels:

  • Organization
    Organization-wide customization is done by defining customization collections in the “Templates and Presettings” dashboard. See the following chapters for more information.
    Note: Organization-wide BPMN process diagrams, forms and categories are not available in an app context by default. If these customizing objects have to be available in an app context, they must be explicitly referenced in the app configuration or in the app room.
  • App
    In apps, such as contact management, you can make customizations in the app configuration that are only valid within the app configuration context.
  • Room
    In rooms (e.g. app rooms or Teamrooms), customizations can be made that are only valid within the room context.
  • Personal
    Personal customizations can only be used by the users themselves. The following customizing objects can be managed at the personal level: templates, ad hoc process templates, display settings and search forms.

Release for Usage

In order to use customizing objects, they must be released for usage depending on the context.

Rules

  • Customizing objects must be released if they are assigned to a customizing collection or an app configuration.
  • Forms and BPMN process diagrams must also be released if they are assigned to a room.
  • Personal customizing objects do not have to be released.

Actions and Context Menu Commands

The actions are available to administrators and processors of a customizing collection (organization level) or app administrators (app level).

  • Release for Usage
    You can create a release version using the “Release for Usage” action.
  • Re-Release
    Changes can be released using the “Re-Release” action.
  • Withdraw Release
    You can use the “Withdraw Release” action to withdraw the release.

Release Process

In app configurations or customizing collections, you can define a release process in the settings, on the “Default Values” tab, in the Release Process for Templates and Presettings field. Release processes must contain the “Release for Usage” activity.

If a release process is defined, the following actions or context menu commands are offered:

  • Start Release Process
    Starts the defined release process.
  • Open Current Release Process
    Opens the release process that is not yet completed.
  • Start Release Process Again
    Restarts the release process (is only displayed when the current release process is completed).

DashboardPermanent link for this heading

The “Templates and Presettings” dashboard provides your access point to the customizing.

When you are added to a customizing configuration as an app user, a dashboard is automatically created and placed on “Home”. When you are removed as an app user, the dashboard is also removed.

The “Templates and Presettings” dashboard is divided into the following areas:

  • Template Collections
    Shows the template collections you are allowed to read or edit.
  • Text Module Collections
    Shows the text module collections that you are allowed to read or edit.
  • Form and Category Collections
    Shows the form and category collections that you are allowed to read or edit.
  • Process Collections
    Shows the process collections that you are allowed to read or edit.
  • Presetting Collections
    Shows the presetting collections that you are allowed to read or edit.
  • Personal Templates
    Shows the templates you created for yourself.
  • Personal Processes
    Shows the ad hoc process templates you created for yourself.
  • Personal Presettings
    Shows the presettings (display settings, search forms) you created for yourself.

You can perform the following actions:

  • Create Template Collection
    With the “Create Template Collection” action you can create new template collections as app administrator.
  • Create Text Module Collection
    With the “Create Text Module Collection” action you can create new text module collections as app administrator.
  • Create Form and Category Collection
    With the “Create Form and Category Collection” action you can create new form and category collections as app administrator.
  • Create Process Collection
    With the “Create Process Collection” action you can create new process collections as app administrator.
  • Create Presetting Collection
    With the “Create Presetting Collection” action you can create new presetting collections as app administrator.
  • Switch to Configuration
    With the “Switch to Configuration” action you can view the configuration that is associated with the dashboard.
  • Settings
    With the “Settings” action you can define common properties of the dashboard like the logo or notification setting.

ConfigurationPermanent link for this heading

In the customizing configuration, you can manage the template collections, text module collections, artifacts and general settings as an app administrator.

Areas

The configuration is divided into the following areas:

  • Template Collections
    Shows the available template collections.
  • Template Categories
    Shows the available template categories. Template categories are used to group the templates in the create dialog.
  • Text Module Collections
    Shows the available text module collections.
  • Text Module Categories
    Shows the available text module categories. Text module categories are used to display text modules hierarchically when inserting them into a Word document.
  • Form and Category Collections
    Shows the available form and category collections.
  • Process Collections
    Shows the available process collections.
  • Presetting Collections
    Shows the available presetting collections.
  • Forms and Categories
    Shows the available forms and categories.
  • Processes
    Shows the available custom processes.
  • Thesauri
    Shows the available thesauri that allow indexing.
  • Failed Background Tasks
    Shows failed background tasks (only visible if at least one failed background task is available). You can perform following manual actions: “Define Next Execution”, “Send Link” and “Delete”.

Note: To be able to store objects from a different context, you must adjust the Restrict Shortcuts Within Teamroom field in the configuration settings accordingly.

Actions

You can perform the following actions:

  • Create Template Collection
    With the “Create Template Collection” action you can define a new template collection.
  • Create Template Category
    With the “Create Template Category” action you can define a new template category.
  • Create Text Module Collection
    With the “Create Text Module Collection” action you can define a new text module collection.
  • Create Text Module Category
    With the “Create Text Module Category” action you can define a new text module category.
  • Create Form and Category Collection
    With the “Create Form and Category Collection” action you can create new form and category collections.
  • Create Process Collection
    With the “Create Process Collection” action you can create new process collections.
  • Create Presetting Collection
    With the “Create Presetting Collection” action you can create new presetting collections.
  • Settings
    With the “Settings” action you can make advanced configuration settings.

Settings

The general settings can be found in chapter “Configurations”.

Template CollectionsPermanent link for this heading

Template collections are used to manage templates and define access rights (“Team” action). Template collections can be created by app administrators.

Settings

“General Settings” tab

  • Template Categories
    In the create dialog, the templates contained in the template collection are displayed under the specified template categories.

Additional tabs

  • The additional settings can be found in chapter “Shelves”.

Actions

You can perform the following actions:

  • Create Template
    With the “Create Template” action you can define any object as a new template.
  • Upload
    With the “Upload” action you can create a template from a file.
  • Create Template Folder
    With the “Create Template Folder” action you can create a folder to structure the templates. The folders have no influence on the display in the create dialog.

Note: Alternatively, you can use the “Tools” > “Add to Templates” context menu command on an existing object to define a copy of the object as a template in “Customizing”.

Access Rights

  • Full Control
    By default, the organization owners have full control.
  • Administrator
    Administrators can use, create, edit, and delete templates.
  • Processor
    Processors can use, create and edit templates.
  • Template User
    Template users can use templates.

Defining TemplatesPermanent link for this heading

Almost every object type can be used as template. Adjust the metadata or content of the objects accordingly.

In addition, you can make additional settings on the “Template” tab of the object, which are particularly relevant when using fields in Word templates.

  • Template Categories
    In the create dialog, the template is displayed under the specified template categories in addition to the template categories defined in the template collection.
  • Template Language
    The language of the template can be used to determine text modules in the corresponding language.
  • Security Settings and Permissions Must Be Taken From the Template
    Defines whether the user can select whether to apply the security settings and permissions (team members) when instantiating the template. This setting is only available for rooms.
  • Category
    The category is copied to the object created from the template.
    Note: If applicable, lists can programmatically allow objects only with certain categories. In this way, the category can also restrict where the template can be used.
  • Contained in
    Defines the folder types in which the template can be used. This can either be done using the object class or the category of the folder. If object classes and categories are specified together, the folder must have a defined object class and a defined category.
  • Files
    Defines the type of files in which the template can be used. You can do this using either the object class or the category of the file. If object classes and categories are specified together, the file must have a defined object class and a defined category.
  • Available Fields (Category)
    Shows the fields that are available in the Word document based on the category.
  • Available Fields (Contained in)
    Shows the fields that are available in the Word document based on the definition in the Contained in field. This creates an intersection of all available fields of the object classes and an intersection of all available fields of the categories. This ensures that the properties actually exist in each object class category combination.
  • Available Fields (Files)
    Shows the fields that are available based on the definition in the Files field in the Word document. This creates an intersection of all available fields of the object classes and an intersection of all available fields of the categories. This ensures that the properties actually exist in each object class category combination.

When you edit the Word document, you will find the “Insert Field” button on the “Fabasoft Cloud” tab. In the submenu you will find the available fields according to your definitions.

Text Module Placeholders

Text module placeholders can also be inserted in Word templates, which are replaced by the content of the text module when the template is instantiated. The command “Insert Text” > “Text Module Placeholder” is available in Microsoft Word on the “Fabasoft Cloud” tab. The placeholder is displayed as a hyperlink to the text module. Thus, the text can also be easily viewed via the template.

For a text module, all templates in which the text module is used are displayed on the “Templates” tab.

If a template (for example, a file) contains several Word documents, the text module placeholders in all Word documents are taken into account during instantiation.

Using TemplatesPermanent link for this heading

In the create dialog (e.g. “New” context menu command in a Teamroom) the templates are displayed according to the grouping by the template categories. Templates without a template category are displayed under “Others”. During creation, a copy of the template is created, which you can edit independently of the template.

Text Module CollectionsPermanent link for this heading

Text module collections are used to manage text modules and define access rights (“Team” action). Text module collections can be created by app administrators.

You can use text modules to insert predefined standard texts in Microsoft Word documents.

Settings

“General Settings” tab

  • Text Module Categories
    Defines in which categories the text modules can be found when they are inserted into a document.

Additional tabs

  • The additional settings can be found in chapter “Shelves”.

Actions

You can perform the following actions:

  • Create Text Module
    With the “Create Text Module” action you can define a new text module.
  • Upload
    With the “Upload” action you can create a text module from a file.
  • Create Text Module Folder
    With the “Create Text Module Folder” action you can create a folder to structure the text modules.

Access Rights

  • Full Control
    By default, the organization owners have full control.
  • Administrator
    Administrators can use, create, edit, and delete text modules.
  • Processor
    Processors can use, create and edit text modules.
  • Text Module User
    Text module users can use text modules.

Defining Text ModulesPermanent link for this heading

There are two types of text modules:

  • Static Text Module (Text)
    Allows you to enter unformatted text.
  • Static Text Module (Word)
    Allows you to enter formatted text in a Word document.

Metadata

The following metadata can also be defined:

Static Text Module tab

  • Name
    The name of the text module.
  • Text Module Categories
    The text module is offered within the specified categories when you insert it into a Word document.
  • Text Module Language
    Defines the language of the text module. When inserting text modules into Word templates, only text modules are displayed that correspond to the language of the template or have no language defined.

Availability tab

  • Current Document
    Defines the categories and object classes of documents in which the text module can be used.  
  • Contained in
    Defines the folder types in which the document can be stored in which the text module can be used. This can either be done using the object class or the category of the folder. If object classes and categories are specified together, the folder must have a defined object class and a defined category.
  • Files
    Defines the type of files in which the document can be stored in which the text module can be used. You can do this using either the object class or the category of the file. If object classes and categories are specified together, the file must have a defined object class and a defined category.
  • Available Fields (Current Document)
    Shows the fields that are available in the Word document based on the definition in the Current Document field.
  • Available Fields (Contained in)
    Shows the fields that are available in the Word document based on the definition in the Contained in field. This creates an intersection of all available fields of the object classes and an intersection of all available fields of the categories. This ensures that the properties actually exist in each object class category combination.
  • Available Fields (File)
    Shows the fields that are available based on the definition in the Files field in the Word document. This creates an intersection of all available fields of the object classes and an intersection of all available fields of the categories. This ensures that the properties actually exist in each object class category combination.
  • Additional Restrictions
    The text module can only be used if the defined expression returns true. This allows you, for example, to realize that text module placeholders are removed in certain instances instead of the corresponding text being inserted.

Using Text ModulesPermanent link for this heading

When you edit the Word document, you will find the “Insert Text” button on the “Fabasoft Cloud” tab. In the submenu click either “Text Module Unformatted” or “Text Module Formatted”. In the following dialog, you can select one of the text modules that you have access to and insert it into the Word document.

Form and Category CollectionsPermanent link for this heading

Form and category collections are used to manage user-defined forms and categories and to define access rights (“Team” action). Form and category collections can be created by app administrators.

Settings

The general settings can be found in chapter “Shelves”.

Actions

You can perform the following actions:

  • Create Category
    With the “Create Category” action you can create categories.
  • Create Form
    With the “Create Form” action you can create user-defined forms.

Access Rights

  • Full Control
    By default, the organization owners have full control.
  • Administrator
    Administrators can use, create, edit, and delete forms and categories.
  • Processor
    Processors can use, create and edit forms and categories.
  • Form and Category User
    Form and category users can use forms and categories.

Defining and Using Forms and CategoriesPermanent link for this heading

User-defined forms can be used to add fields to objects for storing application-specific data. Categories can be assigned to objects and thus influence the behavior of the objects.

More information can be found in the chapters “Forms” and “Categories”.

Process CollectionsPermanent link for this heading

Process collections are used to manage ad hoc process templates and BPMN process diagrams and to define access rights (“Team” action). Process collections can be created by app administrators.

Settings

The general settings can be found in chapter “Shelves”.

Actions

You can perform the following actions:

  • Create Process
    With the “Create Process” action you can define an ad hoc process template or a BPMN process diagram.

Access Rights

  • Full Control
    By default, the organization owners have full control.
  • Administrator
    Administrators can use, create, edit, and delete processes.
  • Processor
    Processors can use, create and edit processes.
  • Process User
    Process users can use processes.

Defining ProcessesPermanent link for this heading

There are two types of process templates:

  • Ad Hoc Process Template
  • BPMN Process Diagram

Ad Hoc Process Template

To create an ad hoc process template, proceed as follows:

  1. Navigate in the desired process collection.
  2. Click the “Create Process” action and select the “Ad Hoc Process Template” entry.
  3. Enter a name and click “Next”.
  4. Click “Open” on the context menu of the ad hoc process template.
  5. Enter the activity and the participant for the first task in the process. For more information on the options, see chapter “Activities and Participants”.
  6. Click “Next” if you do not want to add another activity.
    Otherwise, click “Apply”. You can add further activities by selecting an activity and participants and clicking “Apply” again. The last activity with a defined participant will be considered even if you do not click “Apply”.
  7. Click “Next” to complete the editing.
  8. Click “Release for Usage” on the context menu of the ad hoc process template.

BPMN Process Diagram

To create a BPMN process diagram, proceed as follows:

  1. Navigate in the desired process collection.
  2. Click the “Create Process” action and select the “BPMN Process Diagram” entry.
  3. Enter a name and click “Next”.
  4. Click “Open” on the context menu of the BPMN process diagram.
  5. Model the desired process. For more information on working with the BPMN editor, see chapter “Working With the BPMN Editor”.
  6. Click “Next” to complete the editing.
  7. Click “Release for Usage” on the context menu of the BPMN process diagram.

Using ProcessesPermanent link for this heading

The defined processes are offered for selection when using processes (e.g. “Tools” > “Start New Process”).

Presetting CollectionsPermanent link for this heading

Presetting collections are used to manage presettings and to define access rights (“Team” action). Presetting collections can be created by app administrators.

Settings

The general settings can be found in chapter “Shelves”.

Actions

You can perform the following actions:

  • Create Presettings
    With the “Create Presettings” action you can define a search form.

Access Rights

  • Full Control
    By default, the organization owners have full control.
  • Administrator
    Administrators can use, create, edit, and delete presettings.
  • Processor
    Processors can use, create and edit presettings.
  • Presettings Users
    Presettings users can use presettings.

Defining PresettingsPermanent link for this heading

There are two types of presettings:

  • Display Settings
  • Search Form

Display Settings

Display settings can be defined directly in a list via the “View” > “Display Settings” > “Save” menu command (thereby the storing location can be selected).

Search Form

To create a search form, proceed as follows:

  1. Navigate in the desired presetting collection.
  2. Click the “Create Presettings” action and select the “Search Form” entry.
  3. Enter a name and click “Next”.
  4. Specify what you want to search for and click “Next”.
  5. Specify the search criteria.
  6. Click “Save Query”.
  7. Click “Release for Usage” on the context menu of the search form.

Using PresettingsPermanent link for this heading

You can apply the display settings in lists via the “View” > “Display Settings” > “Load” menu command. You can also save display settings (thereby the storing location can be selected).

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

Personal Templates, Processes and PresettingsPermanent link for this heading

Each user can define his own templates, processes and presettings in the “Personal Templates", “Personal Processes” and “Personal Presettings” area.