2019 June Release

Template ManagementPermanent link for this heading

The template management allows you to create template collections, manage templates and make them available to users (Enterprise and higher only; must be enabled by Fabasoft Cloud Support).

DashboardPermanent link for this heading

The template management dashboard provides your access point to the template management.

When you are added to a template management 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 template management dashboard is divided into the following areas:

  • Template Collections
    Shows the template collections you are allowed to read or edit.
  • Personal Templates
    Shows the templates you created for yourself.
  • Text Module Collections
    Shows the text module collections that you are allowed to read or edit.

You can perform the following actions:

  • Create Template Collection
    With the “Create Template Collection” action you can create new template collections as app administrator.
  • Creating Text Module Collection
    With the “Create Text Module Collection” action you can create new text module 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 template management 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.
  • Forms and Categories
    Shows the available forms and categories that can be used for templates.
  • Processes
    Shows the available custom processes.
  • Thesauri
    Shows the available thesauri that allow indexing.

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.
  • Settings
    With the “Settings” action you can make advanced configuration settings.

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.

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 the template management.

Access Rights

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

Personal TemplatesPermanent link for this heading

Each user can define his own templates in the “Personal Templates" area.

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.
  • Language of Template
    The language of the template can be used to determine text modules in the corresponding language.
  • 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.

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.

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.
  • Processors
    Processors can use, create and edit text modules.
  • Text Module Users
    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 Category
    The text module is offered within the specified category when you insert it into a Word document.
  • 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 this 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 (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.

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.