Find out more about new features and improvements in the Fabasoft Cloud 2016 December Release.
The listed functionality with regard to processes, forms, inboxes, classification and metadata extraction is available in the editions Enterprise and Superior.
Working with processes is now even easier, especially in the interaction of processes and user-defined forms.
If a user-defined form is applied to a document, a two-part view is opened when you perform the “Open” step of activities like “Edit” or “Release”. This allows you to view the document and capture metadata directly.
Processes can be started either manually or automatically.
When starting manually you can choose between ad-hoc processes and if available predefined processes (context menu > “Tools” > “Start New Process”). If you need an ad-hoc process based on a blank template with only one activity, you can start the process directly without having to open the BPMN process editor. In case of predefined processes, you can also start the process directly.
The possibilities to start a process automatically have been extended. When you define a follow-up, you can select a predefined process to run when the follow-up date is reached. In an inbox (see next chapter), processes (depending on definable conditions) can be executed automatically on stored objects.
Creating Predefined Processes
When you create predefined processes, the following new functionality will help you:
In an inbox rules for the processing of incoming objects can be defined. A rule consists of conditions and actions.
You can create inboxes directly on “Home” (background context menu > “New” > “Inbox”). As for Teamrooms, you can also define a team to specify the access rights.
A condition checks whether the selected property contains the defined string (case-insensitive). Specify the string without wildcards. All conditions must be met for the rule to run. Do not specify a condition if the rule should always be executed.
Following actions are available:
The Fabasoft Cloud in conjunction with Mindbreeze InSpire allows you to automatically classify documents and extract metadata (only Enterprise and higher). Especially when interacting with custom forms, you have a powerful concept for the incoming classification of documents for your particular application.
The following steps explain the basic operation:
The screenshot shows a Microsoft Excel spreadsheet, which is automatically classified as travel expenses. The metadata in the user-defined form “Receipts” was automatically prefilled.
Documents can be classified automatically via the inbox. To do so, you can define a rule that performs the “Classify With Mindbreeze InSpire” action.
When using the “Register” activity, documents can be classified and registered via the workflow. You can start an ad-hoc process with the prescribed activity “Register”. In a predefined BPMN process, the activity can also be used (the applicability has to be restricted to documents).
The “Classify and Register” work step performs the classification and opens the appropriate registration form.
When using the Fabasoft Cloud Folder, you can synchronize documents in the Fabasoft Cloud with your local file system. By default, synchronization is carried out over the internet with the Fabasoft Cloud. Depending on your amount of data and your internet access, this may take some time.
Use LAN synchronization to achieve a significant reduction in the required internet bandwidth and a significantly increased synchronization speed. When data in the Fabasoft Cloud has changed, all Cloud Folders in the local network are contacted first, whether the changed data is already available locally. If this is the case, the data is synchronized over the LAN and not over the internet. Security is ensured in both cases by encryption.
To be able to use the LAN synchronization, you have to enable it:
When you extend a Microsoft Word document with a custom form, you can also insert your user-defined properties as fields in the document. Ensure that the Fabasoft Cloud add-in is enabled in Microsoft Word (“File” > “Options” > “Add-ins” > “COM Add-ins” > “Go” > “Fabasoft Cloud”).
On the “Insert” tab, you can use the “Field” button (located in the Fabasoft Cloud group) to insert the appropriate fields in the document.
The following new features will help you in your daily work.
The following new features will assist you in managing your organization.