2018 September Release

Fabasoft Cloud 2016 December ReleasePermanent link for this heading

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.

Processes and FormsPermanent link for this heading

Working with processes is now even easier, especially in the interaction of processes and user-defined forms.

Worklist

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.

Executing Processes

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:

  • To make it easier to define signatures as a condition in BPMN processes, the properties Last Signature, Last Signature on/at, Last Signature by and Remark of Last Signature have been introduced.
  • The Applicable for property is now available directly in the BPMN editor. If the process is restricted to a category of a user-defined form or to an object class, the defined fields can be used in the condition editor.
  • For the definition of an abstract participant of a process, a property of the object (e.g. Last Signature by) can be used. The participant is evaluated at runtime. This is particularly useful for automatically started processes because abstract participants such as process initiators do not make sense in that case.

InboxPermanent link for this heading

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.

Conditions

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.

Actions

Following actions are available:

  • Assign Category
    The specified category is assigned to the incoming object.
  • Classify With Mindbreeze InSpire
    The incoming objects are classified. Based on the classification, a category is assigned to the object. More information can be found in the next chapter.
  • Start Process
    The specified process is started on the incoming object.

Classifying Incomings and Metadata ExtractionPermanent link for this heading

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:

  1. In a learning phase, Mindbreeze InSpire is trained to classify the documents. For the extraction of the metadata from documents, regular expressions can be defined.
  2. In productive mode, when classifying documents (either manually or automatically triggered), the metadata and classification are requested from the Mindbreeze InSpire service. Feedback can further improve the quality of the classification.
  3. For the classification value, a category with a corresponding import ID is searched and assigned to the document.
  4. The category can be used to start a specific registration or to initialize a process. If metadata can be retrieved from the document, the data will be prefilled and highlighted in color.

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.

Inbox

Documents can be classified automatically via the inbox. To do so, you can define a rule that performs the “Classify With Mindbreeze InSpire” action.

Workflow

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.

Additional Information

http://help.cloud.fabasoft.com/index.php?topic=doc/User-Help-Fabasoft-Cloud-eng/additional-features.htm#classifying-and-registering

LAN SynchronizationPermanent link for this heading

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:

  1. Open the context menu of the Fabasoft Cloud notification icon and click "Options".
  2. On the “Bandwidth” tab, enable the LAN Synchronization.
    • LAN synchronization should only be used in trusted networks.
    • Under Microsoft Windows ensure that the network type is either “Domain Network” or “Private Network” (Network and Sharing Center). Otherwise you cannot enable the LAN synchronization.
    • Under macOS you can activate the LAN synchronization for the current network.

Note:

  • The clients must be connected to both, the LAN (same subnetwork) and the Fabasoft Cloud.
  • The communication uses the TCP port 17096 and the IP multicast address 224.0.0.202 or ff02::1 (local subnetwork). If necessary, appropriate settings must be made in the firewall. If you are encountering problems with LAN synchronization, please contact your network administrator with this information.

User-Defined Fields in Microsoft WordPermanent link for this heading

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.

Common ImprovementsPermanent link for this heading

The following new features will help you in your daily work.

  • Editing columns in the detail view
    You can edit fields displayed in the detail view directly with F2, without having to open the properties of the respective objects. You can now also edit multi-value fields (lists, aggregates) in addition to single-valued fields. In this case an overlay for entering the data is opened.
  • Any objects as favorites
    You can add any objects (for example, individual documents) to your favorites.
  • Watermark settings
    For watermarks, the network address can also be displayed.

Organization ManagementPermanent link for this heading

The following new features will assist you in managing your organization.

  • The welcome screen of owners and administrators of new organizations shows the most important tasks for setting up the organization.
  • In the License History field (“Manage Service Packages” action) the actual maximum memory consumption per payment period is displayed for information purposes.