2018 June Release

Fabasoft Cloud 2017 December ReleasePermanent link for this heading

Find out more about new features and improvements in the Fabasoft Cloud 2017 December Release.

Process StatisticsPermanent link for this heading

To obtain an overview of the running processes, several process statistics are available that illuminate the individual aspects of process execution.

In the organization policies, on the “Processes” tab, you can define process administrators. The statistics can be displayed for:

  • Process Administrators
    Provides an overview of all predefined and ad hoc processes of the organization.
  • Process Owners
    Provides an overview of all predefined processes for which the user is defined as the process owner.

Note: The process owner can be defined on the “BPMN Process Diagram” tab of a BPMN process diagram.

You access the process statistics via your worklist. The statistics are available for the following three levels: general overview, process definition and specific process.

General Overview

  • Process Statistics
    Provides an overview of the number of running processes and delayed processes.
  • Process Throughput
    Shows the number of started and completed processes and their difference in the selected time period.
  • Running Processes
    Shows the number of running processes and their changes in the selected time period.
  • Running Processes per Process Definition
    Shows the percentage breakdown of the process definitions of the running processes.
  • Activities of Running Processes
    Shows the percentage breakdown of the status of the activities of the running processes.
  • Delayed Activities
    Shows the percentage breakdown of the activities of the delayed processes.
  • Start Date of Running Processes
    Shows the number of running processes grouped by the start date in the selected time period.
  • Due Date of Activities
    Shows the activities of the running processes that need to be processed in the next two weeks.

Based on a Process Definition

  • Process Throughput
    Shows the number of started and completed processes and their difference in the selected time period.
  • Running Processes
    Shows the number of running processes and their changes in the selected time period.
  • Activities of Running Processes
    Shows the percentage breakdown of the status of the activities of the running processes.
  • Delayed Activities
    Shows the percentage breakdown of the activities of the delayed processes.
  • Start Date of Running Processes
    Shows the number of running processes grouped by the start date in the selected time period.
  • Due Date of Activities
    Shows the activities of the running processes that need to be processed in the next two weeks.
  • Processes
    Displays all processes (including completed processes) of the process definition.

Based on a Process

  • Runtime
    Shows the runtime of the process in days compared to the average runtime of the underlying process definition.
  • Activities
    Shows the percentage breakdown of the status of the process's activities.
  • Overview
    Shows the most important metadata of the process.

Note: The “Settings” action can be used to define the time period (from last week to last year) of the time-dependent statistics.

Digital Asset ManagementPermanent link for this heading

The digital asset management offers the following new possibilities.

Registering Digital Assets

Assets that have not yet been assigned to an asset shelf can be registered to an asset shelf. In the course of registration, capturing metadata is possible. To do so, navigate to the desired asset and execute the “Register as Digital Asset” context menu command. Define an asset shelf as target. Metadata that can be extracted from the asset (e.g. Exif) is automatically taken over. The corresponding fields are highlighted in color and can be modified if necessary.

You can also register entire folders containing assets. The defined metadata is taken over for all assets.

In the DAM configuration, you can define that the registration dialog is displayed automatically when new assets are added.

External Areas

External areas can be created in asset shelves. The team defined in the parent asset shelf automatically has the corresponding rights in the external area. Users with full control in the asset shelf can extend the team of the external area. In this way, for example, a close collaboration with an external graphic design agency can be realized, which should only have access to the external area.

Licensing

A license type and additional license metadata can be defined for digital assets. Whether or which licensing fields are displayed is definable in the configuration. Assets without a valid license cannot be downloaded (except from app administrators).

Integration in Microsoft OfficePermanent link for this heading

The integration in Microsoft Office allows you to perform actions directly from the application.

Microsoft Outlook

On the “Start” tab, in the “Fabasoft Cloud” group, you can use the “Home” or “Worklist” button to display your own task area in Microsoft Outlook. This gives you direct access to your Fabasoft Cloud home area or worklist.

In addition, when you create an e-mail, you can upload attachments directly into the Fabasoft Cloud and replace them with links. To do so, the “Replace Attachments With Links” button is available on the “Message” tab.

Note: The “Fabasoft Cloud” group is only available if the “Fabasoft Cloud Outlook Extension” add-in (“File” > “Options” > “Add-ins”) is enabled.

Microsoft Word

The properties Last Signature, Last Signature by, Last Signature on/at and Remark of Last Signature can be inserted in Word documents as fields.

When you create a user-defined form and choose “Container With User Data” or “Room With User Data” as base class, you can also specify whether it is a file. The reference to the file is saved for the subordinate objects. This makes it possible, for example, that the properties of the file are also available as fields in Microsoft Word.

In this way, for example, the “Year” property of the file can be inserted as a field in the Word document.

Note: The “Fabasoft Cloud” tab is only available if the “Fabasoft Cloud Word Extension” add-in (“File” > “Options” > “Add-ins”) is enabled.

Contact ManagementPermanent link for this heading

The contact management offers the following new features:

  • Declarations of consent for data processing can be filed with contact persons.
  • To prevent fields that are to be updated via the import from being changed directly in the contact management user interface, the corresponding fields can be set read-only in the contacts configuration on the “Externally Managed Fields” tab. This only applies to contacts for which the Managed Externally option is enabled.
    When importing, the externally managed properties of a contact can only be updated, if the specified data source matches the data source of the existing contact.

Privacy by DesignPermanent link for this heading

When you create new Teamrooms, the following options are disabled by default:

  • Allow Public Links
  • All Team Members May Invite Members

The “Create a Public Link” menu item is still displayed for team members who have permission to change the security settings. When creating the public link, the setting for the Teamroom can be adjusted accordingly.

Common ImprovementsPermanent link for this heading

With the new update, the following additional functionality is available:

  • In your personal dashboards (e.g. Scrum or Contact Management) you can use the “Settings” action to define whether you want to be informed about news from all the assigned shelves.
  • When using screen readers, you can specify that well-known English terms are specially tagged to ensure correct pronunciation (“account menu (your user name)” > “Basic Settings” > “Accessibility” tab > “Prepare Foreign Language Expressions for Speech Output”).
  • The properties displayed on the “General” tab of objects have been reworked and consolidated.
  • If you edit a field in a list with F2, the change is saved by a click outside the edit field. If you click on a clickable element, the corresponding action is also executed.
  • As an alternative to selecting a version, you can specify a point in time in the time travel.
  • As final form a PDF/A-compliant document is generated.

Organization ManagementPermanent link for this heading

The following new features will help you manage your organization.

Authentication

  • To implement a single sign-on, you can use your own SAML 2.0 identity provider to authenticate your users in the Fabasoft Cloud. The login method “Single Sign-On (SAML 2.0)” is available for this purpose.

    For more information, see the white paper “Configuration of Single Sign-On”.
  • The authentication method e-mail address and password can be deactivated for organization members (“Administration” tab > Deactivated Authentication Methods).
  • In the organization policies on the “Authentication” tab, you can define that single sign-on and certificate authentication methods do not require a second factor. If you disable the second factor, your IT department must take appropriate measures to ensure that the authentication level is still maintained.

Further Improvements

  • When importing the organizational structure, you can also use the option Complete Organizational Structure Matching. In this way, you can specify whether existing positions and organizational units that do not exist in the CSV file are deleted.
  • The member management can also be carried out via a web service (see the white paper “Fabasoft Cloud Web Services”).