Configuration TasksPermanent link for this heading

The following chapters describe common configuration tasks in Fabasoft Folio.

Configuration Evaluation OrderPermanent link for this heading

All configurations can be found in the domain administration in the “Configuration Object” list.

Configuration hierarchies

Configurations of the same type can be specified as configuration hierarchy. This is done using the Based on field (“Configuration” tab) of a configuration. In most cases, the effective configuration value is a result of the hierarchy. For example, if no value is specified in the topmost configuration the value is looked up in the next configuration in the hierarchy and so on.

Which configuration is used?

Following mechanism is used to determine the used configuration:    

  1. If a configuration is specified in the current domain or tenant (“Components Configuration” tab), this configuration inclusive all “based on” configurations are used.
  2. If a configuration is not specified in the current domain or tenant, the configuration of the Domain Type (“Components Configuration” tab) inclusive all “based on” configurations are used.
  3. If a configuration is not specified in the Domain Type (“Components Configuration” tab), the configuration is looked up in the Base Domain Type hierarchy.
  4. If a configuration is not specified in the whole Base Domain Type hierarchy, the default configuration is used.

AnnouncementsPermanent link for this heading

Announcements are shown on the welcome screen or notifications and can be used to inform users about events like a maintenance downtime. Announcements are defined in the Announcement Configuration.

To define an announcement, proceed as follows:

  1. Edit the desired Announcement Configuration.
  2. On the “Announcement Configuration” tab, create a new announcement.
  3. Define what, when and to whom the announcement should be displayed.

Note: If you test your settings of an announcement, duplicate it to ensure that you see the changes of the announcement in the welcome screen, because the old setting may be cached for the test user.

Following properties are available for announcements:

  • Title
    The title of the announcement is displayed in bold.
  • Always Show in Welcome Screen
    Defines whether, the announcement is shown in the welcome screen, even if the user has deactivated the welcome screen and even if welcome screens are generally disabled in the virtual application configuration (“GUI” tab > Show Welcome Screen).
  • Symbol for Announcement in Progress
    The symbol that is shown while steps of the announcement are not processed by the user.
    Note: If the announcement has no steps to be processed, this symbol will never be shown.
  • Description for Announcement in Progress
    The description that is shown while steps of the announcement are not processed by the user.
    Note: If the announcement has no steps to be processed, this text will never be shown.
  • Elements of Announcement
    An announcement can consist of several steps that have to be processed by the user. A description of such steps can be found below.
    Note: If all steps are completed, they will be hided.
  • Expression to Be Done When All Steps Have Been Completed
    The defined expression is executed after all steps have been completed.
  • Description for Completed Announcement
    The description that is shown when all steps have been completed or when no steps have been defined.
  • Symbol for Completed Announcement
    The symbol that is shown when all steps have been completed or when no steps have been defined.
  • Valid from
    The announcement is only shown from this date. If left empty, the announcement is shown until the Valid to date is reached.
  • Valid to
    The announcement is only shown until this date is reached. If left empty, the announcement is shown form the Valid from date.
  • Time Span to Complete (in Days)
    If steps are defined, the user can carry out all steps within the defined time span. The first executed step starts the time span calculation and may override the Valid to date for this user.
  • Show Announcement for Following Users/Groups
    The users and groups who should see the announcement.
  • Also Show Announcement for Users If
    An expression that defines users who should see the announcement, too.
    Note: The user has to be defined in at least one of the two properties Show Announcement for Following Users/Groups and Also Show Announcement for Users If to be able to see the announcement.
  • Show Announcement for All Concerned Objects
    Defines whether the announcement should be displayed multiple times, based on the objects returned by the Concerned Objects expression.
  • Concerned Objects
    An expression that defines the concerned objects.

Following properties are available for announcement steps:

  • Title
    The title of the announcement is displayed in bold.
  • Hyperlink
    If the hyperlink is clicked by the user, the step is marked as done. If the Expression to Validate always returns false, the step is only marked as done when the user clicks the hyperlink.
  • Description
    The description of the step.
  • Symbol for Announcement Element in Progress
    As long as a defined hyperlink is not clicked and the expression to validate is false this symbol is displayed.
  • Expression to Validate
    If true, the step is marked as completed.
  • Symbol for Completed Announcement Element
    If a defined hyperlink is clicked or the expression to validate is true, this symbol is displayed.

Transfer/Publish a TeamroomPermanent link for this heading

To allow users to transfer or publish Teamrooms from Fabasoft Folio to the Fabasoft Cloud, the following configuration settings are needed.

Note: The functionality is only available in the Fabasoft Private Cloud, Fabasoft Cloud Enterprise and Superior.

Configuration in the Fabasoft Cloud

To authorize users to transfer or publish a Teamroom, proceed as follows:

  1. Create a Teamroom.
  2. Create an OAuth Client in the Teamroom.
  3. Edit the properties of the OAuth client. The data in the fields Client ID and Client Secret are needed for the configuration in Fabasoft Folio. In the Purpose field, you must define the following three web service definitions: “Transfer Teamroom”, “Retract Teamroom” and “Recover Teamroom”.
  4. All users who have at least read access in the Teamroom are entitled to transfer or publish Teamrooms. Users in the Fabasoft Cloud and Fabasoft Folio are identified by the e-mail address.

Configuration in Fabasoft Folio

To determine which Fabasoft Cloud domains should be allowed as target domains, proceed as follows:

  1. Define in the current domain on the “System Configuration” tab in the Target Domain field the desired Fabasoft Cloud domains. You can either create a new Linked Domain or edit a linked domain provided by the product.
  2. In the Base URL field, type the URL of the Fabasoft Cloud domain.
  3. Set the domain active (Active field) and available (Availability field).
  4. Enter the Client ID and Client Secret, generated by the OAuth client in the Fabasoft Cloud.
  5. Click “Next”.

After a successful configuration, the “Transfer Teamroom” command is available in the context menu of Teamrooms.

Note: For automatically continuing stalled Teamroom transfers an Automated Task executing the FSCTRANSFER@1.1001:CheckStalledTransfers action can be created.

SMTP ConfigurationPermanent link for this heading

Use cases that send e-mails on the server-side require a third-party SMTP server and a corresponding configuration in Fabasoft Folio.

The SMTP server can be configured in an instance of FSCSMTP@1.1001:Configuration.

Following properties can be defined:

  • Server
    Defines the hostname or IP address of the SMTP server.
  • Port
    Defines the port of the SMTP server that should be used for sending an e-mail.
  • Sender E-Mail Address (on Behalf of)
    Defines the default sender. This means that the e-mail will be delivered "on behalf of".
    Example: Office <office@fabasoft.com>
    The e-mail (sent by user David Porter) will contain:
    Office <office@fabasoft.com> on behalf of David Porter
  • Expression for Computing the Sender Name
    A Fabasoft app.ducx Expression to calculate the sender name that is displayed in an e-mail client.
    Example:
    STRING @sendername;
    @
    sendername = coouser.userfirstname + " " + coouser.usersurname;
    return @
    sendername;
    An e-mail client would show:
    David Porter <david.porter@fabasoft.com>
  • Additional Info
    Additional information for the SMTP server can be configured as key/value pairs. Currently the implementation considers the following keys:
    • "username"
      Used for authentication at the SMTP server.
    • "password"
      Used for authentication at the SMTP server.
    • "timeout"
      Timeout threshold for the SMTP server session.
    • "content-charset"
      A specific content character set for the e-mail transfer (Default: UTF-8).
  • Well Known Mail Recipients
    In this field e-mail addresses can be stored. For each e-mail address a context has to be defined that is used as key (normally a string object). To get the e-mail for a specific context the action FSCSMTP@1.1001:GetWellKnownMailRecipients is provided.

SchedulingPermanent link for this heading

Scheduling is used for several use cases (e.g. follow-ups) that carry out tasks repeatedly in defined time intervals.

To enable scheduling, proceed as follows:

  1. Navigate to the User object of the user who runs the Fabasoft Folio AT Service.
  2. Edit the user and click the “Advanced” tab.
  3. In the List of Automated Tasks field select a list of automated tasks or create a new one.
  4. Edit the properties of the list of automated tasks.
  5. In the Tasks field create a new automated task and edit its properties.
  6. In the Start on/at field, enter a date on which the automatic task should run for the first time. Additionally, define a Repetition and Repetition Type.
    In the Action field select the Check Deadlines (FSCSCHEDULE@1.1001:CheckDeadlines) action and save the settings.

Note: To increase performance, you can define five automated tasks with following actions: FSCSCHEDULE@1.1001:CheckVeryLongDeadlines, FSCSCHEDULE@1.1001:CheckLongDeadlines, FSCSCHEDULE@1.1001:CheckDefaultDeadlines, FSCSCHEDULE@1.1001:CheckShortDeadlines, FSCSCHEDULE@1.1001:CheckVeryShortDeadlines. These automated tasks will only handle background tasks with corresponding duration. If no duration is defined in the definition of the background task, “default” will be automatically assigned to the background task. Background tasks instantiated prior to version 2019 can only be handled by CheckDeadlines.

NotificationsPermanent link for this heading

This chapter describes configuration possibilities for notifications and necessary settings for enabling e-mail notifications.

Folio Configuration

On the “History” tab of the used Folio Configuration, the following settings for notifications are available:

  • Log History Events
    Defines whether events are logged for the history.
  • History Limitations
    Defines the maximum number of logged history entries for certain object classes. By default, 500 entries are logged.
  • Limit for Notification Sources
    Defines the maximum number of objects to which a user can subscribe. By default, this value is unlimited.
  • Maximum Number of Levels for Get History
    Defines the maximum number of levels within a folder structure that should be considered for evaluating the history of an object. By default, this value is unlimited.
  • Maximum Number of Objects for Get History
    Defines the maximum number of objects to be considered for evaluating the history per object. By default, this value is unlimited.
  • Limit for Cached Objects in History Calculation
    Defines the maximum number of objects allowed to store their events in the cache of an object. The cache of an object is used to speed up the evaluation of the history.
  • Destination for History Cache
    For each object class an object on which the cache is stored can be defined. By default, all objects of a Teamroom are stored in the Teamroom’s cache.
  • Notification Settings
    For each event type a default display value can be defined. These values can be overwritten by a user.
  • Skipped Event Types
    It is possible to define a condition under which an event type should not be logged for a certain object class. In the Expression field, an expression returning true or false has to be entered.

E-Mail Notifications

To be able to use e-mail notifications, e-mail addresses have to be assigned to the users (“Address” tab, E-Mail Addresses field).

Make sure that a working SMTP configuration exists as described in chapter “SMTP Configuration”. Additionally, make sure that scheduling is configured as described in chapter “Scheduling”.

Follow-upsPermanent link for this heading

Follow-ups are sent via e-mail. Therefore, e-mail addresses have to be assigned to the users (“Address” tab, E-Mail Addresses field).

Make sure that a working SMTP configuration exists as described in chapter “SMTP Configuration”. Additionally, make sure that scheduling is configured as described in chapter “Scheduling”.

Scanning at the WorkstationPermanent link for this heading

When using the “Scan” command on the “Tools” menu it is assumed that the workstation scanner puts the file path of the scanned document in the clipboard. Either the scanner supports this functionality or the program copytoclipboard.exe provided by Fabasoft has to be assigned as post-processing step in the third-party scanner software.

To enable the scan functionality with the copytoclipboard.exe tool, proceed as follows:

  1. Unzip Setup\ComponentsBase\Client\copytoclipboard.zip from the installation media and copy copytoclipboard.exe to the client computer.
  2. Assign copytoclipboard.exe as post-processing step in the scanner software.

Folio Folder and Folio Network DrivePermanent link for this heading

The Folio Folder can be enabled in the user environment or the group of the user (“Advanced” tab, Synchronization Mode field: “No Synchronization”, “Synchronized Folder”, “Synchronized Desktop or Synchronized Folder”).

The Folio network drive can be enabled in the user environment of the user (“Advanced” tab, Enable Folio Network Drive field).

Note: By default, the Folio Folder is disabled and the network drive is enabled.

Long-Term Suspended ActivitiesPermanent link for this heading

Depending on the processing state, activities are displayed on different tabs in the worklist. In order to increase the clarity and improve the performance, the "Long-Term Suspended" tab can be enabled.

For this purpose, a time interval has to be defined in the workflow configuration from when a suspension is considered as long-term. As soon as the submission date falls inside the time interval, the activity will be moved from the "Long-Term Suspended" tab on the "Suspended/Pending" tab (configuration of an automated task is required). This setting does not affect already defined suspensions. If the setting is removed again, the automatic task moves all long-term suspended activities on the "Suspended/Pending" tab.

To define a time interval from when a suspension is considered as long-term, proceed as follows:

  1. Edit the Workflow Configuration.
    Note: To find the correct configuration see chapter “Configuration Evaluation Order”.
  2. On the “Worklist” tab, define a Time Interval From When a Suspension Is Considered as Long-Term.

To define the automatic task that is used to move the long-term suspended activities, proceed as follows:

  1. Navigate to the User object of the user who runs the Fabasoft Folio AT Service.
    Note: The user needs search rights for activity instances. By default, users with position Administration or System Administration have search rights.
  2. Edit the user and click the “Advanced” tab.
  3. In the List of Automated Tasks field select a list of automated tasks or create a new one.
  4. Edit the properties of the list of automated tasks.
  5. In the Tasks field create a new automated task and edit its properties.
  6. In the Start on/at field, enter a date on which the automatic task should run for the first time.
    In the Object field, create a new List of Background Activities.
    In the Action field, select the COOWF@1.1:CheckLongTermActivities action.
    Additionally define the Repetition and Repetition Type and save the settings.

Video and Audio ConversionPermanent link for this heading

By default, the video and audio conversion is disabled. To be able to convert videos and audios the third-party product FFmpeg has to be available on the Fabasoft Folio AT server.

To enable the automated task that carries out the conversion, proceed as follows:

  1. Navigate to the User object of the user who runs the Fabasoft Folio AT Service.
  2. Edit the user and click the “Advanced” tab.
  3. In the List of Automated Tasks field select a list of automated tasks or create a new one.
  4. Edit the properties of the list of automated tasks.
  5. In the Tasks field set the State of the “Process Digital Asset Conversions” task to “Activated” and save the settings.

Google MapsPermanent link for this heading

To be able to use Google Maps within Fabasoft Folio a Google Maps JavaScript API key has to be defined.

To define the API key, proceed as follows:

  1. Create a new or edit an existing Map Configuration.
    Note: For more information about configuration evaluation, see chapter “Configuration Evaluation Order”.
  2. On the “Map Configuration” tab, specify the Host of Fabasoft Folio (e.g. folio.comp.com) and your own API Key obtained from Google.

Object Class Hierarchy for the Mindbreeze SearchPermanent link for this heading

On object classes, the “Generate Thesaurus” context menu command can be used to generate a thesaurus of the whole object class hierarchy. The generated terms contain the file extensions as Hidden Synonyms and the object address of the corresponding object class as Exact Match.

This thesaurus can be further structured and may serve as the basis for filter options in the Mindbreeze search.