Collaboration
2017 R1 Update Rollup 1

CollaborationPermanent link for this heading

Collaboration refers to several users working together on the same business objects, which involves issues concerning security and the sharing of objects as well as the communication within the team. Fabasoft Folio therefore provides several features for collaboration.

  • Fabasoft Folio offers an easy to use security concept to avoid unwanted access to your documents.
  • The collective creation of content (user generated content) is created and securely stored in Fabasoft Folio.
  • Agile collaboration and meticulous document management in Fabasoft Folio maximize the potential and efficiency of your business.

Granting Permissions to Other UsersPermanent link for this heading

An object’s ACL determines whether users are authorized to read or edit an object. In general, as the creator of an object, you always have the permission to read and edit the object.

However, depending on the context, users usually do not have any permission on objects created by other users (although there are exceptions, e.g. when an activity as part of a process concerning the object is assigned to another user). Therefore, when sharing an object you should make sure that the users you share the object with have the required permissions for reading or editing the object.

Fabasoft Folio provides three properties that allow you to assign permissions to individual users or groups (see next figure):

  • Read Access
  • Change Access
  • Full Control

Figure 35: Defining users and groups with read and change access

Example

Maggie Ledger of the legal services department is assigned an intern, Julie Neal, to help her with some of her cases. However, Julie is not supposed to make any changes to Maggie’s cases.

To grant Julie read-only access to the cases she needs to work on, Maggie adds Julie to the Read Access property of these cases.

Note: The object’s ACL determines if the Read Access property is evaluated at all.

TeamroomsPermanent link for this heading

The Teamroom allows informal collaboration across departmental boundaries. For the management of the team a separate area in the Teamroom is available. The easy access rights concept enables documents to be easily shared within the team. Team calendar, newsfeeds and other useful features complete the functionality of the Teamroom.

The following access rights can be granted to users of a Teamroom:

  • “Read Access”
    Team members are only able to read existing documents. They cannot create new objects.
  • “Change Access”
    Team members can modify existing documents and create new documents.
  • “Full Control”
    Team members have the same rights as the owner of the Teamroom.

Access rights defined for a Teamroom are automatically valid for all folders and objects within the entire Teamroom. Due to the easy concept of access rights and the separate section within the Teamroom for managing access rights, it is always clear and readily identifiable which user can access the Teamroom in which way.

For better visualization and identification of a Teamroom it is possible to define a custom logo and a theme.

Figure 36: Teamroom

To profit from the possibilities of cross-company collaboration Teamrooms can be transferred to Fabasoft Cloud. Thereby all folders and contents as well as calendars and newsfeeds are transferred. After completion of the work, the Teamroom can be retracted into the corporate Fabasoft Folio.

Figure 37: Transferring Teamrooms to the Fabasoft Cloud enables cross-company collaboration

NewsfeedPermanent link for this heading

Communication within a team is very important. The newsfeed is therefore a key feature of Fabasoft Folio. Within a Teamroom you can create as many newsfeeds as you like to cover multiple topics.

Questions on a particular topic can be posted in the newsfeed. All team members have access to this knowledge exchange and can post a response.

Figure 38: Newsfeed

CalendarPermanent link for this heading

For a better coordination within teams, a calendar is available in Fabasoft Folio. A calendar can be shared via the usual access rights concept or by creating a calendar for a team within a Teamroom.

Calendars can also be viewed via smartphones or other mobile devices supporting the CalDAV standard, so you can arrange meetings anytime and anywhere.

For further information on CalDAV refer to chapter “CalDAV”.

Notifications and HistoryPermanent link for this heading

Via notifications a user can be informed automatically about changes to subscribed objects. It is possible to define exactly which kind of changes you are interested in (e.g. document removed, document changed) and how they are represented to you (via e-mail, RSS feeds or in the welcome screen).

Figure 39: Notifications

The timeline of a Teamroom provides a convenient overview of the changes that have occurred over time in the Teamroom. The changes can be filtered based on keywords, predefined categories or points in time. The bold links can be used to open the related objects directly for further research.

Figure 40: Timeline

Alternatively, the history of a Teamroom provides an overview of all changes in list form.

Figure 41: History of a Teamroom

HyperlinksPermanent link for this heading

With Hyperlink objects you can provide a collection of hyperlinks directly in Fabasoft Folio for your entire team.

Hyperlinks can be created manually or imported via drag-and-drop from the file system, from the web browser’s address bar or from the content of a webpage.

Figure 42: Importing a hyperlink via drag-and-drop

The Project FolderPermanent link for this heading

But not only Teamrooms simplify collaboration. This flexible concept for access rights in Fabasoft Folio is also used for project folders (project specific roles can be used in the access definitions, too) and other object types.

Figure 43: Properties of the project folders

All business objects within the project folder are assigned to it uniquely and can’t be used in any other project folder because this project is used to extend the access to the members of the project organization.

Sharing Objects via E-MailPermanent link for this heading

Sharing objects and content via e-mail is the most common means of collaboration.

For sharing objects and content via e-mail, Fabasoft Folio provides the following options:

  • If the recipients have access to Fabasoft Folio, you can send objects in form of hyperlinks.
  • You can send the contents of content objects as e-mail attachments.
  • You can have Fabasoft Folio convert the contents of content objects into PDF and send the PDF contents as e-mail attachments.

You may also select more than one object in order to send multiple objects in a single e-mail.

The Fabasoft Folio Client provides a Microsoft Outlook COM add-in for verifying that the recipients have valid Fabasoft Folio user accounts and the necessary rights to access the objects before sending the objects as hyperlinks to them.

Term-Based Tagging of Objects (Thesaurus)Permanent link for this heading

Fabasoft Folio provides you with powerful and extensive term-based tagging and thesaurus functionality.

Terms are used for tagging objects. These terms can be selected from thesauri. For each term you can specify more general and more specific terms as well as synonyms and homonyms. Thesauri can also be imported and exported using standardized formats (e.g. RDF).

Figure 44: Hyperlinks tagged with terms

Search Folders and SelectionsPermanent link for this heading

Fabasoft Folio provides powerful tools for searching and selecting objects based on queries or highly flexible selection definitions.

Search FoldersPermanent link for this heading

Search folders provide a convenient way to search for objects based on predefined search criteria that are stored in the form of an F-SQL query. The objects matching the query are referred to as the result list.

Search folders require you to reference a so-called search form. The search form is used for defining and storing the F-SQL query to be executed by the search folder.

SelectionsPermanent link for this heading

Selections allow you to retrieve sets of objects based on predefined queries and object lists, and to process the retrieved objects by applying processing rules that will ultimately yield a list of objects matching the criteria defined in the underlying selection definition.

Selection results, for example, can be used for defining addressee lists as well as for defining the objects to be included in a relational report.

TemplatesPermanent link for this heading

Fabasoft Folio allows you to define and reuse templates for simplifying recurring tasks and day-to-day work. Any kind of object, in particular content such as Microsoft Word Document and Microsoft Excel Worksheet, can be used as a template.

In addition to this, templates can be categorized with template categories to classify them into subject areas such as “Business Report”, “Status Report”, and “Letter”.

Example

Every week, Steven Bauer has to prepare a time sheet listing his activities for the week using Microsoft Excel, and send it to his manager for approval.

To simplify this task, Steven creates a template using Microsoft Excel, imports it into Fabasoft Folio as a Microsoft Excel Worksheet, and adds the Microsoft Excel Worksheet to his personal template collection.

Figure 45: Creating a report based on a template

Template CollectionsPermanent link for this heading

Templates are managed in special folders referred to as template collections (see next figure). In order to become available for use, templates must be added to a template collection. The same template can be added to multiple template collections.

Figure 46: Template collections