2017 R1

Enterprise Content ManagementPermanent link for this heading

This chapter introduces you to the enterprise content management features of Fabasoft Folio, including the handling of contents, security and access control, collaboration features and templates.

Working with ObjectsPermanent link for this heading

What Is an Object?Permanent link for this heading

Real-world objects share two characteristics: they all have state and behavior. Objects in Fabasoft Folio are conceptually similar to real-world objects: they consist of state and related behavior. An object stores its state in its properties and exposes its behavior through use cases that can be invoked on the object. Use cases call methods that operate on an object‘s internal state.

Each object in Fabasoft Folio is an instance of an object class. For example, “Jane Miller” and “Paul Baker” could be instances of object class Person.

What Is an Object Class?Permanent link for this heading

An object class defines the properties of its instances. Additionally, actions and use cases can also be implemented in an object class and determine the behavior and the functionality provided by its instances.

Properties allow you to store metadata in Fabasoft Folio, which is descriptive information about an object including its attributes, context and condition.

Actions and use cases allow you to add functionality (e.g. sending an e-mail to a person) and behaviors (e.g. opening a custom form when double-clicking a person) to object classes.

Object classes form a hierarchy referred to as an object class tree. Each object class inherits the properties and behavior of its base class and may add new properties and use case implementations.

Fabasoft app.ducx can be used to create software components that extend Fabasoft Folio with new object classes to provide additional functionality.

Creating, Deleting and Restoring ObjectsPermanent link for this heading

Creating ObjectsPermanent link for this heading

New objects can be created via the menu (“Object” > “New”) or via the toolbar icon (“New”). In some cases new objects may be created by clicking the plus icon.

The list of object classes available to you when creating a new object depends on the selected property as well as on your access rights.

Figure 9: Creating a new object

Note: The “Favorites” list is based on the objects in the current folder or container object and on your personal favorites list. The “All” list contains a complete list of available object classes (see previous figure).

New objects can also be created by importing files from the file system. For further information refer to chapter “Importing and Exporting Contents”.

Deleting ObjectsPermanent link for this heading

One object can be referenced in multiple object lists.

When you delete an object, the selected object is deleted and thereby removed from all object lists that reference this object.

Also note that when using the “Remove” functionality (instead of deleting), the object is only removed from the current object list, but the object itself is not be deleted.

Fabasoft Folio allows you to create a Wastebasket on your desktop to prevent you from accidentally deleting objects. If you have a wastebasket and you delete an object, it is not deleted but placed in the wastebasket.

Viewing and Editing ObjectsPermanent link for this heading

The Fabasoft Folio property editor is a universal tool for viewing and editing the properties of an object.

According to the user’s configuration, the object is opened in read mode or edit mode. If the object is opened in read mode it is possible to switch into edit mode.

Objects can be used by more than one user at a time. To prevent users from editing an object at the same time (thereby accidentally overwriting the changes of each other), other users are blocked from editing an object once a user has opened it in editing mode. If another user attempts to open the object in editing mode, a dialog box is displayed to notify the user that the object is locked for editing. The lock is automatically removed when the user editing the object closes the property editor.

Required fields are indicated by a bold field label and a red asterisk. You must enter a value for all required fields in order to be able to save your changes to an object.

It is also possible to edit common properties of multiple objects at the same time.

Figure 10: Fabasoft Folio property editor

Working with Object ListsPermanent link for this heading

View ModePermanent link for this heading

Fabasoft Folio offers different view modes for displaying the objects of the object list. To change the view mode for an object list, select the desired view mode from the “View” toolbar icon:

  • By default, object lists are displayed in the tabular “Details” view showing the columns (e.g. Name) as defined by the column settings for the current object list. This view is especially used for displaying a lot of details and properties of an object.
  • The “Thumbnails” view displays thumbnails of the content of the objects in the object list. If no thumbnail content can be generated for an object, the object’s icon is displayed instead. This view is useful for displaying pictures.
  • The “Card View” displays objects as business cards, which display important meta data textually and symbolically. This view is useful for displaying contacts.
  • The “Preview” displays previews of the content of the objects in the object list arranged side-by-side. This view is useful for displaying pictures as it also provides the possibility to start a slideshow.
  • The “Carousel” view displays previews of the content of the objects in the object list arranged as a carousel arrangement (useful for pictures).

Figure 11: Object list in thumbnail view mode

Figure 12: Object list in preview mode

Figure 13: Contact folder in card view

Customizing Column SettingsPermanent link for this heading

Fabasoft Folio allows you to customize the columns displayed for an object list.

You can add additional columns and change the order of the columns as you like.

Figure 14: Customizing Column Settings

The display view editor provides an additional possibility to define the displayed columns. You can filter property names, display the properties of the next level in the object hierarchy, add and remove several properties at once and change the position of the columns via drag-and-drop.

Figure 15: Display view editor

Column Editing in the Details ViewPermanent link for this heading

For efficient editing of several objects at the same time, shortcuts for copying, cutting, pasting and deleting similar to a spreadsheet program are provided in the details view.

The values can also be copied e.g. from Microsoft Excel and pasted into Fabasoft Folio (and vice versa).

For editing properties of an object directly within the details view press F2.

Advanced Settings in Object ListsPermanent link for this heading

Fabasoft Folio provides various possibilities to ease working within object lists, which are described in this chapter.

Figure 16: Object list grouped by category, locked columns, active column filter “2012” and calculations

Sorting

By default, the objects in an object list are not sorted but appear in the order in which they have been added to the object list.

You can sort object lists by certain columns. Fabasoft Folio allows you to sort multiple columns at the same time. The column’s priority is determined by the number displayed next to the arrow icons on the column header.

Grouping

To facilitate browsing, you can group the objects in an object list by different criteria.

Date properties can be grouped by year, quarter, month, week, day and hour.

You may also define hierarchical groupings by enabling grouping for more than one column. In this case, the grouping priority is indicated by numbers displayed next to the arrow icons on the column header.

Freezing columns

To avoid that columns are hidden when scrolling horizontally, columns can be locked. Locked columns remain visible while the rest of the detail view scrolls.

Row filters

Row filters can be used for filtering the objects displayed in an object list. Row filters require a Filter Expression, which allows you to filter an object list according to multiple criteria at the same time. The filter is also considered in the tree view.

If a filter has been applied to an object list, a filter icon is displayed on the toolbar and in the tree view to indicate an active filter.

Column filters

In addition to row filters, object lists can also be filtered using the column filter where a simple string (including wildcards) can be entered. The column filter can be activated via the context menu of the column header.

Calculating within object lists

For numbers and currency values, which are displayed in a column, the count (of entries with a value), the sum and average can be calculated. The result is displayed at the end of the page. If the list is grouped, the calculations are performed per group and are displayed at the end of the group entries.

Working With DocumentsPermanent link for this heading

In Fabasoft Folio, the term content object refers to an object storing one or more contents in addition to metadata. Put bluntly, contents are files imported to and stored in Fabasoft Folio.

Each content object has a primary content, which is the default property for storing contents. However, content objects may also have other content properties for storing additional contents.

Editing the primary content of an object will open the content in the third-party application registered for editing the particular content, e.g. Microsoft Word. The changes made to the content using the external application are transferred back into Fabasoft Folio after closing it.

Content objects can also be opened in read-only mode.

The Fabasoft Folio Client enables opening and editing documents directly from within Fabasoft Folio.

The Fabasoft Folio Client provides a notification symbol in the task bar of Microsoft Windows and Apple macOS. The notification symbol displays information about opened documents and possible problems.

Figure 17: Fabasoft Folio system tray

Fabasoft Folio provides seamless integration with leading office products such as Microsoft Office and LibreOffice.

Among others, the following features are supported by Fabasoft Folio:

  • Transparent check-in and check-out of documents supporting multiple users working on the same document.
  • Versioning and tracking of content modifications.
  • Mail merge and bulk e-mailing with Microsoft Word and LibreOffice Writer.
  • Synchronization of Microsoft Outlook contacts with Fabasoft Folio objects.
  • Customizable buttons embedded within third-party office software products, e.g. Microsoft Office products, LibreOffice, IBM Notes, and Novell GroupWise.

Searching for ObjectsPermanent link for this heading

You can use Fabasoft Folio’s powerful search to find objects and place these objects onto the desktop or into another object list.

All specified search criteria must be met for an object to be included in the search results. The use of wildcards (e.g. “*” for any sequence of characters) is permitted.

Example

If you are searching for instances of object class Person, and specify First Name “Sam” and Surname “Adams”, only persons with a first name of “Sam” and a surname of “Adams” are included in the search results. “Denise Adams”, “Sam Brown” or “Samuel Adams” would not be included in the search results.

If you change the search criteria and specify First Name “Sam*” and Surname “Adams”, “Samuel Adams” is also included in the search results.

Note: By default, users can search for objects in the entire Fabasoft Folio domain. However, they need special access rights in order to find and access objects. If a user does not have the search permission for an object, this object will not show up in the search results presented to the user.

The Fabasoft Folio search also allows you to save a query for later use, to execute a predefined query, and to edit the query that is generated based on the search criteria defined by the user. For detailed information on searching objects refer to the Fabasoft Folio online help.

Figure 18: Search in Fabasoft Folio

Quick SearchPermanent link for this heading

You can use Fabasoft Folio’s quick search functionality to search objects in object pointer properties and object lists without needing to invoke the search.

You may use wildcards in quick search mode.

Note: With Fabasoft Mindbreeze Enterprise installed, you can also carry out a full-text search using quick search. The full-text search can only be used if the Mindbreeze icon is displayed next to the quick search field.

Copying, Pasting and Duplicating ObjectsPermanent link for this heading

Objects can be copied into the clipboard and then be pasted as originals or as duplicates.

For copying and pasting objects you can also use the common shortcuts Ctrl + C and Ctrl + V.

Importing and Exporting ContentsPermanent link for this heading

Fabasoft Folio supports several convenient approaches for importing content, including configurable buttons that integrate with third-party applications.

Importing Contents from the File SystemPermanent link for this heading

Fabasoft Folio provides easy possibilities to import files and even folder structures. A file from the file system can be imported into Fabasoft Folio via an upload, via drag-and-drop or via the common shortcuts Ctrl + C and Ctrl + V. It is also possible to drag multiple files and folder structures at a time.

These import methods are also available for importing e-mails, events and contacts from Microsoft Outlook.

Figure 19: Checking for duplicates when importing

When importing e-mails the user can select which parts of the e-mail (e-mail text and attachments) should be imported.

Figure 20: Importing e-mails

Capturing Contents from an Office or E-Mail ApplicationPermanent link for this heading

Fabasoft Folio integrates with a wide range of office and e-mail applications and allows you to define customizable buttons for importing content from the following office and e-mail applications:

  • Microsoft Word (see the white paper “Fabasoft Integration for Microsoft Office”)
  • LibreOffice (see the white paper “Configuration of LibreOffice Buttons”)
  • Microsoft Outlook (see next figure; see the white paper “Fabasoft Integration for Microsoft Office”)
  • Mozilla Thunderbird (see the white paper “Configuration of Mozilla Thunderbird Buttons”)
  • Novell GroupWise (see the white paper “Fabasoft Integration for Novell GroupWise”)
  • IBM Notes (see the white paper “Configuration of IBM Notes Menu”)

Figure 21: Microsoft Outlook button for importing contents into Fabasoft Folio

In addition, Fabasoft Folio supports capturing scanned contents from Kofax Capture (see the white paper “Fabasoft Integration for Kofax Capture”).

Moreover, you can install custom printer ports that allow you to capture content from any application that supports printing. For further information refer to the white paper “Configuration of Fabasoft Folio Printer Ports”.

Microsoft Office documents can also be imported via the “Save to Fabasoft Folio” button.

Figure 22: “Save to Fabasoft Folio” button

Exporting ContentPermanent link for this heading

Fabasoft Folio supports multiple approaches for exporting content to the file system.

The content of a content object (e.g. instances of object class Microsoft Word Document, Microsoft Excel Worksheet, PowerPoint Object or PDF Object) can be easily exported (see next figure). You may also select multiple content objects at a time.

Figure 23: Exporting a content object

Furthermore, content objects can easily be exported via Ctrl + C and Ctrl + V.

Note: Fabasoft Folio’s relational reporting functionality as well as its database export functionality allows you to export large volumes of data, including content and metadata.

Digital AssetsPermanent link for this heading

Fabasoft Folio provides various predefined possibilities for working with digital assets. For example, an image can be copied as a hyperlink or automatically converted into a certain format and size for use within a presentation or e-mail.

Figure 24: Managing digital assets

Note: The available conversion possibilities for images are adjustable.

It is also possible to crop and resize images directly within Fabasoft Folio.

Figure 25: Cropping and resizing of an image

Web FoldersPermanent link for this heading

Fabasoft Folio allows you to access your desktop via a web folder based on the web-based distributed authoring and versioning (WebDAV) protocol.

Figure 26: Easy access to Fabasoft Folio via Windows Explorer

For further information on web folders including detailed instructions on how to configure clients, allowed object classes and how to configure web folders under Linux refer to the white paper “Fabasoft Integration for WebDAV”.

Security and Access ControlPermanent link for this heading

Fabasoft Folio ensures secure management of digital documents. The use of Fabasoft Folio always requires the personal authentication of the user and the communication between the client and Fabasoft Folio is always encrypted via https, even for the use via smartphones and tablets.

Fabasoft Folio’s access rights concept ensures that security guidelines – for example for personal documents – are adhered to.

Security LevelsPermanent link for this heading

Security levels depending on the user’s clearance or authentication method can be defined to protect objects.

Security levels can be defined hierarchically, e.g. “Top Secret” > “Secret” > “Confidential” > “Restricted”.

For further information refer to the white paper “Configuration of Protective Markings”.

Access Control ListsPermanent link for this heading

In Fabasoft Folio, each object is protected by an access control list (ACL).

An ACL specifies in which way a user is allowed to access an object.

Access rights can be defined very flexibly e.g. based on a user’s role or on the group the user belongs to. Hierarchical structures of your company can also be represented within an ACL.

Via the access types provided, different kinds of permissions can be granted or prohibited to users.

Examples for access types:

  • Read/change properties
  • Read/change contents
  • Delete
  • Read/change sensitive properties

Figure 27: An ACL object in Fabasoft Folio

An ACL can either be directly assigned to an object or inherited from another object. ACL referencing supports multiple hierarchy levels.

Granting Permissions to Individuals and GroupsPermanent link for this heading

In addition to role-based access rights authorized users can grant access rights directly to further users and groups. Therefore Fabasoft Folio provides the three specific properties:

  • Read Access
  • Change Access
  • Full Control

For further information refer to chapter “Granting Permissions to Other Users”.

Document EncryptionPermanent link for this heading

To provide additional protection for your documents alongside the definition of access rights, you can encrypt documents. The AES (Advanced Encryption Standard) algorithm with a key length of 256 bits is used for encryption. AES is approved for top secret classified governmental documents in the USA.

ReportingPermanent link for this heading

This chapter provides a concise overview of the extensive reporting capabilities of Fabasoft Folio.

Fabasoft Folio includes comprehensive reporting capabilities to allow you to create, format and process rich reports, and export data stored in Fabasoft Folio to external data sources.

Active ReportsPermanent link for this heading

The active reporting engine of Fabasoft Folio allows you to define and create text-based reports (e.g. HTML reports) based on active report templates that can include placeholders containing expressions.

For each active report template you can specify the scripting engine you want to use for evaluating the active report. For example, you can enter “JavaScript” to use the JavaScript engine or “Fsc.Expression.ScriptEngine” to use the expression engine of Fabasoft Folio.

Relational ReportsPermanent link for this heading

Fabasoft Folio’s relational reporting functionality allows you to export data from Fabasoft Folio to an external database, which can then be used for reporting.

Fabasoft Folio allows you to easily create a relational report based on one or more objects selected in an object list or directly from within search results.

For further information on relational reporting refer to the white paper “Configuration of Relational Reporting”.

BIRT ReportPermanent link for this heading

Reports on Fabasoft Folio objects can be transformed into PDF, HTML, Microsoft Word or Microsoft Excel by using Eclipse BIRT (Business Intelligence and Reporting Tools).

Eclipse BIRT is an open source software project that provides reporting and business intelligence capabilities for web applications.

You can design individual reports for visualizing test trends or other key indicators. Eclipse BIRT provides a great way to design reports for various formats. It is also possible to include static or event dynamic images within a report.

For further information refer to the white paper “Fabasoft Integration for Eclipse BIRT”.

Figure 28: BIRT report

Apache POIPermanent link for this heading

The Apache POI integration allows Microsoft Office documents (Microsoft Excel, Microsoft Word, Microsoft PowerPoint) to be created using custom data from Fabasoft Folio objects. These Microsoft Office documents can be edited, splitted and merged.

With Fabasoft app.ducx and Apache POI it is for example possible to generate a Microsoft Excel report that merges a predefined template with data from Fabasoft Folio.

Figure 29: Excel report generated with Fabasoft Folio

Integration of Third-Party ProductsPermanent link for this heading

Fabasoft Folio integrates following third-party products:

Office tools:

Objects of the following document formats can easily be opened, edited and saved again directly within Fabasoft Folio.

  • Autodesk AutoCAD
  • Kofax Capture
  • IBM Notes
  • LibreOffice
  • Microsoft Office
  • Microsoft Project
  • Microsoft Visio
  • Mozilla Thunderbird
  • Novell GroupWise
  • Apple iWork
  • Apple iCal
  • Microsoft Office:mac

Services:

  • SAP

SAPPermanent link for this heading

Archiving SAP content in Fabasoft Folio’s repository ensures that ERP content is added to Fabasoft Folio’s corporate content repository and can be managed in a systematic way based on an organization’s compliance and governance policies.

Fabasoft Folio holds an SAP Integration Certification which ensures that SAP content can be archived in Fabasoft Folio’s content repository. The certification test result (archiving performance of more than 2,000,000 documents per hour) underlines the exceptional performance of Fabasoft Folio.

Figure 30: SAP integration certification

InterfacesPermanent link for this heading

Business applications can easily interact with Fabasoft Folio via several standardized interfaces such as SOAP, JSON, CMIS, WebDAV, CalDAV and friendly URLs.

Web Service InterfacesPermanent link for this heading

SOAP is a XML based protocol for exchanging structured information of web services in computer networks. SOAP messages are transferred via Fabasoft Folio’s interface by means of the HTTP transport protocol.

The web service receives an XML document via the SOAP request as input and responses again with a XML document containing the output data of the web service.

JSONPermanent link for this heading

JSON, or JavaScript Object Notation, is a lightweight text-based open standard designed for human-readable data interchange. It is derived from the JavaScript scripting language for representing simple data structures and associative arrays, called objects.

Fabasoft Folio allows a JSON string to be parsed and the data to be used as values represented in Fabasoft Folio data types. Values can also be converted into a JSON string and therefore be used in a JavaScript environment or as a transfer format when consuming a JSON aware web service.

For further information refer to the white paper “Fabasoft Integration for JSON”.

CMISPermanent link for this heading

The Fabasoft CMIS integration offers the functionality of a CMIS content repository and complies with the CMIS specification version 1.0. It satisfies all of the MUST or REQUIRED level requirements defined within.

Contents stored in Fabasoft Folio can be used in other third-party products via the CMIS interface. Furthermore, other applications can use the CMIS interface to store contents in Fabasoft Folio or to get contents from Fabasoft Folio.

WebDAVPermanent link for this heading

The product provides access to all documents and objects via the standard protocol WebDAV (Web-based Distributed Authoring and Versioning). This allows the creation of compound documents by adding standardized WebDAV links to other documents and/or business objects within a document, as long as the productivity application for editing the document additionally supports WebDAV.

It is also possible to map a particular Fabasoft Folio WebDAV folder to a file system drive letter. In such cases links between documents can also be established using ordinary filenames. This option can be used for applications which do not support the WebDAV protocol.

Figure 31: Accessing Fabasoft Folio via WebDAV

CalDAVPermanent link for this heading

Fabasoft Folio can act as a CalDAV server. CalDAV is an internet standard allowing a client to access scheduling information on a remote server.

Calendar clients supporting the CalDAV standard can be used as calendar client accessing the data in Fabasoft Folio, e.g.:

  • Apple iPad
  • Mozilla Thunderbird and Lightning
  • Microsoft Outlook

Fabasoft Folio provides a friendly URL which allows downloading calendars or calendar entries as files compliant to the iCS format. It is also possible to import events from e-mail clients into Fabasoft Folio simply via drag-and-drop.

Figure 32: CalDAV calendar in Fabasoft Folio

Friendly URLsPermanent link for this heading

Fabasoft Folio allows access to methods of web resources via friendly URLs. A friendly URL is a web address that is easy to read and includes words that describe the content of the web resource.

Thus developers can easily provide self-built web services via a friendly URL.

For further information on friendly URLs refer to the white paper “Fabasoft Folio Friendly URLs”.

VersioningPermanent link for this heading

Versioning is a key concept provided by Fabasoft Folio for transparency and traceability of changes on business objects and other documents.

In Fabasoft Folio, the term version refers to a snapshot of the entire state of an object. Thus, a version reflects the state of a specific object at a specific time.

Versions allow you to read an object’s properties in a former state as well as to restore a former state of the object.

Tracking ChangesPermanent link for this heading

Fabasoft Folio provides convenient change tracking features that let you track changes made to an object’s properties and contents between different versions.

You can track changes made to an object’s properties by comparing two or more versions.

Fabasoft Folio allows you to track changes of contents by using the change tracking and review features of Microsoft Word and LibreOffice Writer.

Figure 33: Show content modifications of the two selected versions

Release VersionsPermanent link for this heading

Fabasoft Folio allows you to define a specific version of an object as its so-called release version.

This feature allows authorized users to work on the current version of an object while users who may only read the properties of the object are only granted access to the consolidated release version.

To ease the work of users with write access a red or green check mark is displayed next to the object, to indicate whether the current version or the release version is displayed.

Example

Steven Price is working on the annual report of his company.

Steven can edit the new version of the report without his changes being displayed to users reading this report. The updates made by Steven are only published when his new version is released.

Each object can only have one release version.

Figure 34: Working with release versions