2020 Update Rollup 3

Relationship ManagementPermanent link for this heading

Fabasoft Folio supports the management of your customers, suppliers, distributors, and other contacts, and provides you with the means to manage and improve the relationship to your contacts.

You can manage and communicate with existing or potential customers as well as with other contacts directly from within your Fabasoft Folio portal. Moreover, the relationship management features of Fabasoft Folio provide you with a customer-centric view on all of your related documents and processes.

Delivering an intuitive, efficient, flexible, and highly extensible relationship management platform, Fabasoft Folio allows you to drive and improve your relationship management processes, and provides you with the means to understand how these processes work.

As an extensible relationship management platform, Fabasoft Folio allows you to define additional relationships reflecting your business-specific needs and requirements.

Relying on Fabasoft Folio’s functionality, you can represent virtually any given real-world relationship in Fabasoft Folio. For example, you can rapidly build a course management solution based on Fabasoft Folio that allows you to manage courses, trainers, attendees and required resources.

Figure 47: Logical hierarchy of relationship management objects in Fabasoft Folio

The previous figure shows the object classes for relationship management that are provided by Fabasoft Folio. Contact provides the basic features for managing contacts, whereas derived object classes add characteristics and features specific to the particular entity.

OrganizationsPermanent link for this heading

In Fabasoft Folio, an organization corresponds to a third-party legal entity, e.g. a commercial customer, supplier or distributor.

An own organization represents your own company. It is possible to have multiple own organizations in case of a holding company or to manage subsidiaries, joint ventures and so forth.

PersonsPermanent link for this heading

A physical person can be represented in Fabasoft Folio as Person, Contact Person or Employee.

A Contact Person is supposed to represent a contact e.g. from a supplier or distributer, whereas an Employee represents workers of your own company.

Object RolesPermanent link for this heading

In Fabasoft Folio, persons can have multiple roles. For example, a person can be employee of your company but also work part time for one of your customers. Moreover, some of your employees are also users of your Fabasoft Folio Domain. In Fabasoft Folio it is possible to represent this relationship.

Figure 48: Selecting another role

The term “object role” is used for referring to the general concept of an object having multiple roles that are instantiated as distinct objects in a Fabasoft Folio Domain.

Note: Do not confuse object roles with the concept of user roles, which refer to a user’s position in context of a group. For further information on user roles, consult chapter “Roles”.

A physical person can have the following object roles in Fabasoft Folio:

  • Person: A generic person who is neither an employee nor associated with another organization.
  • Contact Person: A person associated with an external organization, e.g. a sales representative of a supplier.
  • Employee: A person employed by your organization.
  • User: A person accessing your Fabasoft Folio domain.

Figure 49: Adding a new object role to an employee

Address ManagementPermanent link for this heading

For each contact you can define multiple addresses, e-mail addresses and telephone numbers.

In addition to usual address information such as street or zip code, it is also possible to categorize an address, e.g. as a business address or as a private address. E-mail addresses and telephone numbers can also be categorized.

Importing ContactsPermanent link for this heading

Contacts can be imported directly from Microsoft Outlook into Fabasoft Folio via Ctrl + C and Ctrl + V or simply via drag-and-drop.

When importing contacts, Fabasoft Folio checks for existing similar and equal contacts and displays them to you so that you can decide how to handle them.

Figure 50: Duplicate check when importing contacts

Bulk E-Mailings and Mail MergePermanent link for this heading

Fabasoft Folio allows you to create and send personalized mailings to one or more addressees using an Outgoing. You can therefore define multiple addressees for an Outgoing.

Personalized mailings can either be dispatched via e-mail or saved as PDF file for printing or for miscellaneous purposes.

To specify an addressee, you can either select a person, an organization or define a free-text addressee.

It is also possible to define addressees using an Addressee List, which is a predefined list of contacts encompassing persons and organizations.

Figure 51: Defining addressees for an outgoing

Dispatch TypePermanent link for this heading

An outgoing can either be dispatched as bulk e-mailing or as a mail merge. Moreover, e-mails can either be dispatched interactively or in the background.

The following dispatch types are available:

  • “E-Mail Dispatch (Interactive)”: In interactive mode, personalized e-mails are dispatched using your locally installed e-mail client. For each addressee, a new e-mail message is created and opened in your e-mail client where you can edit the e-mail before sending it to the recipient.
  • “E-Mail Dispatch (Background)”: Dispatching bulk e-mailings in the background does not require a local e-mail client. In background mode, personalized e-mails are dispatched by a mail server via SMTP. For each e-mail dispatched as part of a bulk e-mailing, a status indicating if the e-mail could be delivered successfully is logged along with a time stamp and other information.
  • “Mail Merge”: This will generate and open a PDF content containing the personalized mailings for each addressee.

Body for a MailingPermanent link for this heading

Fabasoft Folio allows you to define the body for a mail merge or an e-mail dispatch by entering plain text and placeholders for properties of Fabasoft Folio objects.

The following example illustrates the use of predefined fields for a mail body.


Dear [=addressee_FSCFOLIO_1_1001_FieldAddrFirstName] [=addressee_FSCFOLIO_1_1001_FieldAddrSurName],

We received your inquiry regarding incident [=doc_FSCFOLIO_1_1001_FieldDocumentNumber].

Best Regards,
Customer Service

AttachmentsPermanent link for this heading

Fabasoft Folio allows you to define attachments for an outgoing, which are also attached to all of the e-mails sent to the addressees when the outgoing is dispatched.

When dispatching an outgoing, the attachments are “personalized”, i.e. placeholder fields are populated with contact-specific values.

By default, each attachment is converted into PDF before it is attached to the outgoing e-mail or merged into the PDF content created for a mail merge.

Fair CopiesPermanent link for this heading

A fair copy is a personalized outgoing for a single addressee.

Fair copies are automatically created in the course of the interactive e-mail dispatch of an outgoing. You can also manually create fair copies for the addressees.

Fields and Document PropertiesPermanent link for this heading

Fabasoft Folio provides integration with Microsoft Office to allow you to embed and edit metadata stored in Fabasoft Folio within third-party applications. You can distinguish the following mechanisms:

  • Fields allow you to embed editable metadata in Microsoft Word documents.
  • Document properties allow you to embed read-only metadata in documents edited with Microsoft Office and LibreOffice applications.

Fields and document properties are especially useful for the production of serial letters by merging letter templates with addressee information.

Figure 52: Addressee fields of a Microsoft Word document