Product Services for User PurposesPermanent link for this heading

Web Browser User InterfacePermanent link for this heading

Working in the Web Browser User InterfacePermanent link for this heading

Web 2.0 (AJAX) Technologies for Usability and Style

The web browser user interface of the product leverages Web 2.0 (AJAX) technology which provides better usability and style for the user.

Web Browser as a Familiar User Interface

The user interface of the product is provided in a web browser for all target user groups. Users who are familiar with a web browser interface will very soon familiarize themselves to the Fabasoft Folio’s user interface.

Navigation via Breadcrumbs

With the breadcrumb function Fabasoft Folio provides an elegant navigation tool, making it easier for the user to navigate around.

Breadcrumbs are a navigation aid, which displays the path to the current object. This type of navigation improves the orientation within deeply branched trees. Several items on the path can be directly accessed by clicking on them.

By clicking the arrow icon, all elements of the path are listed in a navigation list, even those which are not displayed in the horizontal list due to shortage of space.

Enterprise Content Accessible at Any Time, From Anywhere, and With Different Devices

Fabasoft Folio does not require any client installation; the user interface is provided as a "Thin Client" in the Web Browser. The cutting-edge web architecture of the product ensures that the digital content of the enterprise can be accessed at any time, from anywhere, with different user devices.

Thumbnail View

Fabasoft Folio provides an elegant content preview based on thumbnails. This can be used to browse through a list of business objects by looking at the content preview.

Multilingual User Interface

The product has a multilingual user interface and allows users to work with the product in different languages within one installation without closing and re-opening the application. The product is available out-of-the-box in fifteen languages (Bulgarian, Croatian, Czech, English, French, German, Hungarian, Italian, Portuguese, Romanian, Russian, Slovenian, Slovak, Serbian, and Spanish).

One Universal User Interface for All Application Areas

The product provides one universal user interface for all application areas: there are no separate clients for particular application areas.

The Electronic Desk as the Standard User Interface

The electronic desk is the standard user interface for a user, providing the look and feel of a Microsoft Windows explorer which is a familiar working environment for many users. Instead of directories and data sets the electronic desk displays hierarchical structured business objects. The content of the selected business object is displayed in the list view.

Flexible and Quick Definition of Columns in the List View

Columns in the list view can be defined quickly by a user via graphic symbols in the column title. Columns can be added, removed or moved in position. The column selection list is context sensitive, based on the type of business object selected in the list view.

List View Sorting With Combined Columns

Columns can be sorted by clicking on the column title. Combined column sorting is also supported.

List View Grouping

Columns can be grouped by clicking on the column title. Groups of list entries can be expanded and collapsed.

Editable Columns in a List View

Property columns can be edited directly in a list view. This allows for the quick editing of business object properties without opening a form.

Drag-and-Drop Support in the Web Browser

The product supports drag-and-drop in the web browser user interface. This is particularly useful for importing content into the product.

Keyboard Based User Interaction

Fabasoft Folio supports user interaction with the keyboard.


Accessibility is a basic concept of Fabasoft Folio. To enable working with assistive technologies like screen readers or screen magnifiers Fabasoft Folio follows following standards:

  • Accessible Rich Internet Applications (WAI-ARIA) 1.0
  • Web Content Accessibility Guidelines (WCAG) 2.0, ISO/IEC 40500:2012, Conformity Level AA
  • ISO 9241-171:2008 Guidance on software accessibility

Following screen readers are recommended for the use with Fabasoft Folio:

  • Microsoft Windows
    • NVDA (NonVisual Desktop Access) with Mozilla Firefox
    • JAWS 17.0 with Microsoft Internet Explorer
  • Apple iPhone/iPad
    • VoiceOver (Fabasoft Folio App)
  • Android
    • TalkBack (Fabasoft Folio App; TalkBack provides only a restricted support in older Android versions)

Note: VoiceOver and TalkBack provide only a restricted support for WAI-ARIA. Consequently, the Fabasoft Folio web browser user interface cannot be used with these screen readers.

Use Cases for Working in the Web Browser

  • How to Start the Fabasoft Folio Web Client
  • How to Exit the Fabasoft Folio Web Client
  • Portal Header
  • Navigation Bar
  • Menu Bar
  • Tree View
  • Detail View
  • How to Work With Buttons
  • How to Work With Shortcuts
  • Customizing the Fabasoft Folio Web Client
  • Optimizing the Web Browser Configuration
  • Displaying the Account Activity

Web Folder AccessPermanent link for this heading

Mounting Fabasoft Folio as a Network Drive on the Desktop

Fabasoft Folio can be mounted as a Web Folder network drive on the desktop. This allows for the access of business objects in a Windows explorer without using the Fabasoft Folio web browser client.

Use Cases for Web Folder Access

  • Creating an object
  • Deleting an object
  • Copying an object
  • Editing an object

Working with ObjectsPermanent link for this heading

Uniform Business Object Model

The product implements a business object model which covers all the application areas and the complete functionality of the product, thereby ensuring a uniform and integrated product appearance and avoiding a conglomerate of diverse applications which need to be glued together.

Uniform Working Paradigm Based on Business Objects

Any type of information which can be processed by the product is represented by a business object. Handling business information is therefore based on the same working paradigm: creating, reading, editing and deleting business objects.

Business Objects From Units of Higher Business Semantics

A business object encapsulates structured and unstructured information and forms a unit of higher business value. Examples: Contracts, Invoices, Business Files, Users, Organizations.

Transactional Model for Consistency and Actuality

The product's transactional model ensures that each edit access for a business object is executed in the course of a transaction. Thereby each business object holds consistent and up-to-date information at all times.

Object Pointer Concept for Multi-Referencing of Business Objects

The object pointer concept of the product allows users to have multiple references to a particular object on other user desks by means of object pointers. All the object pointers of a particular business object reference the same business object which is physically persisted only once on a server. A new object pointer can be created, for instance, via searching business objects, or by sending a business object via e-mail to other users.

Navigating a Network of Interlinked Business Objects

Object pointers can be stored as business object property values (as a single object pointer value or as a list of object pointers). This allows navigation in a network of interlinked business objects.

Use Cases for Working With Objects

  • Creating an Object
  • Deleting an Object
  • Using the Wastebasket
  • Copying an Object
  • Pasting a Duplicate
  • Pasting an Original
  • Cutting/Dragging an Object
  • Duplicating an Object
  • Removing an Object
  • Locating the Object Position
  • Working Together with Objects
  • Launching the Property Editor
  • Editing Properties Directly
  • View as PDF
  • Display Properties
  • Editing Common Properties
  • Comparing Properties
  • Renaming an Object
  • Opening an Object
  • Reading a Document
  • Showing the History
  • Navigating in an Object

Executing Use CasesPermanent link for this heading

Uniform Use Case Model

A use case is defined as a sequence of use case steps which are executed by a user of a certain target user group in order to achieve a certain business result in the course of a business activity. Each use case step can involve different product functions. The whole product functionality is defined by means of use cases. Use Cases which belong together are arranged in application areas (e.g. "Document Management").

Use Centric View of Product Functionality

The use case model puts the user (the human person) and his specific business role in the center for defining product functionality.

Differentiation of Product Use for User Target Groups

The use case model differentiates product usage for separately defined target user groups. This provides optimized product support for different business roles. The product in particular defines target user groups for users, for managers, for records administrators, for product administrators and for external auditors.

Use Cases for Enrichment of Business Semantics

The use case model enriches product functionality with business semantics in the context of the business tasks of the target user groups.

Security and Access ControlPermanent link for this heading

Mapping of the Concrete Organizational Structure

Fabasoft Folio allows for showing the client’s concrete organizational structure by user, user groups and user roles. This provides the possibility of setting access rights for a specific organizational structure.

Updating the Organizational Structure via Directory Services

The client’s organizational structure can be constructed and regularly updated through a directory service (e.g. Microsoft Active Directory or LDAP) in Fabasoft Folio.

Secure Authentication via Operating System Technologies

Any product access happens authenticated. The authentication is carried out by the operating system technologies (e.g. Kerberos) via a defined user-identity (e.g. a Microsoft Windows Active Directory Account) instead of being carried out in Fabasoft Folio directly.

Product Access for Registered Users Only

Any product access in Fabasoft Folio is related to a user by the authenticated user identity and is executed in the specific user’s context.

Flexible Access Control via Assigning User Roles

A user role is a position a user can have in a certain group (organization unit), e.g. “head of the department II/A”. A user can have several user roles or one user role can be assigned to several different users. Each use case is executed in a certain user role. The user role specifies which business documents the user has access to. If an administrator changes the user role it directly affects the user’s access rights. Administering user roles is a simple and effective possibility to follow changes in organizational structure and access rights.


By changing to a representative user role, a user works substituting his colleague with the representative’s access rights. Every work step the user takes in his role as a representative is tagged as a representative action.

Administrating Access Control via ACLs

Each business object defines it‘s access rights via referencing an ACL. The ACL defines the access rights affecting the business objects and the access rights for a specific user role referred by the ACLs. As business objects are only referring to ACLs, access rights can be edited without every single business object has to be changed.

Use Cases for Security and Access Control

  • Editing Access Rights
  • Establishing a Substitution
  • Substituting
  • Terminating a Substitution

Enterprise Content ManagementPermanent link for this heading

Enterprise Content Management means safe capturing and administering for all digital documents in an organization.

Storing DocumentsPermanent link for this heading

Uniform Content Repository

Fabasoft Folio provides a uniform content repository for content of different type and origin. Content is persisted in the form of business objects in the content repository.

Saving Storage via Content Addressed Storage (CAS)

The product provides a “content addressed storage” mechanism which determines the storage address of any content via a computed content hash. This concept ensures that content is saved physically only once, even if it is imported repeatedly to the content repository. If, for example, an email is sent to twenty users in copy, and subsequently saved by all recipients, the email is actually saved physically in the product only once. This saves storage capacity.

Importing Content of Different Type and Origin

Fabasoft Folio allows for the importing of content of different type and origin to the product's content repository. Each imported content item is stored in a business object.

Importing Content via the Fabasoft Folio Printer Driver

Fabasoft Folio supports the import of digital content from third party applications by printing it via the product's printer driver.

Import Content via “Save As” in a Web Folder

Via “Save As” documents from third party applications can be saved in a Fabasoft Folio web directory. The document is now stored in Fabasoft Folio.

Mass Import of Digital Content

Fabasoft Folio allows the mass import of digital content. This can be performed in the background (batch mode) based on import rules.

Content Conversion to PDF or PDF/A (PDF Rendering)

Fabasoft Folio provides content conversion services which in particular allow for the conversion of different content formats to the final format PDF or PDF/A.

Content Viewing

Fabasoft Folio enables content viewing based primarily on the final content format PDF. This allows any user to view digital content with a PDF viewer. PDF content can also be displayed in a thumbnail view.

Use Cases for Storing Documents

  • Importing a File
  • Scanning and Editing a Paper Document at the Workstation
  • Mass Scanning of Paper Documents
  • Performing an OCR Conversion
  • Importing an E-Mail from Microsoft Outlook
  • Importing and Exporting Contacts
  • Importing and Exporting Events
  • Exporting an Object
  • Exporting an Image
  • Folio Folder
  • Open With Windows Explorer or Nautilus

Document ManagementPermanent link for this heading

Uniform Management for Documents of Varying Type and Source

The product's business object model allows for the encapsulation of documents of different types and sources in business objects and describes them by business object properties. Examples: "Word Objects", "Excel Objects", "LibreOffice Text Documents", "LibreOffice Tables".

Standardized Indexing of Documents

A document is persisted as a business object. Such a business object has predefined properties for document indexing. The property set can be extended on a project basis.

Scalable Storage of Documents

The product's scalable architecture and the fact that documents are not persisted in relational databases allows for the efficient storage of both very small and very large documents (e.g. with more than one gigabyte size per document), and the efficient storage of a small amount, but also a very large amount of documents (e.g. hundreds of millions of documents).

Tight Integration with Productivity Tools

Document editing is performed via the integrated productivity tools, e.g. Microsoft Word or LibreOffice.

Document Version Control

Each document is a business object and thereby supports the functionality of business object versions.

Implicit Check-out and Check-in

The product does not require an explicit check-out or check-in for editing and saving a document. A user performs a document lock and check-out with just one double-click in the web browser user interface.

Setting a Permanent Lock

The product supports the setting of a permanent lock for a document (business object).

Final Format Conversion to PDF

Document content is converted to the final format PDF as soon as it no longer requires editing. Converting content to PDF has significant advantages: PDF is a standard format for content archiving; opening the content only requires a PDF tool - not even the productivity tool which was used for creating the content - and PDF content format has less storage demand than native content file format.

Final Format Conversion to PDF/A

Fabasoft Folio allows for the conversion of a document content to PDF/A. This final format is a suitable basis for long-term archiving of digital content.

Compound Documents

A business object in Fabasoft Folio comprises metadata, content and relations to other business objects. For example, a folder has a relation to the business objects which are contained in that folder. Another example of such a compound object is an email. This type has metadata (TO, CC, ...), a content (the body) and attachments. But these attachments are discrete objects, that eventually can be referenced individually or have relations to other objects. When a user looks at an email or opens it (for example with Microsoft Outlook), it appears as a single entity.

Additionally, the product supports the packing of a compound document in a container (for instance a "zip" file), extracting it for editing and packing it away again in a container to persist it in the content repository. For instance, AutoCAD® ( engineering drawings can be handled in such a way. The extracted compound document consists of a list of different files that build the engineering drawing and are loaded into the AutoCAD designer application. AutoCAD references and links are valid within the extracted container.

WebDAV Links

The product provides access to all documents and objects via the standard protocol WebDAV (Web-based Distributed Authoring and Versioning). This allows for 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. On Microsoft Windows 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.


Fabasoft Folio business object information is also accessible via a unique hyperlink based on the business object's address. This address is globally unique through a naming scheme based on the Fabasoft Folio Domain ID which is provided with the software license.

Document Folder Hierarchies

The product supports the creation of folder hierarchies where each folder can hold a list of business objects. The electronic desk provides an explorer-type navigation system of folder hierarchies.

Folder Content Preview

The document folder content preview allows for the viewing of the content of folders without the burden of opening each one separately.

Re-usable Text Modules

Fabasoft Folio supports the creation and maintenance of text modules as business objects which can be inserted into electronic documents from within the productivity tools (e.g. Microsoft Word or LibreOffice).

Document Properties

Fabasoft Folio supports the insertion of business object properties as fields in an electronic document from within the productivity tools (e.g. Microsoft Word or LibreOffice).

Updating Metadata via Fields

Fabasoft Folio supports the updating of the metadata of business objects by simply changing the content of a document field from within Microsoft Word.

Mail Merges

Fabasoft Folio supports the production of mail merges by merging letter templates with addressee information.

Note: If you use mail merges with active macros, you have to ensure that the mail merge functionality of Fabasoft Folio is not affected by the macros.

Re-usable Templates

The product handles templates as separate business objects; a template therefore has the full capability of a business object, e.g. it can encapsulate template content of different types and sources, it comes under ACL access rights management and it supports versions.

Any Existing Business Object Can be a Template

The product supports the use of any existing business object as a template, for instance documents, folders or case files (with a predefined structure).

Arrange Templates in Template Categories

Templates can be arranged in template categories for easier handling.

Edit and Release Process

Editing templates can be separated from approval and release of templates in terms of a formal edit and release process (based on workflow).

Mail Merge

Fabasoft Folio provides functionality for mail merge.

Content Printing

Fabasoft Folio supports the printing of content primarily via the final format PDF, and has capabilities for printer management.

Use Cases for Document Management

  • Editing a Content Object
  • Temporarily Storing a Content Object
  • Printing a Content Object
  • Encrypting or Decrypting a Content Object
  • Assigning Addressees to a Content Object
  • Pasting DocProperties
  • Project Archive
  • Managing Template Collections
  • Creating a Template Collection
  • Creating and Editing a Template
  • Creating an Object Using a Template
  • Categorizing a Template Collection
  • Adding a Template to the Favorites List
  • Deleting a Template from the Favorites List

SAP Content ArchivingPermanent link for this heading

SAP Content Archiving

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

SAP Integration Certification

The product holds an SAP Integration Certification which ensures that SAP content can be archived in the product's content repository.

Use Cases for SAP-Archiving

  • Filing incoming documents
  • Filing outgoing documents
  • Filing printing lists
  • Filing archive files

Scanning and Document ImagingPermanent link for this heading

Scanning on the Client Workstation

Scanning on the client workstation is supported through any third party scanning product that allows scanning to a local directory. By mounting Fabasoft Folio as a Web Folder on the client workstation, scanned documents can be transferred to Fabasoft Folio by simply saving the scan document to the mounted disk drive. Standard indexing will be performed automatically. Additional indexing can be done in the Fabasoft Folio client.

Use Cases for Scanning and Document Imaging

  • Scanning and Editing a Paper Document at the Workstation

SearchPermanent link for this heading

Metadata Search

Fabasoft Folio provides metadata search capabilities for which the search capabilities of the underlying relational database systems are leveraged.

Fabasoft Folio Hit List Presentation

Hit lists are presented as lists of business objects within Fabasoft Folio. Each hit can be accessed directly within the hit list.

Using a Thesaurus Taxonomy for Searching

Fabasoft Folio allows for the creation and maintenance of an ISO 2788 thesaurus, and the ability to attach keywords to business objects. These keywords can be used in a taxonomy based metadata search.

Full Text Search with Fabasoft Mindbreeze Enterprise

Fabasoft Folio integrates Fabasoft Mindbreeze Enterprise as the powerful search engine with sophisticated full text search capabilities. A user performs a full text search in the Fabasoft Folio user interface. The search query is executed via the Fabasoft Mindbreeze Enterprise integration.

Search Cancelling

A user defines in the search settings what the maximum number of search hits and the maximum time period for a search should be. If these settings are exceeded by a search query, it is cancelled automatically.

Simple Search

Fabasoft Folio integrates Fabasoft Mindbreeze Enterprise for performing simple searches in the web browser user interface. In such cases the user enters a search phrase which is used to execute a full text search in both structured metadata and full text.

Use Cases for Searching

  • Searching for Objects
  • Limiting Search Criteria Using Options from the Menu
  • Limiting Search Criteria Using Wildcards
  • Using the Hit Collection
  • Creating a Search Form
  • Making Search Form Available
  • Using a Search Form
  • Establishing Search Options
  • Performing a Quick Search in the Search Field
  • Performing a Quick Search in Object Pointer Properties
  • Performing a Full Text Search
  • Performing Data Research

VersioningPermanent link for this heading

Save Versions for Any Type of Business Object

The product supports the saving of versions of any type of business object, not just for documents. For instance, versions can be saved for Document, Case File, User, Group or ACL business objects as well.

One Version Comprises the Whole Status of a Business Object

A version comprises the whole status of a business object, not just the document content. All the values of the structured and unstructured business object properties are persisted in a version.

Time Shift for a Business Object

By setting a version of a business object a time-shift is performed. The business object shows all its property values according to the object status at the time when the selected version was saved.

Time Shift Navigation for Business Object Networks

When a version of a business object is set and an object pointer is opened for that business object, the referenced business object will automatically be displayed with the version that fits best fits the timeline of the set version. This allows for time shift navigation across a network of business objects.

Release Versions

The product supports the setting of a release version for each business object. If a user reads a business object with a release version, he will always see the release version of the business object, even if other users have already changed the business object. This allows for the provision of a consistent release view for certain business objects which are subject to further changes (e.g. contract documents).

Use Cases for Versioning

  • Reading a Version
  • Using the Current Version
  • Saving a Version
  • Restoring a Version
  • Deleting a Version
  • Purging Versions
  • Releasing a Version
  • Displaying Modifications to Content
  • Displaying Modifications to Properties

Digital Asset ManagementPermanent link for this heading

Managing Digital Assets

Fabasoft Folio allows you to store and manage any digital content. When dealing with digital asset management, the focus is put on images, audio and video files.

Depending on the web browser contents can be imported or exported using drag and drop or copy and paste. To import large amounts of data stored in file systems or databases, Fabasoft Folio COLD is recommended.

Digital assets can be searched, versioned, archived and protected from unauthorized access.

Metadata of Digital Assets

In addition to the standard metadata such as Name, Created on/at or Last Changed on/at metadata is extracted from the content based on the file type. The metadata can be used for research purposes. For example, the Exif properties of images or the number of pages and words of Word documents are extracted. Audio files can provide a lot of metadata, especially the album cover that can be used in the different Folio views.

In addition, you can categorize and provide terms for digital assets.

Examining of Digital Assets

Images and videos can be examined efficiently by using various views (e.g. Details, Thumbnails, Preview and Carousel). For the efficient view of large image files an own content is generated and displayed. The available metadata provides a powerful way to filter and search for digital assets.

Playing Audio and Video Files

Audio and video files can be played directly in the web browser, if the web browser supports the corresponding format. Since Fabasoft Folio allows converting audio and video files, a large variety of formats can be played.

Converting Digital Assets

The Fabasoft Folio Conversion Services allow converting digital assets form one format to another. Typical target formats of digital assets are OGG, OGV, MPG, WEBM, PDF, PNG or JPG.

Automated Use of Digital Assets

For the listing, import, export and conversion of digital assets web service interfaces based on WebDAV, SOAP, JSON and CMIS are provided.

Working With Images

You can resize and crop images directly in the web browser. For the use of images outside of Fabasoft Folio (e.g. for presentations) export possibilities in different formats and sizes are available (configurable).

SynchronizationPermanent link for this heading

Synchronize Business Objects to the Folio Folder

Business objects (contents) that are defined to be synchronized are copied to the local file system when synchronizing. Users can use these business objects locally without a network connection.

When synchronizing, changes to files on the local computer will be transferred to Fabasoft Folio.

Note: The Folio Folder is part of the Fabasoft Folio Client and is only available on Microsoft Windows.

Use Cases for Offline Working

  • Context Menu of the Notification Symbol
  • Symbols for Visualizing the Status
  • Resolving Conflicts
  • Configuration in Fabasoft Folio

CollaborationPermanent link for this heading

The combination of informal collaboration of the collective and proper management of user generated content accelerates the value of user generated content for an organization.

TeamroomPermanent link for this heading

The Teamroom allows informal inter-departmental cooperation. For the management of the team a separate area in the Teamroom is available. The easy access rights concept allows sharing documents within the team without any problems.

In the Teamroom not all object types can be stored. These are, for example, business objects that are intended for formal collaboration with an own access rights concept.

Use Cases for Teamroom

  • Creating a Teamroom
  • Assigning Access Rights
  • Inviting Team Members to Work Together
  • Accepting and Refusing Invitations
  • Changing the Teamroom Assignment
  • Setting the Publishing State
  • Setting the Security Level
  • Defining a Logo
  • Defining a Theme
  • Changing the Owner of a Teamroom
  • Sending an E-Mail to the Team
  • Transfer a Teamroom
  • Retract a Teamroom
  • Publish a Teamroom
  • Creating a Newsfeed
  • Creating Newsfeed Entries
  • Setting the Publishing State

Fabasoft Folio PortletPermanent link for this heading

Fabasoft Folio provides a JSR-168 compliant portlet that allows integrating Fabasoft Folio applications into a website. Thus, collaboration with customers and partners via the World Wide Web is possible.

RSS FeedsPermanent link for this heading

It is possible to define an RSS feed on any object in Fabasoft Folio, not just on generic folders, but also on specialized containers like work lists or projects. After selecting one entry you can subscribe to that feed with an RSS reader like your browser or Microsoft Outlook.

Use Cases for RSS Feeds

  • Predefined Objects
  • Subscribe to Any Objects
  • Unsubscribe an Object
  • Subscribe to Events

Contact ManagementPermanent link for this heading

Managing External Contacts

Fabasoft Folio supports the management of personal and organizational contacts as business objects.

Integration With Directory Services

Fabasoft Folio integrates with third party directory services, e.g. Microsoft Active Directory or LDAP directory services, to synchronize contact data.

Synchronizing contacts with Microsoft Outlook

Contacts in Fabasoft Folio can be synchronized with the contacts in Microsoft Outlook in both directions.

Use Cases for Contact Management

  • Enter an Organization
  • Enter an Own Organization
  • Enter a Person in a Role
  • Display Communication With Person/Organization
  • Create an Addressee List for Bulk Mailings

Agile Business ProcessesPermanent link for this heading

Agility means flexibility in business processes and Fabasoft stands for agility. Fabasoft Folio supports agility through ad-hoc workflow. A user combines predefined process elements to an ad-hoc workflow or Fabasoft Folio predefined workflow processes using the graphical editor. Agile project management is becoming increasingly common, as concrete project results are achieved already at early stages of the project.

Work ListPermanent link for this heading

The work list on a user's desk contains the list of workflow activities assigned to that particular user (name based), to one of the groups he belongs to, or to one of his user roles.

Work Items of a Workflow Activity

A workflow activity comprises a list of work items as a checklist to complete. Mandatory work items must be executed before the activity can be completed.

Business Object Referencing

Each workflow activity in a business process can reference one or several different business objects by means of the product's object pointer concept. This ensures that only references are moved across the organization and business documents and/or data do not need to be copied.

Group and Role Based Workflow Distribution

Workflow activities are primarily distributed in an organization based on groups and user roles. If several users are in the same group or have the same user role assigned, each of them will have all the workflow activities in the work list which were assigned to this particular group or user role (e.g. to a "Professional Services" group or a "Project Manager Professional Services" user role). If one of these users begins to work on such an activity it disappears from all the other users' work lists.

Metrics Based Workload Distribution

The product implements a metric for workload distribution which allows for the distribution of workflow activities to work lists depending on the current workload in the organization.

Use Cases for Work Lists

  • Starting an Activity in the Work List
  • Executing a Working Step for an Activity
  • Suspending an Activity
  • Reactivating a Suspended Activity
  • Accepting an Activity as Substitute
  • Delegating an Activity
  • Prescribing an Activity (With or Without Template)
  • Defining an Escalation

SignaturesPermanent link for this heading

By signing business objects the user identifies on-going work processes as completed.

Different Signature Types

The product includes different predefined signing types, e.g. “Approval”. Formal signature types require the user's password for completion.

Saving Signatures in a Business Object's Metadata

When a user signs a business object, a version of the business object is saved. Signature type, user name, date and user role in the act of signing is saved in the business object's metadata.

Saving a Version after Signing a Business Object

After signing a business object Fabasoft Folio saves a version of the status of the business object at the time the signature was applied.

Use Cases for Signatures

  • Obtain Approval for a Business Object
  • Approve a Business Object
  • Refuse Approval of a Business Object

Ad-hoc WorkflowPermanent link for this heading

Users can prescribe ad-hoc workflow activities to other groups, user roles and/or users. In this case a user in the course of a business process determines the next workflow activity. The sequence of workflow activities is persisted to track an ad-hoc workflow across an organization.

Graphical Editor for Ad-hoc Workflow

A user combines predefined process elements to an ad-hoc workflow using the graphical editor for ad-hoc workflow.

Parallel Workflow Activities

Parallel workflow activities can be assigned to different users at the same time. Parallel workflow activities have to be completed by all users, before the workflow continues. Parallel Routing reduces process execution time significantly.

Predefined ProcessesPermanent link for this heading

A predefined workflow process consists of a sequence of serial and/or parallel workflow activities. Conditions and loops are used to determine workflow execution.

Workflow Management Coalition Reference Model

The product implements a workflow model which is aligned with the reference model of the workflow management coalition (

Graphical Process Builder

The modeling of a predefined workflow is done with the graphical process builder of Fabasoft Folio. It supports the combination of predefined process elements - e.g. condition elements ("IF", "CASE") and loop elements ("REPEAT") and predefined workflow activities - to a structured workflow.

Separating Workflow Definition From Workflow Execution

Each time a new workflow is initiated using a predefined workflow, a separate process instance is created. This ensures that the process execution is separated from the process definition.

Sub Processes

The graphical process builder supports the concept of sub processes which can be modeled separately and can be inserted into a predefined workflow process.

Predefined BPMN ProcessesPermanent link for this heading

The support of BPMN 2.0 (Business Process Model and Notation) allows you to model business processes and benefit from the advantages of a platform-independent notation. The created process diagrams can be directly used as a basis for automating your business processes.

In the graphical BPMN editor, besides the modeling of the process, for example Folio users and activity definitions can be assigned to BPMN elements, in order to be able to execute the process directly with the Fabasoft Folio Workflow Engine.

The BPMN editor is subdivided in three areas. The left pane contains the BPMN elements that can be dragged and dropped on the middle design pane. The right pane (folded by default) shows properties for the element that is selected in the design pane. The right pane is also used to assign Folio objects for process execution purposes.

Workflow ConnectorsPermanent link for this heading

The product provides workflow connectors to integrate Fabasoft Folio workflows with workflow engines of third party suppliers.

Web Service Integration (SOA)

The synchronization with workflow engines of third party suppliers is based on Web Services (Service Oriented Architecture), e.g. Microsoft BizTalk or SAP workflow.

Process FolderPermanent link for this heading

The process folder allows you to file processes in a structured way and link them with documents, participants and outputs. The processes can be viewed and analyzed from different angles.

The process folder is structured in following four areas:

  • Processes
    A modeled business process can reference subprocesses, documents, participants and outputs.
  • Documents
    The documents that are needed in the process.
  • Participants
    A participant represents an area of responsibility within a process.
  • Outputs
    An output defines a result of a process. Outputs can be structured with help of output groups.

Portal Based E-FormsPermanent link for this heading

E-Forms and E-Services

Fabasoft Folio in conjunction with Fabasoft app.ducx allows for the definition of electronic forms and publishes them either directly to a web browser or to a portal like Liferay Portal. Forms can be combined to create a full-featured application which allows for a close interaction with business objects in Fabasoft Folio.

Compliance ManagementPermanent link for this heading

Compliance Management means establishing conformity with legal requirements, trade- and industry-specific norms and standards as well as internal policies.

Fabasoft Folio Compliance supports Compliance Management through the management of policies and the establishment of concrete compliance requirements. Revision-safe archiving solutions (e.g. EMC Centera) for audit-proof archiving of business records are incorporated in the product, thereby creating the basis for digital audits.

The functionalities, described in chapter “Compliance Management” are only available in Fabasoft Folio Compliance.

Compliance ManagementPermanent link for this heading

Policy Management

Policies are established and maintained as business objects in Fabasoft Folio. Hence, the entire performance range for business objects is also available for the management of policies.

Business Objects in Fabasoft Folio

Since the term “document” can be interpreted in a variety of different ways - it can mean a single sheet of paper or an entire file - Fabasoft Folio prefers to use the term “business object” instead. Fabasoft Folio differentiates between the following types of business object: records, cases, documents and content. Documents, in Fabasoft Folio, include incomings and outgoings. Each business object is used for a specific purpose:

  • Contents
    Contents are electronic documents that already exist in Fabasoft Folio as objects and are edited using an editing tool that is usually external. Hence, these might be Word objects, Excel objects, e-mail objects or scanned images in the form of TIFF objects.
    Note: Microsoft Word documents stored in the file system become contents (for instance, a Word object) when imported to Fabasoft Folio. Similarly, e-mail messages in Microsoft Outlook only represent content once they have been imported to Fabasoft Folio as e-mail objects.
  • Documents
    Documents are “envelopes” for content. In addition to the list of content, they contain metadata (for instance, date of receipt or addressees), which, for the purpose of record administration, must be stored in addition to the content.
  • Incomings
    Incomings are special documents containing content that has been sent by partners.
  • Outgoings
    Outgoings are special documents containing content that is potentially sent to partners.
  • Cases
    A case bundles the incomings and outgoings of a procedure with a time frame that is typically restricted (for example, a project or a campaign). A case is therefore a folder of documents with the same context (i.e., case).
  • Records
    A record bundles cases, incomings and outgoings of a procedure with a typically long time frame. A record is therefore a folder of documents and cases with the same context (i.e., the record).

Business Objects: Recorded versus Without Commitment

Against the background of “compliance”, Fabasoft Folio differentiates between recorded business objects and business objects without commitment. Recorded business objects are those with an external effect the content of which has been confirmed by an employee (for example, through approval). Business objects without commitment are unconfirmed and only have an internal effect.

If a business object is recorded, a (recorded) version of the business object is automatically generated. Recorded business objects cannot be deleted, only cancelled before the end of the retention period. Business objects without commitment can, in principle, be deleted.

The transition between recorded and without commitment is usually implicitly defined in the course of particular use cases, for instance, if the business object is approved or sent to a customer.

Processing States of Business Objects

In Fabasoft Folio, business objects (records, cases, documents and content) can adopt the states “In process”, “Cancelled”, “Suspended” and “Closed”. Each of these states is linked to a particular ACL, which expresses the meaning of the respective state in the form of access rights.

Use Cases for Compliance Management

  • Delete a Business Object
  • Suspend a Business Object
  • Close a Business Object
  • Cancel a Business Object
  • Set the State of a Business Object to In Process
  • Define Save Rules for a Business Object
  • Managing Content
  • Create a New Document
  • Allocate a Unique Document Number
  • Display a Document (Overview)
  • Edit Main Content of a Document
  • Edit Contents of a Document
  • Edit a Document's Metadata
  • Search for a Document
  • Delete a Document
  • Cancel a Document
  • Revoke Cancellation of a Document
  • Re-Register a Document
  • Move a Document
  • Version a Document
  • Create Recorded Version of a Document
  • Load Recorded Content of a Document
  • Record Physical Content for a Document
  • Lend /Take Back a Document
  • Record an Incoming
  • Register Incomings for Cases/Records
  • Create an Outgoing
  • Define Mail Dispatch Type
  • Select Addressee for an Outgoing
  • Select Addressee List for an Outgoing
  • Define the Contents to be Sent for an Outgoing
  • Send an Outgoing via SMTP
  • Test Send an Outgoing via SMTP
  • Create Personalized Fair Copies
  • Send an Outgoing as Mail Merge
  • Display a Fair Copy (Overview)
  • Send a Fair Copy via Microsoft Outlook (Interactive)
  • Create a New Case
  • Edit a Case
  • Create Relationships Between Cases
  • Re-register a Case
  • Cancel a Case
  • Revoke Cancellation of a Case
  • Close a Case
  • Version a Case
  • Lend/Take Back a Case
  • Create a New Record
  • Edit a Record
  • Define Relationships Between Records and Other Business Objects
  • Cancel a Record
  • Revoke Cancellation of a Record
  • Close a Record
  • Version a Record
  • Lend/Take Back a Record
  • Structure a Record or Case
  • Approval Process for Incoming Invoices
  • Creating a Legal Hold
  • Applying a Legal Hold
  • Removing a Legal Hold

Audit-Proof ArchivingPermanent link for this heading

Integration of Audit-proof Archives

Fabasoft Folio supports the integration of revision-safe archives via the Fabasoft "iArchive" interface. This enables the transfer of digital records from Fabasoft Folio into audit-proof archive.

Transparent Access to Archived Records

There is no change in the user interface reflecting the access to archived content.

Reducing Storage Costs

Moving high volume content from the content repository to an online archive will result in a significant reduction of storage costs because content repository storage is more expensive than online archive storage.

Streamlining Production Systems

Moving high volume content from the content repository to an online archive will also streamline a production system. For instance, backup routines will be completed faster if content is moved from the content repository of the production system to an online archive.

Rules Based Archiving of Business Objects

Fabasoft Folio allows for the archiving of business objects to an online archive based on configurable rules which can be based on business requirements.

Integration of the Third Party Product EMC Centera

Fabasoft Folio out-of-the box integrates the third party product EMC Centera.

Integration of the Third Party Product NetApp SnapLock

Fabasoft Folio out-of-the box integrates the third party product NetApp SnapLock.

Integration of Third Party Archive Products via Directory Volumes

Fabasoft Folio allows integration with any online archive product that can be mounted as a directory volume in the underlying operating system of a supported server operating system.

Interface for Integrating Online Archives

Fabasoft Folio provides a standard "iArchive" interface for integrating other online archives, for instance on a per project basis.

Use Cases for Audit-Proof Archiving

  • Archive Contents
  • Archive Contents and Versions
  • Archive a Business Object Completely
  • Archive a Version
  • Archive a Copy of a Version
  • Load a Business Object From the Archive
  • Unload an Archived Business Object
  • Restore an Archived Business Object
  • Search for a Business Object in the Archive
    Note: This use case is only supported in combination with Fabasoft Mindbreeze Enterprise.

GovernancePermanent link for this heading

Fabasoft Folio Governance provides for the uniform, proper and safe capture and archiving of all digital business records. The functionalities, described in this chapter are only available in Fabasoft Folio Governance.

The “Classification Scheme” supports the management of business records in Fabasoft Folio Governance. They are not only ready at hand at all times but also meet compliance requirements, regardless of whether they are legal or in-house standards.

The files and records in the classification scheme are given a classification code, are unchangeable, traceable and thus approved for digital audits.

Fabasoft is ISO 27001 certified and has passed the PriceWaterhouseCoopers examination for SAS 70 Type II as well as for revision-safe archiving.

Classification Scheme

A classification scheme is used to build a hierarchical structure of all business records and files.


A class contains files, sub-files and records.

File and Sub-File

A file contains sub-files and records.


A record contains business content, which has been captured and needs to be preserved.

Capturing Business Documents as Records

Business content which has significant value for the enterprise needs to be captured and preserved as business records.

Use Cases for Classification Scheme

  • Create a classification scheme
  • Define disposition schedules
  • Create a class
  • Create a file
  • Create a sub-file
  • Import records
  • Capture documents in a file
  • Relocate a record
  • Assign legal hold
  • Assign a disposition schedule
  • Close a sub-file
  • Reopen a sub-file
  • Close a file
  • Reopen a file
  • Close a class
  • Reopen a class

Enterprise SearchPermanent link for this heading

The integration of Fabasoft Mindbreeze Enterprise offers a full text search in objects and objects with content. The installation and explicit configuration of Fabasoft Mindbreeze Enterprise, the configuration of filter service objects and index service objects and their integration in the Fabasoft Folio COO Stores and Fabasoft Folio MMC Stores, which have to be indicated, are required. Searching for text sequences in object pointer properties of type “Content” is available based on the functionality of Fabasoft Mindbreeze Enterprise. Additionally full text search is supported in properties, if configured correspondingly. The usage of full text search can be turned on or off for a Fabasoft Folio Domain in general.

The Fabasoft Integration for Fabasoft Mindbreeze Enterprise contains:

  • The installation of the libraries, which are required for the integration and the call of the setup routines for the integration in Fabasoft Mindbreeze Enterprise.
  • Object classes for the configuration of the filter service objects and the index service objects as well as configuration objects for the definition of the object classes, which have to be indicated.
  • The sending of stored objects with content to Fabasoft Mindbreeze Enterprise for the purpose of indexing. Indexing means that an index is created that saves the positions of words in a text. This procedure enables a very fast search.
  • The sending of properties from objects from specified object classes to Fabasoft Mindbreeze Enterprise for the purpose of indexing. The properties that have to be indicated can be defined in the configuration object of Fabasoft Mindbreeze Enterprise. The configuration object is sent to the index server, when indicating.
  • The sending of objects and objects with content, which have been stored in the archive by using Fabasoft iArchive, to Fabasoft Mindbreeze Enterprise for the purpose of indexing.
  • The full text search in the indicated objects and objects with content using the Fabasoft Mindbreeze Enterprise services.

Use Cases for “Enterprise Search”

  • Search in objects with content
  • Performing a quick search