Product Services for User Purposes

Starting the Fabasoft Folio Web Client

The Fabasoft Folio Web Client is opened like a website in a supported web browser.

Closing the Fabasoft Folio Web Client

The Fabasoft Folio Web Client is closed by closing all Fabasoft Folio Web Client windows.

Using the Fabasoft Folio Web Client

The web client is divided into the following areas:

• Home (starting page)
  The dashboard concept of the home area allows to show or hide widgets, change their size and move them.
• Top bar
  The buttons displayed depend on the configuration of the Folio installation.
• Tool area
  Up to three tool areas can be displayed next to each other (e.g. “Tree View”, “Actions” and “Team”).
• Title bar
  The title bar contains the breadcrumbs of the currently opened hierarchy.
• Menu bar
  Menu commands are offered via the menu bar (hidden by default).
• Content area
  The content area displays the content of the current object. This can be the content of a folder or the preview of a document, for example.

Customizing the Fabasoft Folio Web Client

In the basic settings you can, for example, adjust the language of the Fabasoft Folio Web Client.

Multilingual User Interface

Fabasoft Folio is available in 22 languages:

Bulgarian, Chinese (simplified), German, English, French, Croatian, Indonesian, Italian, Japanese, Dutch, Norwegian, Polish, Portuguese, Romanian, Russian, Serbian, Slovak, Slovenian, Spanish, Czech, Turkish and Hungarian

Creating and Deleting Objects

By creating objects, data (metadata and content) can be saved.

Copying and Moving Objects

Objects can be copied, pasted, cut, duplicated and removed. In object lists, it is generally possible to perform the described actions on several objects simultaneously.

Displaying and Editing Objects

Fabasoft Folio objects are generally available to several users. To prevent an object from being changed by several users at the same time, the object is automatically locked during editing.

The server-side conversion of content of certain formats (e.g. DOCX to PDF or PDF/A) is possible by integrating corresponding third-party products.

Uploading, Scanning, Downloading and Synchronizing

Files can be uploaded to or downloaded from Fabasoft Folio. The following options are available:

• Uploading and downloading files, e-mails, contacts, events
• Scanning of paper documents
• Access via web folder (WebDAV)
• Synchronizing with the file system

Working with Documents

Documents in Fabasoft Folio are objects that contain a file. A document is saved using the saving function of the third-party product. The document is automatically uploaded to Fabasoft Folio via the Fabasoft Folio Client.

Working with Object Lists

A folder is a typical object with an object list. Object lists are mainly displayed in the content area.

Defining the View of Object Lists

Several views are available for object lists to meet the various requirements.

Performing a Search

A search can be performed to find objects and, for example, store them in a folder for further processing. In the search dialog, the search criteria are defined. The result list displays the objects that match your search criteria.

Note: The integration of Fabasoft Mindbreeze Enterprise or Mindbreeze InSpire enables full-text search in objects and content objects.

Working with Versions

Versions reflect the status of an object at a certain point in time. By creating versions, you can later return to a previous point in time and view the status of the object at that time. Several versions of an object can exist.

By using a release version, an explicit release status can be defined. Thus, only authorized users can access the current version.

Indexing Based on Terms (Thesaurus)

Fabasoft Folio supports extensive indexing of objects in the sense of terms, which enables topic-specific searches or researches using terms.

Templates and Template Collections

Templates allow reusing content and metadata of objects that are defined as templates. Nearly any object, but especially documents, can be used as templates.

Managing a Classification System

A classification system is a hierarchical arrangement of shelves, which define defaults for new business objects (short form, responsibilities, standard process and retention periods).

Configuring User Settings

Users can use the user settings to adapt Fabasoft Folio to their needs.

SAP Archiving

Fabasoft Folio enables the archiving of content from SAP in the product's content repository via the SAP ArchiveLink interface.

Access Rights

For each object, it is defined who is allowed to perform which action on the object. You will find the corresponding settings for each object on the “Security” tab and optionally on the “Security Details” tabs.

In general, access rights are already defined via the respective context.

Audit Logs

Audit logs can be used to record access to properties and the execution of actions and applications.

Using a Teamroom

The Teamroom enables informal collaboration across departmental boundaries. A separate area in the Teamroom is available for the administration of the team. The simple access rights structure makes it easy to exchange documents within the team.

Using Newsfeeds in Teamrooms

With the newsfeed, you can keep your team members up to date with the latest news.

Using a Project

Projects can be used to manage the documentation of projects. Properties are available in the project to represent the project organization.

Involving a User via Workflow

Users can be included in the processing of business objects via workflow by prescribing an activity (for example, “Approve” or “For information”), which is consequently placed in the user's work list.

Using Notifications

Via notifications, a user can be informed automatically about certain changes on subscribed objects.

Using Follow-Ups

When using the follow-up functionality an e-mail can be sent to a user or a process can be started at a particular time.

Fabasoft Folio Portlet

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 Internet is possible.

RSS Feeds

Objects and events can be subscribed as RSS feeds. The user is informed about changes on these objects and events.

Creating an Organization

An “Organization” is used to store the contact data of an external organization. Contact persons can be assigned to organizations.

Creating an Own Organization

An “Own Organization” is used to store the data of an internal organization. Employees can be assigned to own organizations.

Creating an Employee

An “Employee” is used to store the data of an in-house employee.

Creating a Contact Person

A “Contact Person” is used to store the contact data of an external contact person.

Displaying the Communication With a Person/Organization

For persons and organizations, the incoming and outgoing communication can be recorded.

Creating an Addressee List for Bulk Mailings

Addressee lists can be created for bulk mailings.

Dashboard

The contact management dashboard is the central access point to the contact management.

When a user is added to a contact management configuration, a dashboard is automatically created and placed on “Home”. When a user is removed again, the dashboard is also removed.

Configuration

In the contacts configuration, contact administrators can define settings for the metadata of contacts and manage app users.

Contact Rooms

Contact rooms are used to manage contacts in a structured way and to define access rights and default categories.

Creating Contact Persons

A contact object is used to manage a contact's metadata.

Creating Organizations

An organization object is used to manage an organization's metadata.

Duplicate Check

When creating or changing contacts, the system checks whether a corresponding contact already exists. Duplicate matching is only performed with contacts that are accessible to the user performing the action. If a duplicate has been found, the contacts can be cleaned up or merged in a dialog.

Changing the Assignment of Contacts

Contacts can be assigned to another contact room.

Using Address Lists

Address lists can be created in a contact room (rights context). However, the contacts in address lists can be collected from different contact rooms.

Importing and Exporting Contacts

The import and export of contacts is possible in address lists. Contacts can be imported and updated using a CSV or XLSX file or exported as a CSV file.

Deleting Contacts

In order to delete a contact (put it in the wastebasket), change rights are required. If property values of the contact are assigned to another contact room, change rights are also required in this room.

Using Address Books

Access to contacts is also possible via third-party products such as “Apple Contacts”, which support the CardDAV standard.

Serial E-Mails

Personalized e-mails to defined recipients from the contact management can be sent.

Activities and Participants

Fabasoft Folio provides predefined activities and participants.

Activities such as "Approve", add a signature to the object.

Executing an Ad Hoc Process

An ad hoc process allows the user to define the process flow by himself. Consequently, it can reacted flexibly to situations for which no predefined processes are available.

Executing a Predefined Process

Recurring processes can be efficiently represented with predefined processes.

Escalations

Escalation rules can be defined for activities. For example, a reminder e-mail can be sent if the start or completion date has been exceeded.

Work List

A central element of the workflow is the "work list", which lists the activities to be completed in the form of a “To Do” list. Processes are used to define who gets which activities in the work list and when.

Approval Processes

Approval processes comprise those process definitions and activity definitions that Fabasoft Folio provides as standard.

Business Processes With BPMN 2.0

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 executed with the Fabasoft Folio Workflow Engine.

Process Folder

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

Substitution

A user can be substituted by another user in a specific role and even personally. The substitute receives the same access rights for the role of the user who is being substituted.

Managing Business Objects in General

Business objects include Records, Cases, documents (Incomings/Outgoings) and contents.

Fabasoft Folio differentiates between recorded and not recorded business objects. Recorded business objects are those with an external effect and those that contain signed contents.

Business objects can be in various states: “In Process”, “Cancelled”, “Suspended” and “Closed”. Each state is linked to particular authorizations.

Managing Incomings

When recording content to an Incoming, metadata and recipients can be defined. For incomings that are not scanned or only partially scanned, only the metadata of the incoming and the location of the physical content must be entered.

During registration, an incoming is assigned to a case or a record and, if necessary, prescribed to a responsible department via workflow.

Managing Outgoings

The content of an outgoing can be sent to the addressees defined in the outgoing.

Managing Cases

A Case contains documents (Incomings and Outgoings) with a limited time horizon (for example, a project or a campaign). A Case is therefore a folder of documents with the same context.

Managing Records

A record comprises Cases and documents (Incomings and Outgoings) with a prolonged time horizon. A record is therefore a folder of documents and cases with the same context.

Incoming Invoice and Delivery Notes

Incoming invoices and delivery notes can be stored in business objects.

Contract

A contract stores documents and metadata.

Legal Hold

A legal hold can be defined for all objects that must be retained, for example, in the course of legal proceedings.

Objects with a defined legal hold cannot be deleted until the legal hold expired or has been removed.

Archive Contents

All contents of the object are archived.

Archive Contents and Versions

All contents and versions of the object are archived.

Archive an Object Completely

If an object is completely archived, meta data, contents and versions are archived.

Archive a Version

A version of the object is archived.

Archive a Copy of a Version

A version of the object is archived as copy.

Load an Object From the Archive

Allows accessing an archived object.

Unload an Archived Object

Unloads an object that was loaded from the archive.

Restore an Archived Object

The archive marker is removed and the object can again be edited and searched.

Search for an Object in the Archive

To search for an object in the archive the standard search can be used.

Dashboard

The templates and presettings dashboard is the central access point to the customizing.

When a user is added to a customizing configuration, a dashboard is automatically created and placed on “Home”. When a user is removed again, the dashboard is also removed.

Configuration

In the customizing configuration, app administrators can manage template collections, text module collections, form and category collections, process collections, presetting collections, general settings and app users.

Template Collections

Template collections are used to manage templates and define access rights.

Defining Templates

Almost all objects can serve as templates. In addition, settings can be made in that are particularly relevant when using fields in Word templates.

Text module placeholders can also be inserted in Word templates, which are replaced by the content of the text module when the template is instantiated.

Using Templates

In the create dialog, the templates are displayed according to the grouping by the template categories. Templates without a template category are displayed under “Others”. During creation, a copy of the template is created, which can be edited independently of the template.

Text Module Collections

Text module collections are used to manage text modules and define access rights.

Text modules can be used to insert predefined standard texts in Microsoft Word documents.

Defining Text Modules

There are two types of text modules:

• Static Text Module (Text)
  Allows you to enter unformatted text.
• Static Text Module (Word)
  Allows you to enter formatted text in a Word document.

Using Text Modules

In Microsoft Word an own ribbon is provided that allows you to insert text modules.

Form and Category Collections

Form and category collections are used to manage user-defined forms and categories and to define access rights.

Defining and Using Forms and Categories

User-defined forms can be used to add fields to objects for storing application-specific data. Categories can be assigned to objects and thus influence the behavior of the objects.

Process Collections

Process collections are used to manage ad hoc process templates and BPMN process diagrams and to define access rights.

Defining Processes

There are two types of process templates:

• Ad Hoc Process Template
• BPMN Process Diagram

Using Processes

The defined processes are offered for selection when using processes (e.g. “Tools” > “Start New Process”).

Presetting Collections

Presetting collections are used to manage presettings and to define access rights.

Defining Presettings

There are two types of presettings:

• Display Settings
• Search Form

Using Presettings

You can apply the display settings in lists.

Search forms can be selected during a search (e.g. in a search folder).

Personal Templates, Processes and Presettings

Each user can define his own templates, processes and presettings in the “Personal Templates", “Personal Processes” and “Personal Presettings” area.