Collaboration
2017 R1 Update Rollup 1

CollaborationPermanent link for this heading

Collaboration means several users working together on business objects. The permissions of users / groups of users can be defined using ACLs (Access Control Lists).

Note: Whilst a user is editing a business object, other users can only read this object.

Enter a User as a Member With Read AccessPermanent link for this heading

To enter a user as a member with read authorization, do the following:

  1. Locate the business object the access authorizations of which are to be changed.
  2. Right-click the business object, and then click “Properties”.
  3. Click the “Security” tab.
  4. Select the Read Access field.
  5. Enter the user to be given read permission for the business object (you can perform a (fast) search or you can insert the user from the temporary cache using the “Paste Shortcut” button).
  6. Click “Next”.

Note:

  • For Records and Cases, users with read authorization are also given read permission for the documents contained therein.
  • In order to edit the Read Access field, the “Change Properties Related to Security” access permission for the respective business object is required.

Enter a User as a Member With Change AccessPermanent link for this heading

To enter a user as a member with change authorization, do the following:

  1. Locate the business object the access authorizations of which are to be changed.
  2. Right-click the business object, and then click “Properties”.
  3. Click the “Security” tab.
  4. Select the Change Access field.
  5. Enter the user to be given permission to edit the business object (you can perform a (fast) search or you can insert the user from the temporary cache using the “Paste Shortcut” button).
  6. Click “Next”.

Note:

  • For Records and Cases, users with change authorization are also given change permission for the documents contained therein.
  • In order to edit the Change Access field, the “Change Properties Related to Security” access permission for the respective business object is required.

TeamsPermanent link for this heading

Teams summarize users, which are considered for an ACL evaluation. They can be referenced in properties concerning access rights (e.g. Change Access).

Note: A team cannot be used as an owning group.

To create a Team, perform the following steps:

  1. On the “Object” menu, click “New”.
  2. Select “Team” and click “Next”.
  3. Enter a name for the team and click “Next”.
  4. Right-click the newly created team and then click “Properties”, to add involved users on the “Team” tab.

Using a TeamroomPermanent link for this heading

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

In a 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.

Creating a TeamroomPermanent link for this heading

To create a Teamroom, perform the following steps:

  1. On the “Object” menu, click “New”.
  2. Select “Teamroom” and click “Next”.
  3. Enter the desired data for the Teamroom.
    • Enter the name of the Teamroom in the Name field.
    • Groups that are assigned to the user can be selected In the Group field. The theme and the logo from the group are available for selection if provided.
  4. Click “Next”.

The newly created Teamroom is stored in the current object list.

Authorize Team MembersPermanent link for this heading

To define access rights for a Teamroom, perform the following steps:

  1. Navigate to the Teamroom for example by clicking it in the tree view.
  2. In the right area of the Teamroom the team can be managed. Search for groups, teams, users or create a new team.
  3. Define the access rights of the team members via the arrow beyond the name.
    • “Read Access”
      Team members are only able to read existing documents. They cannot create new objects.
    • “Change Access”
      Team members can modify existing documents and create new documents.
    • “Full Control”
      Team members have the same rights as the owner of the Teamroom (create, edit and delete documents).

Note:

  • Added team members are automatically notified. Each user can define for himself how to be notified via “Account” > “Notifications” > “Settings” > Invitations for Teamrooms. Within groups the Send Teamroom Invitations to Members property can be used to specify whether the members should be informed when adding groups.
  • Via the context menu command “Reinvite”, a user or a group can be reinvited. The team member herself/himself defines how to be notified.
  • The owner of a Teamroom has always full control (see also chapter “Changing the Owner of a Teamroom”).
  • For a Teamroom, on the „Teamroom“ tab, in the Restrict Team Members to These Groups field it can be defined that only users who are assigned to the listed groups may be added to the Teamroom.
  • For a Teamroom, on the „Teamroom“ tab, in the All Team Members May Invite Members field it can be defined that only users who possess full control are allowed to invite new team members.
  • Change access is granted to new team members as standard. If you only possess read rights, added team members get read rights, too.
  • For a Teamroom, on the „Teamroom“ tab, in the Team Visible to All Team Members field it can be defined that only users with full control can see other team members.
  • Team members or groups can be removed again via the “Remove” context menu command.
  • Via “Actions” > “Edit Security Settings” a combined and clear view of relevant security settings is provided.

Accepting and Refusing InvitationsPermanent link for this heading

Invitations to Teamrooms are sent via e-mail and are displayed on the welcome screen and on the “Notifications” portal page.

To accept or refuse an invitation to a Teamroom, perform the following steps:

  1. Click the “Notifications” portal page.
  2. Click the desired button.
    • “Accept”.
      You accept the invitation.
    • “Accept and Add to Desk”.
      You accept the invitation and the Teamroom is added to the desk.
    • “Refuse”
      You refuse the invitation and you are removed from the Teamroom.

Sending an E-Mail to the TeamPermanent link for this heading

To simplify collaboration even further, e-mails can be sent directly from Teamrooms. The context menu command “Send” > “Send E-Mail to Team” is available for Teamrooms and for objects assigned to Teamrooms. When using the context menu command on objects, they are added as links to the e-mail.

Working With ShortcutsPermanent link for this heading

If a folder or document that is already in a Teamroom is stored again in the Teamroom in another folder, it will be visualized by a shortcut (blue arrow). If the document is removed, the shortcut becomes the document.

On the “General” tab in the Related Objects field of a document, the objects that contain the document are listed. In the first entry the document itself is stored, in the other entries a shortcut is stored.

Example: In this example the document itself is stored in the folder “2013”, a shortcut is stored in the Teamroom “Marketing” and in the folder “Reports”.

  • If the document is removed from the folder “2013”, the shortcut in the Teamroom “Marketing” becomes the document.
  • If a shortcut is deleted, this has no effect on the document or other shortcuts.

Note:

  • If a folder or a document is assigned to another Teamroom, this will be visualized by a yellow arrow.
  • The allowed shortcuts in a Teamroom can be restricted. This may prevent, for example, that shortcuts are stored the members of the Teamroom cannot access.
    • Default: Allow shortcuts to all objects
    • Group: Restrict shortcuts to objects assigned to the group of the Teamroom
    • Teamroom: Restrict shortcuts to objects assigned to the Teamroom

Changing the Teamroom AssignmentPermanent link for this heading

An object is always assigned to only one Teamroom. In case an object is stored in further Teamrooms, the assigned Teamroom can be changed.

  1. Locate the object, which should be assigned to another Teamroom.
  2. On the context menu click “Change Teamroom”.
  3. Select the Teamroom the object should be assigned to.
    Note: If the object is stored in exactly two Teamrooms, the Teamroom must not be selected.
  4. Click “Change Teamroom”.

Note:

  • If an object, is moved from one Teamroom into another via “Cut” and “Paste Shortcut” the Teamroom assignment is automatically changed to the new Teamroom.
  • The “Orphan Objects” tab of a Teamroom contains objects, which are assigned to this Teamroom, but are not stored in the Teamroom anymore. This can occur, when the object has been removed via the “Cut” menu command.
  • To change the assigned Teamroom of an object, full control is needed in the original Teamroom and at least change access in the target Teamroom.
  • When changing the Teamroom assignment the owner of the object is changed to the owner of the new Teamroom.
  • If an object gets assigned to a Teamroom, all access rights, which are directly defined for this object, are overwritten by the access rights of the Teamroom.

Setting the Access ProtectionPermanent link for this heading

The access protection defines whether non team members can read the Teamroom.

To change the access protection of a Teamroom, perform the following steps:

  1. Navigate to the desired Teamroom.
  2. On the context menu of the Teamroom click “Properties”.
  3. Select the Access Protection on the “Teamroom” tab.
    • “Default”
      The Teamroom and its content can only be read by team members.
    • “Generally readable”
      The Teamroom and its content can be read by all users.
    • “Generally searchable and readable”
      The Teamroom and its content can be found and read by all users.
  4. Click “Next”. You will receive a notice that this Teamroom becomes public. Click “Next” again.

Note:

  • An access protection can only be selected, if the Teamroom has no security level.
  • In the card view and in the contact pane the publishing state is displayed.

Setting the Security LevelPermanent link for this heading

If a user has a security clearance (user object > “User” tab > Security Clearance), the user can define a Security Level for the Teamroom.

To change the security level of a Teamroom, perform the following steps:

  1. On the context menu of the Teamroom click “Properties”.
  2. On the “Teamroom” tab select the desired Security Level.
    Note: The security levels inclusive all subordinated security levels that are assigned to the user are provided for selection.
  3. Click “Next”.

Note:

  • The icon of the Teamroom denotes if a security level is defined.
  • The security level cannot be defined if the Teamroom is public.

Defining a LogoPermanent link for this heading

For each Teamroom an own logo can be defined. This logo is displayed in the card view, the thumbnail view, the preview and also in the portal header instead the Fabasoft Folio logo, when working within the Teamroom.

To define a logo for a Teamroom, perform the following steps:

  1. On the context menu of the Teamroom click “Properties”.
  2. Click the “Logos” tab.
  3. Click “Select” to browse for an image on your computer or select one from Folio.
  4. Click “Next” to save the changes.

Note:

  • You can select a second logo that is used as a thumbnail. This logo will be displayed for example on the welcome screen.
  • If no logo is defined for the Teamroom, the logo of the assigned group is displayed. If no logo is defined for the Teamroom and the group, the logo of the assigned type is displayed.

Defining a ThemePermanent link for this heading

Themes are used to personalize a Teamroom.

To select a theme, perform the following steps:

  1. On the context menu of the Teamroom click “Properties”.
  2. On the “Teamroom” tab choose a Theme.
  3. Click “Next”.

The theme is displayed if you open a Teamroom via the card view or the portal header.

Note:

  • The theme is just in the Teamroom available in which you choose it.
  • The theme, which is visible for everyone, just can be chosen by the owner of the Teamroom or by team members, who have all rights.
  • To personalize a Teamroom only for you drag it in the portal header and open the context menu. Click “Personalize” and then choose a theme.
  • If a theme is defined for an assigned group, it is used automatically for the Teamroom.

Managing TemplatesPermanent link for this heading

Templates can be defined for individual Teamrooms.

To define a template, perform the following steps:

  1. Open the Teamroom.
  2. On the context menu of the object that should be defined as template click “Add to Teamroom Templates”.

The template is displayed in the create dialog in the “Teamroom Templates” category.

Note:

  • Objects that already serve as templates provide the context menu command “Remove From Teamroom Templates”.
  • A list of all templates can be found on the “Templates” tab of a Teamroom. Here you can add and remove templates, too.

Changing the Owner of a TeamroomPermanent link for this heading

You can become the owner of a Teamroom, only if you have “Full Control” on this Teamroom. The owner has the same rights as a team member with full control, but the object quota and storage quota (if configured) are assigned to the owner.

To change the owner of the Teamroom, perform the following steps:

  1. Select the Teamroom, open the “Tools” menu and click “Take Ownership”.
  2. Click “Yes”.

You are now the owner of the Teamroom and therefore the owner of the objects inside this Teamroom. The previous owner becomes a team member with full control.

Note: You just can enter yourself as owner of a Teamroom.

Wastebasket and Orphan ObjectsPermanent link for this heading

When deleting objects of Teamrooms they are not deleted immediately but put in the Teamroom wastebasket (“Wastebasket” tab). Objects in the wastebasket can be restored or permanently deleted. When deleting folder structures the contained objects are deleted, too. If the Teamroom is accessed via WebDAV, CalDAV or CMIS the wastebasket is also taken into account when deleting objects.

On the “Orphan Objects” tab you can find objects that are assigned to the Teamroom but no longer stored in the Teamroom. Due to performance reasons the list of orphan objects is not displayed if the Teamroom contains too many objects.

Deleting the HistoryPermanent link for this heading

If for example business partners or customers get access rights in a Teamroom during a project, team members with full control can delete the history not meant for public.

To delete the history of a Teamroom, perform the following steps:

  1. On the context menu of the Teamroom click “Show New Events”.
  2. Click “Delete History” and confirm by clicking “Yes”.

The history and the versions of the Teamroom and of all assigned objects are deleted.

Displaying New EventsPermanent link for this heading

In the card view the number of changes of Teamrooms is displayed, since you have viewed the events for the last time. In the history the current changes are displayed on the “New Events” tab.

Which changes are considered as new events can be configured under “Account” > “Notifications” > “Settings”.

Note: If you do not want to receive new events for selected Teamrooms, you can deactivate notifications on the “Teamroom” tab in the Notify Me About New Events field. Alternatively, when displaying events a “Disable Notification” button is provided.

Hierarchical Teamroom RelationsPermanent link for this heading

In order to manage hierarchies of Teamrooms easily and clearly, relations between Teamrooms are available as metadata. The relations are displayed on the “Relations” and “Relation (incl. Hierarchy)” tabs.

Note:

  • The tabs are only displayed, if the Teamroom is related to at least one other Teamroom.
  • The access rights defined by the Teamroom only apply to assigned objects but not to assigned Teamrooms. A Teamroom always defines its own security context.

Relations:

  • Superordinated Teamroom
    A Teamroom can be assigned to exactly one superordinated Teamroom.
  • Referencing Teamrooms
    A list of all Teamrooms in which the current Teamroom is stored.
  • Subordinated Teamrooms
    A list of all Teamrooms that are assigned to the current Teamroom.
  • Referenced Teamrooms
    A list of all Teamrooms that are stored in the current Teamroom.
  • Orphan Teamrooms
    A list of all Teamrooms that are assigned to the current Teamroom but which are no longer stored in this Teamroom.
  • Subordinated Teamrooms (incl. Hierarchy)
    A list of all Teamrooms that are assigned to the current Teamroom or to a Teamroom in the Teamroom assignment hierarchy.
  • Referenced Teamrooms (incl. Hierarchy)
    A list of all Teamrooms that are stored in the current Teamroom or in a Teamroom in the Teamroom hierarchy.
  • Orphan Teamrooms (incl. Hierarchy)
    A list of all Teamrooms that are assigned to the current Teamroom or to a Teamroom in the Teamroom assignment hierarchy but which are no longer stored in the Teamroom.

Transferring a TeamroomPermanent link for this heading

Transfer Teamrooms to the Fabasoft Cloud to profit from the possibilities of cross-company collaboration. With the Teamroom all folders and contents as well as all object types (that are not programmatically excluded from transferring) are transferred. Later you can retract the Teamroom to Fabasoft Folio again.

Note: The functionality is only available if your system administrator has configured the system correspondingly.

To transfer a Teamroom, perform the following steps:

  1. Open the context menu of the Teamroom and run the command “Transfer Teamroom” > “name of the cloud domain”.
  2. Click “Transfer” to confirm the transfer.
  3. If you are not logged in to the Fabasoft Cloud, a login dialog is displayed.
  4. Click “Allow” to grant the “OAuth Client” the “Transfer Teamroom” right (only necessary once).
  5. Click “OK” after the transfer has been completed.

Note:

  • The Teamroom and the associated objects are marked as transferred in Fabasoft Folio.
  • The Teamroom and the associated objects are no longer editable in Fabasoft Folio.
  • The Teamroom is put on "Home" in the Fabasoft Cloud.
  • The user rights are transferred. Users are identified by the e-mail address. If contacts do not yet exist in the Fabasoft Cloud, new contacts are created.
  • With the context menu command “Transfer Teamroom” > “Restore Version Before Transfer” you can restore the version of the Teamroom, which was saved by default prior to the transfer. Incompletely transferred Teamrooms will be deleted in the Fabasoft Cloud. If a Teamroom was successfully transferred, the connection to the transferred Teamroom in the Fabasoft Cloud will be lost.

Retracting a TeamroomPermanent link for this heading

After completing the cross-company collaboration the Teamroom can be retracted to Fabasoft Folio.

To retract a Teamroom, perform the following steps:

  1. Open the context menu of the Teamroom and run the command “Transfer Teamroom” > “Retract form <name>”.
  2. Click “Retract” to confirm the retraction.
  3. If you are not logged in to the Fabasoft Cloud, a login dialog is displayed.
  4. Click “Allow” to grant the “OAuth Client” the “Retract Teamroom” right (only necessary once).
  5. Click “OK” after the retraction has been completed.

Note:

  • The Teamroom and the associated objects are marked as retracted in the Fabasoft Cloud.
  • The Teamroom and the associated objects are no longer editable in the Fabasoft Cloud.
  • If users do not yet exist in Fabasoft Folio, contact persons are created.
  • If the Teamroom could not be successfully retracted, you can restore the version of the Teamroom in Fabasoft Folio and in the Fabasoft Cloud, which was saved by default prior to the transfer, with the context menu command “Transfer Teamroom” > “Restore Version Before Transfer”.

Publishing a TeamroomPermanent link for this heading

Teamrooms can be published read-only to the Fabasoft Cloud.

To publish a Teamroom, perform the following steps:

  1. Open the context menu of the Teamroom and run the command “Publish Teamroom” > “name of the cloud domain”.
  2. Click “Publish” to confirm the transfer.
  3. If you are not logged in to the Fabasoft Cloud, a login dialog is displayed.
  4. Click “Allow” to grant the “OAuth Client” the “Transfer Teamroom” right (only necessary once).
  5. Click “OK” after the transfer has been completed.

Note: Changes may be republished.

Dissolving a TeamroomPermanent link for this heading

As a user with full control in a Teamroom you can delete the Teamroom and all assigned objects. To delete a Teamroom and its objects, perform the following steps:

  1. Select the Teamroom.
  2. Open the context menu with a right-click and execute the command “Dissolve Teamroom”.
  3. Click “Yes” to delete the Teamroom and all assigned objects permanently.

Using Newsfeeds in TeamroomsPermanent link for this heading

Team members can use newsfeeds to communicate informally. The newsfeed can also be public.

Creating a NewsfeedPermanent link for this heading

To create a newsfeed, perform the following steps:

  1. Open the Teamroom.
  2. Open the “Object” menu and click “New”.
  3. Select the entry “Newsfeed”, enter a name and click “Next”.

Creating Newsfeed EntriesPermanent link for this heading

Any user who has appropriate access rights to the Teamroom can create stories in the newsfeed. These stories are readable for all authorized users.

To create a story in the newsfeed, perform the following steps:

  1. Open the newsfeed by double-clicking it.
  2. Enter the story in the textbox and add an attachment if wanted.
  3. Click “Send”.

Any user can remove or change their stories. Changes are only possible as long as no comment has been added. In addition to stories also comments can be modified later on. Changes are only possible as long as no further comment has been added. Team members with full control can remove any stories.

Note:

  • A maximum of 2000 characters can be entered.
  • You can comment stories.
  • Links starting with http://, https:// or ftp:// will be displayed as a hyperlink.
  • With <code></code> source code can be displayed formatted.

Generating a PDF View for a NewsfeedPermanent link for this heading

A PDF document can be generated from a newsfeed via the context menu command “View as PDF”. The PDF document contains all the posts and comments. Attachments are available as links.

Note: The “Download” command can be used to download all attachments of the newsfeed as ZIP file.

Setting the Publishing StatePermanent link for this heading

Users with full control can determine the publishing state of a newsfeed. Via the publishing state of the newsfeed you can determine who is authorized to create and comment on stories.

  • “Users with read access can only read the newsfeed”
    Only users with change access or full control are able to create and comment on stories in a newsfeed. Users with read access can only read the entries in the newsfeed.
  • “Users with read access can add and comment stories”
    Use this entry when you also want to allow users with read access to write stories and comments. However, users with read access cannot add attachments.

Note: By default, users with read access rights can only read a newsfeed.

To set a publishing state, perform the following steps:

  1. On the context menu of the newsfeed click “Properties”.
  2. Select in the Publishing State field the desired entry.
  3. Click “Next”.

Using a ProjectPermanent link for this heading

Business objects of the Project type can be used to manage the documentation of projects. Properties like External Project Sponsor, Project Manager, Deputy Project Managers, and Project Members can be used to represent the project organization. These properties can also be used within an ACL.

Business objects, which are stored within a project, are explicitly assigned to this project. A business object can only be assigned to one project.

By default the ACL for Collaboration is used for projects.

To create a Project, perform the following steps:

  1. On the “Object” menu, click “New”.
  2. Select “Project” and click “Next”.
  3. Edit the metadata of the project (for example, Project Name and Start on/at) and click “Next”.

Involve a User via WorkflowPermanent link for this heading

Users can be included in the processing of business objects via workflow by prescribing an activity (for example, “Approve” or “For information”) to a user, which is then placed in the user's job listing. In this case, the user receives the required permissions for the prescribed business objects. Only read authorizations are granted with the “For information” activity. If a user completes the allocated activity, he/she retains read authorizations.

To involve a user via workflow, do the following:

  1. Locate the business object you want to prescribe to a user.
  2. Select the business object.
  3. On the “Tools” menu, click “Start New Process”.
  4. Define the prescription correspondingly and click “Next”.

Until completion of the allocated activities, the user will automatically obtain the permissions required to perform the activities. On completion of the allocated activities, the user only keeps read permissions.

Using NotificationsPermanent link for this heading

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

To enable or disable notifications for an object, perform the following steps:

  1. Select the object, for which notifications should be enabled or disabled.
  2. On the “Tools” menu, click “Show New Events”.
  3. Click the “Enable Notification” or “Disable Notification” button.

To edit the settings for notifications, perform the following steps:

  1. Switch to the “Account” portal page and select the “Notifications” entry in the left area.
  2. Make the desired settings and click “Save”.

Following settings are available:

“Subscriptions” tab

  • Notify Me About New Events of These Objects
    In this field objects that should be subscribed can be added or existing subscriptions can be removed.

“Settings” tab

  • Invitations for Teamrooms
    In this field you can define whether and how you will get invitations for Teamrooms.
  • E-Mail Notification Interval
    In this field you can define how often you want to receive an e-mail containing new events.
  • Schedule E-Mail Notification for
    In this field the date and time for the next e-mail to be sent can be defined.
    Note: This setting also schedules all following e-mails according to the value in the E-Mail Notification Interval field.
  • Notify Me About the Following Events
    In this field you can define how to be informed about certain events.
    • Login
      The selected events are displayed in the welcome screen as well as on the “Notifications” portal page.
    • Symbol
      The number of events is displayed for Teamrooms in the card view.
    • E-Mail
      The selected events are displayed in the notification e-mail and in the RSS feed. See chapter “RSS Feeds” for further information on RSS feeds.

Using Follow-upsPermanent link for this heading

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

To define a follow-up, perform the following steps:

  1. Navigate to the desired object.
  2. On the context menu of the object, click “Create Follow-Up” or “Manage Follow-Ups” (at least one follow-up is already defined).
  3. Choose a Recipient for the e-mail and set a Date for delivery. In the Message field you can specify a text for the e-mail.

Upon reaching the delivery date and after processing the automatic task an e-mail will be sent with a link to the object.

Note:

  • The functionality is only available, if the Folio App “Follow-Ups” is activated.
  • If a follow-up is marked as personal, it is not visible for other users.
  • If a substitution is active, the reminders (with exception of personal reminders) are also sent to the substitution. When setting the status of a follow-up to “Done”, it is clearly documented, who performed the change.
  • On the “Notifications” portal page an own area “Follow-Ups” can be found that lists the follow-ups relevant to the user.