2017 R1

Compliance ManagementPermanent link for this heading

For the support of compliance, records, cases, incomings and outgoings (so called business objects) can be managed.

Managing Business Objects in GeneralPermanent link for this heading

General InformationPermanent link for this heading

Business Objects in Fabasoft FolioPermanent link for this heading

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

Business Objects: Recorded versus Without CommitmentPermanent link for this heading

Fabasoft Folio differentiates between recorded business objects and business objects without commitment. Recorded business objects are those with an external effect and the content of which has been signed off by an employee (for example, for approval).

If a business object becomes recorded, a (recorded) version of the business object is automatically generated. All business objects contained within it likewise become recorded. Recorded business objects cannot be deleted, only cancelled before the end of the retention period.

Unlike other business objects, Records are always recorded; however, the cases and documents contained therein only become recorded if the record is approved, for example.

Business Object Processing StatesPermanent link for this heading

Business objects can assume various statuses: “In Process”, “Cancelled”, “Suspended” and “Closed”. Each status is linked to particular authorizations (ACL).

  • In Process
    “In Process” is the default status for business objects and characterizes business objects that are still in the process of being edited. Business objects without commitment can be edited and deleted in this status. Recorded business objects can be edited, but not deleted. If there is a change of user, one version is backed up both in the case of recorded business objects and in the case of business objects without commitment.
  • Suspended
    The “Suspended” status characterizes business objects that must remain in the current form for unspecified reasons (for example, because the business object is required in ongoing legal proceedings). The business object can be neither edited nor deleted, and system-controlled actions for business object selection (in accordance with the save rules) are suppressed. The suspension can be linked to a time period.
  • Closed
    The “Closed” status characterizes business objects the editing of which has been completed. The business object can no longer be edited or deleted. The business object is selected at the defined time.
  • Canceled
    The “Cancelled” status is only available for recorded business objects and characterizes those business objects that should no longer be integrated into the business process. Cancelled documents can no longer be edited.
State TransfersPermanent link for this heading

In principle, each status can move to any other status.

Propagation of States to ChildrenPermanent link for this heading

If the status of a Record is changed, then this change in principle will also affect the Cases contained therein. A Record can therefore be closed in full / set to “In Process” again (including the Cases contained therein). If, on the other hand, the status of a Case is individually changed, then this change is not passed on to the overlying Record. In this way, individual Cases can be declared closed before the Record is closed. The same applies in respect of cases with documents and documents with content. The following rules also apply to status inheritance:

  • A Record can only be closed if it contains no suspended Case.
  • A cancelled Case remains cancelled, even if the associated Record is closed.
  • A Record can only be cancelled if all Cases contained within it are “In Process”. They are then likewise cancelled.
  • The suspension of the Record overwrites the “In Process” and “Closed” statuses of the Case.

Inherited status versus individually specified status

The status of a Case may have been inherited from the associated Record or it may have been individually specified for the Case. If, for example, a Case is closed before the closure of the entire Record and the Record is subsequently set to “In Process” again, this Case will remain closed. The same applies in respect of Cases with documents (Incomings and Outgoings) and documents with Contents.

Life Cycle Rules for Business ObjectsPermanent link for this heading

Saving is defined through particular events that trigger particular actions depending on conditions (Event Condition Action, or “ECA rules” in brief).

Events

  • After creation
  • After recorded status
  • After closure

Conditions

  • Any expression (usually status)

Actions

  • Transfer content to archive
  • Transfer content and metadata to archive
  • Delete permanently

The occurrence of an event is checked daily by the Fabasoft Folio AT service. If an event occurs, the respective action is performed in the context of the AT service user. If the respective condition is not fulfilled at the time when the event occurs, the action is not performed and the condition is re-checked during the next run of the Fabasoft Folio AT service.

Delete a Business ObjectPermanent link for this heading

Business objects can be deleted provided they are not recorded. Recorded business objects can only be cancelled. Business objects that are not themselves recorded, but contain recorded business objects, cannot be deleted either, as the subordinate business objects would also be deleted.

If deletion is allowed, the business object is either deleted immediately or moved to the recycle bin (if available). Recycle bins can be set up by the system administrator across the system and/or for individual users.

To delete a business object, do the following:

  1. Select the business object you want to delete.
  2. On the “Object” menu, click “Delete”.
  3. Confirm you want to delete the business object by clicking “Yes”.

Suspend a Business ObjectPermanent link for this heading

Through suspension, the life cycle of the business object is frozen, meaning that all system-controlled actions in accordance with the save rules are suppressed. The modification and deletion of objects in the “Suspended” status are not possible either. The suspension can be linked to a time period. Once this period has elapsed, the business object is reset to the original initial status.

Note:

  • In order to change the status of a business object, the “Change document status” access permission is necessary.
  • The suspension of the Record overwrites the “In Process” and “Closed” status of the Cases contained within it.
  • The status of a business object is indicated by the icon.

To suspend a business object, do the following:

  1. Locate the business object you want to suspend.
  2. Right-click the business object to open the context menu, point to “Set Status To” and select the “Suspended” status.

Note: Depending on how the system is configured, you may need to confirm the change in status by entering a password in a second step.

Close a Business ObjectPermanent link for this heading

Closed business objects can no longer be deleted or edited, but are subject to the document life cycle.

Note:

  • In order to change the status of a business object, the “Change document status” access permission is necessary.
  • A Record can only be closed if it contains no suspended Case.
  • A cancelled Case remains cancelled, even if the associated Record is closed.
  • The status of a business object is indicated by the icon.

To close a business object, do the following:

  1. Locate the business object you want to close.
  2. Right-click the business object to open the context menu, point to “Set Status To” and select the “Closed” status.

Note: Depending on how the system is configured, you may need to confirm the change in status by entering a password in a second step.

Cancel a Business ObjectPermanent link for this heading

If recorded business objects no longer need to be integrated into the business process, they can be canceled. If a business object is canceled, it can no longer be edited.

Note:

  • In order to change the status of a business object, the “Change document status” access permission is necessary.
  • A Record can only be canceled if all Cases contained within it are “In Process”. They are then likewise canceled.
  • The status of a business object is indicated by the icon.

To cancel a business object, do the following:

  1. Locate the business object you want to cancel.
  2. Right-click the business object to open the context menu, point to “Set Status To” and select the “Canceled” status.

Note: Depending on how the system is configured, you may need to confirm the change in status by entering a password in a second step.

Set the State of a Business Object to In ProcessPermanent link for this heading

Business objects (recorded or without commitment) that are going to be edited again can be set to the “In Process” status.

Note:

  • In order to change the status of a business object, the “Change document status” access permission is necessary.
  • The status of a business object is indicated by the icon.

To set a business object to the “In Process” status, do the following:

  1. Locate the business object whose editing is to be resumed.
  2. Right-click the business object to open the context menu, point to “Set Status To” and select the “In Process” status.

Note: Depending on how the system is configured, you may need to confirm the change in status by entering a password in a second step.

Define Save Rules for a Business ObjectPermanent link for this heading

In principle, saving is defined for the category, but can be individually overridden for a business object (i.e., if saving is entered for the business object, then this entry will apply; otherwise that of the associated category).

To define save rules, do the following:

  1. Locate the Category you want to edit.
  2. Right-click the category, and then click “Properties”.
  3. Click the “Control” tab.
  4. Select the Life Cycle Rules field and click “Add Row”.
  5. In the Period field, enter a time interval (d, h, min and sec) that is to pass before an action is executed.
  6. In the Event list, click the trigger for performing the action (the time interval defined above begins at this time).
  7. If necessary, enter a Fabasoft app.ducx expression in the Condition field (the analysis of this expression must produce a positive result in order that the action is actually performed).
  8. In the Action list, click an action that is to be performed on business objects assigned to this category after occurrence of the specified event and after the specified time interval.
  9. Click “Next” to close editing of the entry.
  10. Click “Next”.

Managing ContentPermanent link for this heading

Content is a business object that contains a file (for example, a Microsoft Word document).

Record a File Directly Into an Inbox by Uploading ItPermanent link for this heading

Inboxes can be used for an automatic recording of contents. An Inbox defines the object class of the incoming to be created, the document category for the new incoming and the form of recording. When recording contents in a collection, only one incoming is created for all contents. When recording every content individually, one incoming is created for every content.

The document category defines among others the access rights and the process definition for the created incoming.

Contents can also be uploaded into an inbox using a WebDAV folder.

Record and Register a File Directly as Incoming Using the Drag and Drop FeaturePermanent link for this heading

To record and register a file directly as incoming using the drag and drop feature, do the following:

  1. In the structure display (on the left), locate the case, record, subject area for records and cases or person for which the file is to be registered.
  2. Click the object so that the business objects it contains are displayed in the detail view (on the right).
    For people, click the “Records/Cases” tab.
  3. Locate the respective file in your operating system environment.
  4. Drag the file directly from the operating system environment by holding down the button and drop it into the selected object.
  5. Confirm you want to upload the file by clicking “Yes”.
  6. To use a template for the incoming, click the category and then click one of the templates assigned to this category.
    To use no template for the incoming, click “Classes” and then click “Incoming”.
  7. Edit the metadata of the generated document if necessary, and click “Next”.

The uploaded file will registered directly to the incoming.

Record/Register an E-Mail Directly as Incoming Using the Drag and Drop FeaturePermanent link for this heading

To record and register an e-mail directly as incoming using the drag and drop feature, do the following:

  1. In the structure display (on the left), locate the case, record, subject area for records and cases or person for which the e-mail is to be registered.
  2. Click the object so that the business objects it contains are displayed in the detail view (on the right).
    For people, click the “Records/Cases” tab.
  3. Open Microsoft Outlook and locate the e-mail to be registered.
  4. Drag the e-mail directly from the operating system environment by holding down the mouse button and drop it into the selected object.
  5. Confirm you want to upload the file by clicking “Yes”.
  6. If the e-mail contains an attachment (audio, video or text files, for example), you can define the way in which the e-mail text and the individual attachments are uploaded. The following options are available:
    • E-mail text and attachment
    • E-mail text and separate attachment
    • E-mail text only,
    • Attachment only
      Click the desired entry to upload the e-mail and/or the attachment.
  7. To use a template for the incoming, click the category and then click one of the templates assigned to this category.
    To use no template for the incoming, click “Classes” and then click “Incoming”.
  8. Edit the metadata of the generated document if necessary, and click “Next”.

Edit ContentPermanent link for this heading

Contents (of Word Objects, for example) can be edited in the assigned third-party product.

To edit content, do the following:

  1. Locate the content object you want to edit.
  2. Right-click the content object, and then click “Edit”.

The content will be opened in the assigned third-party product and can be edited there.

To upload a different file to a content object (and thereby overwrite the original file), do the following:

  1. Locate the content object you want to edit.
  2. Right-click the content object, and then click “Properties”.
  3. Click the “Browse” button in the Primary Content field.
    Alternatively, you can enter the path manually, in which case the next step is omitted.
  4. Navigate through the file system to the file you want and click “Open”.
  5. Click “Next”.
  6. Confirm you want to upload the file by clicking “Yes”.

The file will be stored in the content object and will replace the original file.

Note: If two different users modify particular content in succession, the system will save one version.

Delete ContentPermanent link for this heading

Content can only be deleted insofar as it is not part of a recorded document and is itself not recorded. The deletion of content works in the same way as the deletion of other business objects.

Register Content for an Existing DocumentPermanent link for this heading

Contents can be registered for existing documents (Incomings/Outgoings), in other words, assigned exclusively to them.

To register particular content for a document, do the following:

  1. Locate the content you want to register.
  2. Right-click the content, and then click “Copy”.
  3. In the structure display (on the left), locate the document for which the content is to be registered.
  4. Click the document so that the business objects it contains are displayed in the detail view (on the right).
  5. On the “Clipboard” menu, click “Paste Shortcut”.

Note: Registration is also possible using the drag and drop feature.

Content can also be generated in a document. In this case, the content will be registered for this document automatically.

If a file has not yet been uploaded to Fabasoft Folio, registration can be performed in the course of the upload.

Register Content for a New DocumentPermanent link for this heading

To register particular content for a new document, do the following:

  1. Locate the content you want to register for a new document.
  2. Right-click the content, and then click “Copy”.
  3. In the structure display (on the left), locate the case/record for which the content is to be registered.
  4. Click the case/record so that the business objects it contains are displayed in the detail view (on the right).
  5. On the “Clipboard” menu, click “Paste Shortcut”.
  6. To use a template for the incoming, click the category and then click one of the templates assigned to this category.
    To use no template for the incoming, click “Classes” and then click “Incoming”.
  7. Edit the metadata of the generated document if necessary, and click “Next”.

The content will be registered for the newly generated document automatically.

Note: Registration can also be performed by dragging-and-dropping the content onto the case/record.

Set as Recorded Content of a DocumentPermanent link for this heading

To set one or more items of content as recorded content of a document, do the following:

  1. Locate the content(s) you want to set as recorded content.
  2. Right-click the content, and then click “Set as Recorded Content”.
    Note: To open the context menu for several items of content, select all relevant content before opening the context menu.
  3. Click the “Take” button next to a document to select it.
    Note: To search for further documents, click “Research”.

The effects of this procedure are as follows:

  • The current (former) version of the selected document will be automatically backed up as a version.
  • The content(s) on which the action was invoked will be inserted into the document.

Set as recorded content of a sending verification

Instead of a document, a Sending Verification can be selected and recorded content set for it. In this case, an indication can be given whether this was Successfully Delivered.

Example: If an e-mail contains the message that a sent e-mail could not be delivered, then this reply e-mail can be set as recorded content for the respective sending verification and the Successfully Delivered property of the sending verification can be set to “No”, since the message obviously did not arrive.

Add to Recorded Content of a DocumentPermanent link for this heading

To add one or more items of recorded content to the recorded content of a document, do the following:

  1. Locate the recorded content(s) you want to add.
  2. Right-click the content, and then click “Add to Recorded Content”.
    Note: To open the context menu for several items of content, select all relevant content before opening the context menu.
  3. Click the “Take” button next to a document to select it.
    Note: To search for further documents, click “Research”.

The effects of this procedure are as follows:

  • The current (former) version of the selected document will be backed up automatically.
  • The content(s) on which the action was invoked will be inserted into the document.

Add as recorded content of a sending verification

Instead of a document, a Sending Verification can be selected and recorded content set for it. In this case, an indication can be given whether this was Successfully Delivered.

Example: After a paper dispatch, the recorded delivery slip (confirmation from the post office) can be scanned. The “Add to recorded content” action can be performed on the generated content object, in the course of which the sending verification of the respective outgoing and addressees can be selected. Furthermore, the Successfully Delivered property of the sending verification can be set to “Yes”, since a recorded delivery slip is a confirmation of receipt. The recorded content of the sending verification is thus extended.

Managing Documents in GeneralPermanent link for this heading

Fabasoft Folio differentiates between Incomings and Outgoings. Even though each of these two types of documents fulfills its own purpose, there are use scenarios that are the same for both.

Note: Outgoings can be used for Internals.

Create a New DocumentPermanent link for this heading

To create a new document, do the following:

  1. On the “Object” menu, click “New”.
  2. Select the category (“Incoming” or “Outgoing”) and click “Next”, or click a template to select it.
  3. Edit document metadata and click “Next”.

If the document is generated in a Case, the document will be given the ACL of the case.

In addition to this explicit generation of a document, a document can be generated implicitly by registering content to Cases or Records.

Allocate a Unique Document NumberPermanent link for this heading

Fabasoft Folio allocates a unique number for documents. This document number is typically incorporated into the name of the document and is set up differently for Incomings and Outgoings.

The name of the document is made up as follows:
<Document number> - <Subject> - <Date>

Note: <Subject> is the subject of the document and <Date> is the document's generation date.

Display a Document (Overview)Permanent link for this heading

An overview can be generated for documents. Essential document metadata and content in PDF format are displayed on the right side of the overview. Executable commands (for example, “Properties”) are listed on the left hand side and can be executed by clicking.

To display a document's overview, do the following:

  1. Locate the document the overview of which you want to display.
  2. Right-click the document, and then click “Show Overview”.
  3. Objects can also be edited in the overview.
    To edit the metadata, click the “Properties” button.
  4. Click “Close” (X symbol) to close the overview again.

Edit Main Content of a DocumentPermanent link for this heading

To edit the main content of a document, do the following:

  1. Locate the document the main content of which you want to edit.
  2. Right-click the document, and then click “Open”.

The content will be opened in the assigned third-party product and can be edited there.

Edit Contents of a DocumentPermanent link for this heading

To edit the contents of a document, do the following:

  1. Right-click the document of which the contents should be edited and click “Properties”.
  2. Locate the content in the Contents field.
  3. Right-click the content, and then click “Edit”.
    The content will be opened in the assigned third-party product and can be edited there.
  4. Edit the content, save the modifications and close the third-party product.
  5. Repeat steps 2 to 4 for each content you want to edit.
  6. Click “Next”.

Edit a Document's MetadataPermanent link for this heading

To edit document metadata, do the following:

  1. Locate the document, which you want to edit.
  2. Right-click the document, and then click “Properties”.
  3. Edit the document's metadata. Required fields are marked with an asterisk (*).
  4. Click “Next”.

Note: The editing of a document's metadata can also be initiated from within the document overview.

Search for a DocumentPermanent link for this heading

To help you find a document, searching by the document's metadata and full-text searching in the document's attachments are supported.

To search for a document, do the following:

  1. On the “Tools” menu, click “Find”.
    Note: Alternatively, you can click the “Find” button.
  2. Select “Incoming”, “Outgoing” or “Document” and click “Next”.
  3. Enter your search criteria (case, year, main content, addressee, etc.).
  4. Click “Search Now”.
  5. Select the required document in order to transfer it to the object list in which you started the search.
    Note: You can also edit the respective document directly in the results list (“Properties” command).If the object is opened in read-mode, click “Edit”.
  6. Click “Next”.

The selected document will be stored in the object list in which you started the search.

Delete a DocumentPermanent link for this heading

A document can only be deleted if it is not recorded. The deletion of a document works in the same way as the deletion of other business objects.

Cancel a DocumentPermanent link for this heading

A cancelled document can no longer be edited. The contents contained in the document cannot be edited either. The cancellation of a document works in the same way as the cancellation of other business objects.

Revoke Cancellation of a DocumentPermanent link for this heading

If the cancellation of a document is revoked, the contents contained in the document are also reset to the earlier processing status.

To revoke the cancellation of a document, the status must be reset to “In Process”.

Re-Register a DocumentPermanent link for this heading

Re-registration is performed by moving a document (including its contents) to a different case. Re-registration is recorded in the metadata of the re-registered document. The document number changes as a result of re-registration. The previous number is displayed in the document's number history.

To re-register a document, do the following:

  1. In the tree view (on the left), locate the case from which you want to remove the document.
  2. Click the case to display the business objects it contains in the detail view (on the right).
  3. Locate the document you want to re-register.
  4. Right-click the document, and then click “Cut”.
  5. In the tree view (on the left), locate the case to which the document is to be (re-)registered.
  6. Click the case to display the business objects it contains in the detail view (on the right).
  7. On the “Clipboard” menu, click “Paste Shortcut”.

Note: Another way to re-record the document is to use the drag and drop feature.

Move a DocumentPermanent link for this heading

Documents can be moved as desired within a case (i.e., within the folder structure of the case). Simply moving a document within the folder structure of a case does not result in re-registration; it simply means you are free to define your own structure.

To move a document within a case (for example, to a particular folder), do the following:

  1. In the structure display (on the left), locate the case in which you want to move documents.
  2. Click the case so that the business objects it contains are displayed in the detail view (on the right).
  3. Locate the document you want to move.
  4. Right-click the document, and then click “Copy”.
  5. Navigate to the desired object list.
    Note: To open the object list of a folder, double-click the folder or locate the folder in the structure display.
  6. On the “Clipboard” menu, click “Paste Shortcut”.

Note: Another way to move documents is using the drag and drop feature.

Version a DocumentPermanent link for this heading

To version a document, do the following:

  1. Select the document the current version of which you want to store.
  2. On the “Versions” menu, click “Save Version”.
  3. Enter a Description of version to be saved and click “Next”.

Note:

  • If a new version of a document is created, all contents of the document will also be versioned.
  • If the metadata of a document is edited by different users in succession, the system automatically stores a version for every change of user.

Create Recorded Version of a DocumentPermanent link for this heading

Explicit generation of a recorded version

To generate a recorded version of a document's current content, do the following:

  1. Locate the document a recorded version of which you wish to generate.
  2. On the “Version” menu, click “Create Recorded Version”.

If the current content has not yet been recorded, it will be set to recorded.

Implicit generation of a recorded version

A recorded version is automatically stored in the course of the following use scenarios:

  • Document approval
  • Document closure
  • Confirmation of dispatch/printing (for outgoings)
  • Recording an incoming (for incomings)

If a document has several recorded versions, then the most recent recorded version represents the recorded content of the document.

Load Recorded Content of a DocumentPermanent link for this heading

To display the recorded content of a document that is currently valid, do the following:

  1. Locate the document the currently recorded content of which you want to read.
  2. On the “Versions” menu click “Use Recorded Version”.

The most recent recorded version of the document is now available (indicated by the clock on the icon). Both the content of the recorded version (“Read”) and its metadata (“Properties”) can be viewed.

Note: For recorded versions, the standard version options apply.

Record Physical Content for a DocumentPermanent link for this heading

To record physical content for a document, do the following:

  1. Right-click the document, and then click “Properties”.
  2. Click the “Document” tab.
  3. In the Physical Location field, enter the storage location of the physical content.
  4. Click “Next”.

Lend /Take Back a DocumentPermanent link for this heading

To lend a document, do the following:

  1. Locate the document you want to lend.
  2. On the “Tools” menu, click “Signatures” > “Lend”.
  3. Enter your login password to authorize the signature.
  4. In the Remark field type borrow data (e.g. who borrows, how long and why) and click “Next”.

To take back a document, do the following:

  1. Locate the document you want to take back.
  2. On the “Tools” menu, click “Signatures” > “Take back”.
  3. Enter your login password to authorize the signature and click “Next”.

Note: The lending and taking back of a document is recorded on the “History” tab of the document.

Handling of Incomings SpecificallyPermanent link for this heading

When an Incoming is recorded, a sender is assigned particular content (for example, a Word Object) and is used as the addressee for any outgoing written communication. During registration, an incoming is assigned to a Case or Record, and is allocated via workflow to an appropriate position if necessary. If, for business or legal reasons, incomings are not scanned (or only parts thereof are scanned), only the incoming's metadata and the location of the physical content must be entered.

Record an IncomingPermanent link for this heading

When an Incoming is recorded, one or more content items are packed into an incoming and metadata is entered.

Record an IncomingPermanent link for this heading

There are several ways to initiate the recording of an incoming.

Using the Default Function Object > NewPermanent link for this heading

To create an Incoming explicitly, do the following:

  1. On the “Object” menu, click “New”.
  2. Select “Incoming” and click “Next”.
  3. Edit the metadata of the incoming and click “Next”.

Note:

  • Contents to be assigned to the incoming should be inserted into (uploaded into) the Contents field.
  • If an incoming is created on the “Documents” tab of a case, the incoming will be automatically registered to this case.

Incomings can also be created using templates.

Using the Assign Incoming ActivityPermanent link for this heading

E-mails can be recorded as incoming during assignment to cases or records.

To record e-mails using the Assign Incoming activity, do the following:

  1. Locate the Assign Incoming activity where the e-mail to be recorded will be displayed in the Applies to column.
  2. Perform the Assign work step.
  3. The e-mail can be stored in an existing or new record/case.
    To assign content to an open record or case, click the “Take” button next to the relevant entry.
    To create a new record or case for content, click the “Create” button.
    Select the object type to be created and click “Next”.
    Enter the metadata of the created object and click “Next”.
  4. To use a template for the incoming, click the category and then click one of the templates assigned to this category.
    To use no template for the incoming, click “Classes” and then click “Incoming”.
  5. Edit the metadata of the generated document if necessary, and click “Next”.
By Dragging Particular Content/a File to a Partner (Person or Organization) Using Drag and DropPermanent link for this heading

To record content for an incoming by dragging-and-dropping onto a partner (person or organization), do the following:

  1. In the detail view (on the right), locate the content to be recorded.
  2. In the structure display (on the left), locate the person or organization to which the content is to be assigned.
    Note: If the person or organization is not yet available in the structure display, perform a search and store the object on the desktop.
  3. Drag the content by holding down the mouse button and drop it onto the person or organization.
    Note:
    • The object icon must be used to move an object using drag and drop.
    • The object can be stored not only on the person or organization using drag and drop, but also in the list of cases.
  4. The content can be assigned to an existing or new record/case.
    To assign the content to an open record or case, click the “Take” button next to the relevant entry.
    To assign the content to a new record or case, click the “Create” button, select the object type to be created and click “Next”. Enter the metadata of the created object and click “Next”.
  5. To use a template for the incoming, click the category and then click one of the templates assigned to this category.
    To use no template for the incoming, click “Classes” and then click “Incoming”.
  6. Edit the metadata of the generated document if necessary, and click “Next”.

Record file

Instead of content that has already been uploaded, a file or e-mail from the operating system environment can also be directly used for the same use scenario. By storing the file or e-mail in a person or organization, the file or e-mail will be implicitly packed into content (for example, Word Object).

By Dragging Particular Content/a File to a Case Using Drag and DropPermanent link for this heading

To record content for an incoming by dragging-and-dropping onto a case, do the following:

  1. In the detail view (on the right), locate the content to be recorded.
  2. In the structure display (on the left), locate the case to which the content is to be assigned.
    Note: If the case is not yet available in the structure display, perform a search and store the object on the desktop.
  3. Drag the content by holding down the mouse button and drop it onto the case.
    Note:
    • The object icon must be used to move an object using drag and drop.
    • The object can be stored not only on the case using drag and drop, but also directly on the “Documents” tab of the case.
  4. To use a template for the incoming, click the category and then click one of the templates assigned to this category.
    To use no template for the incoming, click “Classes” and then click “Incoming”.
  5. Edit the metadata of the generated document if necessary, and click “Next”.

Record file

Instead of content that has already been uploaded, a file from the operating system environment can also be directly used for the same use scenario. By storing the file in a case, the file will be implicitly packed into content (for example, Word Object).

By Dragging Particular Content/a File to a Record Using Drag and DropPermanent link for this heading

To record content for an incoming by dragging-and-dropping onto a record, do the following:

  1. In the detail view (on the right), locate the content to be recorded.
  2. In the structure display (on the left), locate the record to which the content is to be assigned.
    Note: If the record is not yet available in the structure display, perform a search and store the object on the desktop.
  3. Drag the content by holding down the mouse button and drop it onto the record.
    Note:
    • The object icon must be used to move an object using drag and drop.
    • The object can be stored not only on the record using drag and drop, but also directly on the “Documents” tab of the record.
  4. To use a template for the incoming, click the category and then click one of the templates assigned to this category.
    To use no template for the incoming, click “Classes” and then click “Incoming”.
  5. Edit the metadata of the generated document if necessary, and click “Next”.

Record file

Instead of content that has already been uploaded, a file from the operating system environment can also be directly used for the same use scenario. By storing the file in a record, the file will be implicitly packed into content (for example, Word Object).

Select a Document Category for an IncomingPermanent link for this heading

During recording of an incoming, you can allocate a category (for example, application, purchase order or enquiry) to the incoming in the Category field. For each document category, a process (activity sequence and abstract participants responsible) can be defined. After recording, the process defined for the document category will be initiated for the incoming.

Note: If only one document category is permitted in the current context, then this category is automatically assigned and selection is skipped.

Enter MetadataPermanent link for this heading

You can specify the following metadata during the recording of an incoming:

  • Record
    You can assign the incoming to a Record using this drop-down list.
  • Subject
    You can specify a subject in this field.
  • Category
    You can select a Categroy for the incoming using this drop-down list.
    • Short Form
      This field is automatically filled after selection of a category. You cannot edit this field.
    • Standard Process/Activity
      If a standard process has been defined in the selected category, it is displayed in this field.
  • Start Standard Process
    In this field it is defined, whether the standard process or activity is displayed.
  • Journal Data
    In this field, the date for the journal is defined.
  • Addressees
    In this field, you can assign contacts (persons/organizations) to the incoming.
  • Contents
    In this field, you can specify contents assigned to the incoming.
  • Year
    In this field, you must specify the year to which the incoming is assigned. The current year will be proposed by default.
  • Terms
    In this field, you can specify Terms that are assigned as keywords to the incoming.
  • Responsibility
    In this field a Role can be selected through which the responsible user is retrieved.

The following metadata cannot be changed once it has been entered:

  • Year: Part of the unique number.
  • Category: Determines the short form and the standard process.
    Note: The category (and therefore the short form) can be changed through re-registration.

Assign an Addressee to an IncomingPermanent link for this heading

An addressee is assigned to the content during the recording of an incoming. If the content is an e-mail or if recording is initiated by dragging-and-dropping onto a person or organization or onto a business object to which addressees have already been assigned, then an addressee is proposed by the system. This addressee can still be changed if necessary, except where it is transferred automatically.

Transferring Proposed AddresseesPermanent link for this heading

During recording of an incoming, addressees are proposed in the following cases:

  • If an e-mail is being recorded, a partner (person or organization) is determined on the basis of the sender's e-mail address.
  • If content is recorded as a result of dragging-and-dropping onto a partner, the partner is proposed as the addressee.
  • If content is recorded as a result of dragging-and-dropping into a case, the addressee of the case is transferred as the addressee of the incoming.
  • If content is recorded as a result of dragging-and-dropping into a record, the addressee of the record is transferred over as the addressee of the incoming.

For those cases where an addressee can be explicitly determined, the proposal is automatically applied.

Search for an AddresseePermanent link for this heading

To assign an existing addressee to an incoming, do the following:

  1. In the Addressee field, click the “Add Row” button (plus icon).
  2. In the new line in the Contact field, click the “Find” button.
  3. Select the object class you want to search by and click “Next”.
    Note: To search for all types of addressees, select the “Contact” entry.
  4. Enter the search criteria and click “Search Now”.
  5. Select the addressees you want to transfer over and click “Next”.

Note: In the Contact field, you can also perform a fast search.

Create an AddresseePermanent link for this heading

To assign a new addressee to an incoming, do the following:

  1. In the Addressee field, click the “Add Row” button (plus icon).
  2. In the new line in the Contact field, click the “Create” button (plus icon).
  3. Select the object class to be created (for example, Contact Person or Organization) and click “Next”.
  4. Edit the metadata of the addressee and click “Next”.

Initialize Process on IncomingPermanent link for this heading

During recording of an incoming, a category is assigned to the incoming. For each category, a process can be defined that determines how the incoming is to be dealt with and who is responsible. The process is initialized once recording of an incoming has been completed.

Allocate a Unique Incoming NumberPermanent link for this heading

Fabasoft Folio allocates a unique number for documents. This document number is typically incorporated into the name of the document and is set up differently for Incomings and Outgoings.

The name of the document is made up as follows:
<Document number> - <Subject> - <Date>

Note: <Subject> is the subject of the document and <Date> is the document's generation date.

Register Incomings for Cases/RecordsPermanent link for this heading

Incomings can be registered to Cases or Records, in other words, assigned to them.

By Dragging-and-Dropping onto a Partner (Person or Organization)Permanent link for this heading

To register an incoming by dragging-and-dropping onto a partner (person or organization), do the following:

  1. In the detail view (on the right), locate the incoming to be registered.
  2. In the structure display (on the left), locate the person or organization to which the incoming is to be assigned.
    Note: If the person or organization is not yet available in the structure display, perform a search and store the object on the desktop.
  3. Drag the incoming by holding down the mouse button and drop it onto the person or organization.
    Note:
    • The object icon must be used to move an object using drag and drop.
    • The object can be stored not only on the person or organization using drag and drop, but also in the partner's list of cases.
  4. The incoming can be assigned to an existing or new record/case.
    To assign the incoming to an open record or case, click the “Take” button next to the relevant entry.
    To assign the incoming to a new record or case, click the “Create” button, select the object type to be created and click “Next”. Enter the metadata of the created object and click “Next”.
  5. To create an incoming using a template, click the category and then click one of the templates assigned to this category.
    To create an incoming using no template, click “Classes” and then click “Incoming”.
  6. Edit the metadata of the generated document if necessary, and click “Next”.
    Note: This step is omitted if the incoming is only moved.

By Dragging-and-Dropping onto a CasePermanent link for this heading

To register an incoming by dragging-and-dropping onto a case, do the following:

  1. In the detail view (on the right), locate the incoming to be registered.
  2. In the structure display (on the left), locate the case to which the incoming is to be assigned.
    Note: If the case is not yet available in the structure display, perform a search and store the object on the desktop.
  3. Drag the incoming by holding down the mouse button and drop it onto the case.
    Note:
    • The object icon must be used to move an object using drag and drop.
    • The object can be stored not only on the case using drag and drop, but also directly on the “Documents” tab of the case.
  4. To create an incoming using a template, click the category and then click one of the templates assigned to this category.
    To create an incoming using no template, click “Classes” and then click “Incoming”.
  5. Edit the metadata of the generated document if necessary, and click “Next”.
    Note: This step is omitted if the incoming is only moved.

The incoming will be stored on the “Documents” tab of the case.

By Dragging-and-Dropping onto a RecordPermanent link for this heading

To register an incoming by dragging-and-dropping onto a record, do the following:

  1. In the detail view (on the right), locate the incoming to be registered.
  2. In the structure display (on the left), locate the record to which the incoming is to be assigned.
    Note: If the record is not yet available in the structure display, perform a search and store the object on the desktop.
  3. Drag the incoming by holding down the mouse button and drop it onto the record.
    Note:
    • The object icon must be used to move an object using drag and drop.
    • The object can be stored not only on the record using drag and drop, but also directly on the “Documents” tab of the record.
  4. To create an incoming using a template, click the category and then click one of the templates assigned to this category.
    To create an incoming using no template, click “Classes” and then click “Incoming”.
  5. Edit the metadata of the generated document if necessary, and click “Next”.
    Note: This step is omitted if the incoming is only moved.

Managing Outgoings SpecificallyPermanent link for this heading

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

Create an OutgoingPermanent link for this heading

To create an outgoing explicitly, do the following:

  1. On the “Object” menu, click “New”.
  2. Select “Outgoing” and click “Next”.
  3. Edit the metadata of the outgoing.
    Note: In the Sender field (“Addressees” tab), the e-mail address has to be entered in the form arbitrary name <email@address.com>.
  4. Click “Next”.

To create an outgoing implicitly by dragging-and-dropping content onto a case, do the following:

  1. In the detail view (on the right), locate the content to be sent.
  2. In the structure display (on the left), locate the case to which the content is to be assigned.
    Note: If the case is not yet available in the structure display, perform a search and store the object on the desktop.
  3. Drag the content by holding down the mouse button and drop it onto the case.
    Note:
    • The object icon must be used to move an object using drag and drop.
    • The object can be stored not only on the case using drag and drop, but also directly on the “Documents” tab of the case.
  4. To use a template for the outgoing, click the category and then click one of the templates assigned to this category.
    To use no template for the outgoing, click “Classes” and then click “Outgoing”.
  5. Edit the metadata of the generated outgoing if necessary, and click “Next”.
    Note: The content will be automatically inserted in the Contents field of the outgoing.

Note: If an outgoing is created on the “Documents” tab of a case, the outgoing will be automatically registered to this case.

The unique number of an outgoing has the following format:
<Case number>/<Consecutive number>

Use of templates

Templates can be used both for implicitly and explicitly created outgoings. If a “Final Format” (for example, PDF) is specified for a template category of the relevant outgoing, the contents of the outgoing will be converted to this format in the course of sending. For this purpose, the third-party software products required to perform the conversion must be installed on the conversion server and ready for operation.

Define Mail Dispatch TypePermanent link for this heading

A differentiation is made between the mail processing types “Bulk mailing” and “Serial mailing”.

  • Bulk mail processing – personalized contents are not stored
    During dispatch/printing, a the outgoing object is stored for every addressee under “Communication”. However, no sending verifications with personalized contents are generated.
    The dispatch types “E-Mail Dispatch (Background)” and “Mail Merge” are possible.
  • Serial mail processing – personalized contents are stored
    During dispatch/printing, a sending verification is generated for every addressee and the respective sending verification is stored for every addressee under Communication.
    The dispatch type “E-Mail Dispatch (Interactive)” is possible.

To define the mail processing type of an outgoing, do the following:

  1. Right-click the outgoing, and then click “Properties”.
  2. Click the “Addressees” tab.
  3. In the Type of Dispatch drop-down list, select the desired mail processing type.
  4. Click “Next”.

Select Addressee for an OutgoingPermanent link for this heading

To assign an existing addressee to an outgoing in the course of the latter's generation, do the following:

  1. In the Addressee field, click the “Add Row” button (plus icon).
  2. In the new line in the Contact field, click the “Find” button.
  3. Select the object class you want to search by and click “Next”.
    Note: To search for all types of addressees, select the “Contact” entry.
  4. Enter the search criteria and click “Search Now”.
  5. Select the addressees you want to transfer over and click “Next”.

Note: In the Contact field, you can also perform a fast search.

To assign an existing addressee to an existing outgoing, open the outgoing in editing mode (“Properties”) and perform the specified steps on the “Addressees” tab.

Select Addressee List for an OutgoingPermanent link for this heading

In addition to (or instead of) individually listed addressees, an addressee list can also be assigned to an outgoing in the Addressee List property.

To select an Addressee List for an Outgoing, do the following:

  1. Right-click the outgoing, and then click “Properties”.
  2. Click the “Addressees” tab.
  3. In the Addressee List field, select an addressee list.
    • To perform a search, click the “Find” button.
    • To create an addressee list, click the “Create” button (plus icon). Edit the metadata of the addressee list and click “Next”.
  4. Click “Next”.

Note: The addressee lists are not re-generated in the course of the dispatch.

Define the Contents to be Sent for an OutgoingPermanent link for this heading

Contents to be assigned to the outgoing should be inserted into (uploaded into) the Contents field. In principle, any content can be inserted. However, personalized mailings (in which metadata is inserted) can only be carried out on the basis of the following file types:

  • HTML (static text replacement)
  • Microsoft Word (depending on the Word version: DocProperties, mail merge fields or custom XML tags)

To define the contents to be sent for an outgoing, do the following:

  1. Right-click the outgoing, and then click “Properties”.
  2. Select the Contents field.
  3. The contents can be defined in the following ways:
    By dragging the content to be sent (by holding down the mouse button) to the Contents field.
    By copying the content to the temporary cache (“Copy”) and clicking “Paste Shortcut”.
    By searching for existing content using the “Find” button.
    By creating content using the “New” button.
  4. Click “Next”.

Send an Outgoing via SMTPPermanent link for this heading

An outgoing can be sent on the server side via SMTP. Personalized e-mails are generated for all addressees on the server side and sent as SMTP without further user interaction. The main content and additional content are personalized for each addressee, provided the respective content is static text, HTML or a Microsoft Word document. The main content is used as the e-mail body provided that it can be converted to HTML or plain text. PDF Objects, Mail Objects or TIFF Objects are never personalized and are always transferred as an attachment. The subject of the outgoing is used as the subject of the e-mail.

Note: This dispatch type is available for outgoings with the mail processing type “E-Mail Dispatch (Background)”.

To send an outgoing via SMTP, do the following:

  1. Locate the outgoing you want to send via SMTP.
  2. Right-click the outgoing, and then click “E-Mail Dispatch (Background)”.

E-mails will be generated and sent automatically.

Test Send an Outgoing via SMTPPermanent link for this heading

An outgoing destined for bulk mailing via SMTP on the server can be tested using the “E-Mail Test Dispatch” menu command. In the course of the test send, e-mails will be generated and personalized for a defined number of recipients of the outgoing e-mail. However, these e-mails are sent to specially defined test recipients. In this way, the send result can be tested using just a few test recipients.

Note: “E-Mail Test Dispatch” is available for outgoings with the mail processing type “E-Mail Dispatch (Background)”.

To test send an outgoing destined for dispatch via SMTP, do the following:

  1. Right-click the outgoing, and then click “E-Mail Test Dispatch”.
  2. Define the Settings for Test Dispatch:
    In the Recipients field, type e-mail addresses to which the test e-mails are to be sent.
    In the Limit field, enter how many e-mails are to be generated and personalized for test purposes. The data for personalizing the e-mails will be taken from the actual recipients; however, the e-mails will only be sent to the specified test recipients, not to the recipients defined in the outgoing.
  3. Click “Next”.
  4. Send progress and send statistics are displayed in a dialog window. Once the send has been completed, click the “Next” button.
  5. Call up the e-mails for the specified test recipients and check whether they arrived successfully and whether they can be sent this way to the actual recipients.

Create Personalized Fair CopiesPermanent link for this heading

Each personalized fair copy will be stored both for the outgoing on the “Transmission Log” tab in the Sending Verifications field and for the respective contact on the “Journal” tab in the Communication field. Fair copies are allocated the status “Not yet sent”.

To create personalized fair copies, do the following:

  1. Locate the outgoing for which personalized fair copies are to be created.
  2. Right-click the outgoing, and then click “Create Fair Copies”.

Send an Outgoing as Mail MergePermanent link for this heading

An outgoing can be sent as mail merge to several addressees. As using “E-Mail Dispatch (Background)” the primary content and other convertible contents are personalized for all addressees and converted to the PDF format. The created PDF files are appended and saved in an object as content for mail merge in the outgoing.

Managing Fair CopiesPermanent link for this heading

A fair copy is an outgoing that has been made for one addressee and prepared for dispatch.

Display a Fair Copy (Overview)Permanent link for this heading

Fair copies, just like other documents, can be displayed in an overview.

Send a Fair Copy via Microsoft Outlook (Interactive)Permanent link for this heading

A fair copy can be opened as an e-mail in the local e-mail client. The recipient's details are completed in accordance with the e-mail address of the addressee. The e-mail is pre-filled with the content of the Message field of the outgoing, and the Contents of the outgoing are included as attachments. Dispatch via e-mail takes place within the functions of the integrated e-mail systems.

To send a fair copy via Microsoft Outlook (interactively), do the following:

  1. Locate the fair copy you want to send.
  2. Right-click the fair copy, and then click “E-Mail Dispatch (Interactive)”.
    From the data of the fair copy, automatically an e-mail is created and opened with Microsoft Outlook.
  3. Click “Send” to send the e-mail.

Managing CasesPermanent link for this heading

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

Create a New CasePermanent link for this heading

To create a new Case, do the following:

  1. On the “Object” menu, click “New”.
  2. Select “Case” and click “Next”.
    Note: If a template has already been created, you have the option to select a template.
  3. Edit the metadata of the case and click “Next”.

Note:

  • If a case is not (yet) registered, its unique number is made up as follows:
    <Short Form>/<Year>/<Consecutive number>
    If a case is registered for a record, its unique number is made up differently (the former unique number is added to the number history):
    <Unique number of the record>/<Consecutive number>
  • The case name is generated as follows:
    <Unique number of the case> - <Subject>
  • The Short Form will be transferred over from the Category.

Edit a CasePermanent link for this heading

To edit a Case, do the following:

  1. Right-click the case, and then click “Properties”.
  2. Edit the metadata of the case and click “Next”.

For a case already created, the following metadata is available:

  • Name
    In this field, you specify the name of the case.
  • Subject
    In this field, you can enter a subject for the case.
  • Number/Category/Year
    This field displays the unique number, the category and the year of the case.
  • Terms
    In this field, you can assign Terms (keywords) to the case.
  • Addressees
    In this field, you can specify the addressees of the case (Contact Persons/Organizations).
  • Record
    Using this drop-down list, you can assign (register) the case to a Record.
    Note: If a case is registered to a Record, the name of the case will change.
  • Person
    The case can be assigned to a person.
  • Organization
    The case can be assigned to an organization.

Create Relationships Between CasesPermanent link for this heading

Relationships between individual cases and relationships between cases and records can be established.

To create relationships between Cases, do the following:

  1. Locate the case for which you want to specify a reference.
  2. Right-click the case, and then click “Properties”.
  3. Click the “Remarks” tab.
  4. The references can be defined in the following ways in the References field:
    • By dragging the case/record into this field.
    • By copying the case/record to the temporary cache (“Copy”) and clicking “Paste Shortcut”.
    • By searching for a case/record using the “Find” button.

Re-register a CasePermanent link for this heading

A Case already registered to a Record can be re-registered, i.e., assigned to a different Record. The name of the case will change with the new assignment, and the previous name noted in the case's re-registration history.

To re-register a Case, do the following:

  1. In the structure display (on the left), locate the record from which the case is to be removed.
  2. Click the record to display the business objects it contains in the detail view (on the right).
  3. Locate the case you want to re-register.
  4. Right-click the case, and then click “Cut”.
  5. In the structure display, locate the record for which the case is to be (re-)registered.
  6. Click the record to display the business objects it contains in the detail view.
  7. On the “Clipboard” menu, click “Paste Shortcut”.
    Note: The case will be automatically removed from the original record.

Note: Another way to re-record the case is to use the drag and drop feature.

Cancel a CasePermanent link for this heading

The effects of cancelling a case are as follows:

  • The record flow of the case will be interrupted; no more activities for this case will be displayed in the job listings of the respective user.
  • The cancellation is passed on to the documents of the case.
  • The business number remains allocated.

The procedure for cancelling a case is the same as for any other business object (“Set State to” > “Canceled” context menu command).

Revoke Cancellation of a CasePermanent link for this heading

If the cancellation of a case is revoked, the record flow of the case will be resumed, i.e., the user assigned an activity before cancellation of the case will once again be assigned this activity after the cancellation has been revoked. The revocation of the cancellation is passed on to the documents of the case.

To revoke the cancellation of a case, the status must be set to “In Process” again.

Close a CasePermanent link for this heading

To close a Case, proceed the same as for any other business object (“Set State to” > “Closed” context menu command).

Version a CasePermanent link for this heading

To version a Case, do the following:

  1. Select the case the current version of which you want to store.
  2. On the “Versions” menu, click “Save Version”.
  3. Enter a Description of version to be saved and click “Next”.

Note: When a case is versioned, the documents assigned to it are not likewise versioned.

Lend/Take Back a CasePermanent link for this heading

To lend a Case, do the following:

  1. Locate the case you want to lend.
  2. On the “Tools” menu, click “Signatures” > “Lend”.
  3. Enter your password to authorize the signature.
  4. In the Remark field type borrow data (e.g. who borrows, how long and why) and click “Next”.

To take back a case, do the following:

  1. Locate the case you want to take back.
  2. On the “Tools” menu, click “Signatures” > “Take back”.
  3. Enter your login password to authorize the signature and click “Next”.

Note: The lending and taking back of cases is recorded on the “History” tab of the cases.

Managing RecordsPermanent link for this heading

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

Create a New RecordPermanent link for this heading

To create a new Record, do the following:

  1. On the “Object” menu, click “New”.
  2. Select “Record” and click “Next”.
    Note: If a template has already been created, you have the option to select a template.
  3. Edit the metadata of the record and click “Next”.

Upon confirmation of the entries, the unique number and name of the record will be generated.

Note:

  • The unique number of the record is made up as follows:
    <Short Form>/<Year>/<Consecutive number>
  • The name of the record is generated as follows:
    <Unique number of the record> - <Subject>
  • The Short Form will be transferred over from the Category.

Edit a RecordPermanent link for this heading

To edit a Record, do the following:

  1. Right-click the record, and then click “Edit Properties”.
  2. Edit the metadata of the record and click “Next”.

For a record already created, the following metadata is available:

  • Name
    In this field, you specify the name of the record.
  • Subject
    In this field, you can enter a subject for the record.
  • Number/Category/Year
    This field displays the unique number, the category and the year of the record.
  • Addressees
    In this field, you can specify the addressees of the case (Contact Persons/Organizations).
  • Person
    The record can be assigned to a person.
  • Organization
    The record can be assigned to an organization.

Note: The category (which controls the record's assignment to a short form, as well as the standard process or process responsibility) cannot be changed using “Edit Properties”.

Define Relationships Between Records and Other Business ObjectsPermanent link for this heading

Records have a References object list, in which other business objects can be stored. If a different Record or Case is entered under References, a cross reference is created there. Similarly, this cross-reference relationship will be cancelled if a Record or Case is removed from References.

To define relationships between Records and other business objects, do the following:

  1. In the structure display (on the left), locate the record for which you want to specify a reference.
  2. Right-click the record, and then click “Properties”.
  3. Click the “Remarks” tab.
  4. The references can be defined in the following ways in the References field:
    • By dragging the business object into the References field
    • By copying the business object to the temporary cache (“Copy”) and clicking “Paste Shortcut”.
    • By searching for a business object using the “Find” button.

Note: The References property is used for storing informal business objects. These objects are not assigned exclusively to the record, do not change the document status, are not located in the permissions context and are not versioned together with the record.

Cancel a RecordPermanent link for this heading

The effects of cancelling a record are as follows:

  • The record flow of the record will be interrupted; no more activities for this record are displayed in the job listings of the respective user.
  • The cancellation is passed on to the documents or cases of the record.
  • The business number remains allocated.

The procedure for cancelling a record is the same as for any other business object (“Set State to” > “Canceled” context menu command).

Revoke Cancellation of a RecordPermanent link for this heading

If the cancellation of a record is revoked, the record flow of the record will be resumed, i.e., the user assigned an activity before cancellation of the record will once again be assigned this activity after the cancellation has been revoked. The revocation of the cancellation is passed on to the documents or cases of the record.

To revoke the cancellation of a record, the status must be set to “In Process” again.

Close a RecordPermanent link for this heading

If a record is closed and there are cases in the record that are not yet closed, a relevant message appears. If the closure of the record is resumed, an automatic attempt will be made to close all cases in the record. If this attempt fails in respect of one of the cases or the user cancels the process, the entire transaction will be cancelled.

To close a Record, proceed the same as for any other business object (“Set State to” > “Closed” context menu command).

Version a RecordPermanent link for this heading

To version a Record, do the following:

  1. Select the record the current version of which you want to store.
  2. On the “Versions” menu, click “Save Version”.
  3. Enter a Description of version to be saved and click “Next”.

Lend/Take Back a RecordPermanent link for this heading

To lend a Record, do the following:

  1. Locate the record you want to lend.
  2. On the “Tools” menu, click “Signatures” > “Lend”.
  3. Enter your password to authorize the signature.
  4. In the Remark field type borrow data (e.g. who borrows, how long and why) and click “Next”.

To take back a Record, do the following:

  1. Locate the record you want to take back.
  2. On the “Tools” menu, click “Signatures” > “Take back”.
  3. Enter your password to authorize the signature and click “Next”.

Note: The lending and taking back of a record is recorded on the “History” tab of the record.

Structure a Record or CasePermanent link for this heading

Records and Cases can be structured using folders. These folders can contain business objects or further folders.

To structure a Record or Case, do the following:

  1. In the structure display (on the left), locate the record or case whose documents you want to structure.
  2. Click the record or case so that the business objects it contains are displayed in the detail view (on the right).
  3. Click “New”.
  4. Select “Folder”, enter a name for the folder (for example, “Enquiries”, “Applications” or “Outgoings”) and click “Next”.
  5. Select all business objects you want to move to this folder.
  6. Drag the business objects by holding down the mouse button and drop them onto the created folder.
    Note: The object icon must be used to move an object using drag and drop.
  7. Repeat steps 3 to 7 for all business objects and folders that you want to move into one folder.

Incoming InvoicePermanent link for this heading

For recording incoming invoices Fabasoft Folio offers an own object class.

To create an Incoming Invoice, perform the following steps:

  1. On the “Object” menu, click “New”.
  2. Select “Incoming Invoice” and click “Next”.
  3. Edit the metadata of the incoming invoice (for example, Invoice Number and Creditor) and click “Next”.

Approval Process for Incoming InvoicesPermanent link for this heading

The following activities are delivered for the approval process for incoming invoices. These activities are only available with appropriate project-specific configuration.

  • Formal Check of Invoice
  • Send Invoice Back
  • Book Invoice
  • Approve Invoice
  • Finalize Invoice

Delivery NotePermanent link for this heading

For recording delivery notes Fabasoft Folio offers an own object class.

To create a Delivery Note, perform the following steps:

  1. On the “Object” menu, click “New”.
  2. Select “Delivery Invoice” and click “Next”.
  3. Edit the metadata of the delivery invoice (for example, Delivery Note ID and Date of Receipt) and click “Next”.

ContractPermanent link for this heading

The object class Contract offers the possibility to represent contracts in an electronic way.

To create a new contract, perform the following steps:

  1. On the “Object” menu, click “New”.
  2. Select “Incoming Invoice” and click “Next”.
  3. Edit the metadata of the contract and click “Next”.

On the “Contract” tab the following properties are available:

  • Name
    In this field the name or title of the object is typed. This value is composed as follows:
    <Number> - <Short Description>
  • Record
    In this field the Record is defined to which the contract is assigned.
  • Short Description
    In this field notes, keywords and other statements about the contract can be typed.
    Note: The Short Descriptions becomes part of the object name.
  • Number/Contract Type/Year
    In this field the number, the contract type and the year is displayed.
    Note: The contract type cannot be changed later.
  • Own Organization
    In this field the own organization can be selected.
  • Contracting Party
    In this field the contracting party has to be selected. Organizations, persons or employees can be selected.
  • Object of Agreement
    In this field the object of agreement can be defined. The product and its version can be selected as well as the amount and the price per unit.
  • Contract Value (Own Currency)
    In this field the contract value can be defined in the own currency.
  • Contract Value
    In this field the contract value can be defined in a foreign currency.
  • Date of Contract
    In this field the date, on which the contract has been signed, can be defined.
  • Termination
    In this field the date, on which the contract has been canceled or the contract will expire, can be defined.
  • Valid From
    This field contains the date, the object is valid from.
  • Valid Until
    This field contains the date, the object is valid from.
  • Contract Identifier
    In this field the contract identifier is displayed. It is an automatically generated, unique number and cannot be changed.
  • ERP Identification
    In this field the ERP Identification can be entered.
  • Comment
    In this field a comment concerning the contract can be typed.
  • Contact Persons
    In this field the contact persons of the contracting party can be defined. Only persons belonging to the contracting party can be selected.
  • Terms
    In this field terms can be assigned to the contract as key words.
  • Addressees
    In this field contacts (people and organizations) belonging to this contract can be defined including their contact data.

On the “Periods” tab the following fields are available:

  • Minimum Duration to
    Until this date, the contract has to run. This value is calculated automatically. This is the earliest cancelation date.
  • Cancelation in Due Time Until
    In this field the date, on which the cancelation has to be made, to comply with the next cancelation appointed date, is defined.
    For example: If a contract should be terminated with September 30, 2009 and a cancelation period of three months has to be met, the cancelation has to be made on June, 30 2009. This value is newly calculated when changing the cancelation appointed date or the cancelation period.
  • Cancelation Appointed Date
    In this field the date, to which the next cancelation can be made is defined.
    For example: An employment status can be canceled on the last day of a month. If you want to terminate in the middle of the month, you have to wait for the last day of the month (the cancelation appointed date).
  • Automatic Prolongation
    The Cancelation Appointed Date is delayed about this time period, if the date for the cancelation in due time or the appointed date of the cancelation is exceeded.
    For example: The Automatic Prolongation is two years. A contract ends on December, 31 2009. In case of a cancelation period of three months, a cancelation in due time has to be made until September, 30 2009. If this date has been passed over, the contract is extended until December, 31 2011 and the date for the cancelation in due time is automatically set to September, 30 2011.
  • Cancelation Period
    In this field the time period between the cancelation date and the termination of the contract can be defined.

Legal HoldPermanent link for this heading

A legal hold allows you to preserve all relevant objects when litigation is reasonably anticipated.

Usually, a legal hold is issued a result of current or anticipated litigation, audit, government investigation or other such matter to avoid evidence spoliation.

Objects on legal hold cannot be deleted until the legal hold is lifted again.

Creating a Legal HoldPermanent link for this heading

Legal holds can only be created by specially authorized users.

To create a legal hold, perform the following steps:

  1. On the “Object” menu click “New”.
  2. Select “Legal Hold” and click “Next”.
  3. Enter a name for the new object.
  4. Edit the properties of the new legal hold object.
  5. In the "Objects for Legal Hold" property, specify the objects to be put on legal hold.
    Note: The legal hold will not become active until applied to the objects by selecting "Apply Legal Hold" from the context menu.
  6. The "Objects changed after" and "Objects changed before" properties allow you to restrict the legal hold to objects that have been changed within the specified timeframe.
  7. Click "Next" to save your changes.

Applying a Legal HoldPermanent link for this heading

To apply a legal hold, perform the following steps:

  1. Select "Apply Legal Hold" from the context menu of the legal hold object to apply the legal hold to the objects specified in the "Objects for Legal Hold" property. A dialog box showing the current progress will be displayed when applying the legal hold.

The legal hold will be propagated to dependent objects based on the propagation settings defined in the active "Configuration for Legal Hold".

Objects that could not be put on legal hold due to an error (e.g. because of locking issues) will be stored in the "Pending (Apply)" property displayed on the "Pending" tab. Select "Roll Forward" from the context menu to retry applying the legal hold to these objects.

Once an object is put on legal hold, it cannot be deleted anymore.

The active legal holds for an object are displayed in the Legal Holds field on the "Retention" tab.

Removing a Legal HoldPermanent link for this heading

Note: Only the "Compliance Administrator" is allowed to remove legal holds.

  1. Select "Remove Legal Hold" from the context menu of the legal hold object to remove the legal hold from the objects it was applied to. A dialog box showing the current progress will be displayed when removing the legal hold.

The legal hold will be removed from all objects it was applied to. The objects defined in the "Objects for Legal Hold" property are ignored.

If the legal hold could not be removed from an object due to an error (e.g. because of locking issues), the object will be added to the "Pending (Remove)" property displayed on the "Pending" form page. Select "Roll Forward" from the context menu to retry removing the legal hold from these objects.