2017 R1 Update Rollup 1

Enterprise Document ManagementPermanent link for this heading

Creating and Deleting ObjectsPermanent link for this heading

Creating an ObjectPermanent link for this heading

To create a new object (e.g. a Folder or an Excel Object), perform the following steps:

  1. Select the object list, into which you want to insert the object. Select a folder for example.
  2. On the “Object” menu, click “New”.
  3. Select the object type. The following possibilities are available:
    • Filter: On the left pane a filter box is available that allows a restriction of choice based on the name of the object type or template. If the filter term is contained in the name of a category, all object types and templates in this category are displayed.
    • Favorites: To select a favorite, select “Favorites” on the left side and select the desired object or template on the right side.
    • All: To make all object types and templates available, select “All” on the left side and select the desired entry on the right side.
    • Categories: Object types and templates may be assigned to a category.
  4. Depending on the selected object type metadata can either be entered immediately or after clicking “Next”. Some object types do not allow entering metadata in the creating dialog.
  5. Click “Next” to create an object of the selected object type or template.

The created object is now available in the object list in which the process has been started.

Note:

  • When opening the create dialog the category is selected by default that was lastly used for the property in which the object should be created.
  • You can change between the list view and card view with the “Show Details” and “Show Card View” button.
  • The create dialog can be used exclusively with the keyboard. Type a search term and press “Enter” to switch to the right pane. Use the arrow keys to select the desired object type and click “Enter” to create the object.
  • With the tab key you can switch between the three areas.

Deleting an ObjectPermanent link for this heading

Objects are deleted by clicking “Delete”. If there is no Wastebasket available, the object is deleted irretrievably. You can only use this command if you have the permission to “Delete” the object.

To delete an object, perform the following steps:

  1. Select the object, which should be deleted.
  2. On the “Object” menu, click “Delete”.
  3. If you have the appropriate permissions to delete the object, a security dialog is displayed. Click “Yes” to confirm, that the object should be deleted.
    If you do not have the necessary permissions, an error message appears.

If a Wastebasket exists, the object is not deleted directly. It is first put into the wastebasket. From there it can be definitely deleted (by authorized persons) or restored.

Note:

  • Some object classes like Files, Settlements, etc. are protected. It is not possible to delete them for traceability reason.
  • If you delete an object be aware of the fact that the object is maybe still needed by other persons. After deleting it, the object is not available to other users any more.

Using the WastebasketPermanent link for this heading

If you delete an object (“Delete” command), the object gets deleted irrepealably, if no Wastebasket is available. Otherwise the object is moved into the wastebasket. An object, which is put into the wastebasket, can be re-established by users with the appropriate permissions as long as the wastebasket has not been emptied.

Wastebasket

A Wastebasket is available to a user in his user environment (depending on the system configuration).

Global Wastebasket

A Global Wastebasket is available for a Fabasoft Folio domain or a Fabasoft Folio client domain (depending on the system configuration).

Example:

  • If you delete an object and no wastebasket/global wastebasket is available, this notification is displayed: “Are you sure you want to delete object “<Name>“?”. If you click “Yes”, the object is deleted irrepealably.
  • If a Wastebasket is available, this notification is displayed: “Are you sure you want to send object “<Name>” to the wastebasket?”. If you click “Yes”, the object is moved into the wastebasket. The object can be re-established as long as the Wastebasket has not been emptied.
  • If a Global Wastebasket is available, this notification is displayed: “Are you sure you want to send object “<Name>“ to the global wastebasket?”. If you click “Yes”, the object is moved into the global wastebasket. The object can be re-established as long as the Global Wastebasket has not been emptied.

Emptying the WastebasketPermanent link for this heading

Objects in the wastebasket or the global wastebasket can be deleted definitively in the wastebasket or global wastebasket by authorized users (e.g. administrators). Therefore, the wastebasket or global wastebasket has to be emptied.

Wastebasket

To empty a wastebasket, perform the following steps:

  1. Select the wastebasket in the tree view or open the property editor of the wastebasket.
  2. On the “Wastebasket” menu, click “Empty Wastebasket”.
  3. A notification is displayed. Click “Yes” to confirm the deletion of all objects.

All objects in the wastebasket are deleted irrepealably.

Global wastebasket

To empty a global wastebasket, the desired day has to be selected in the hierarchy of the wastebasket. The content of this day can be deleted irrepealably by clicking “Delete”.

Restoring an Object from the WastebasketPermanent link for this heading

Objects in the wastebasket or the global wastebasket can be restored by authorized users (e.g. administrators). Therefore, perform the following steps:

  1. Select the (global) wastebasket in the tree or open the property editor of the wastebasket.
  2. Select the object, which should be restored.
  3. On the “Wastebasket” menu, click “Restore”.

For the global wastebasket following applies:

The restored object is stored directly on your desk.

For the wastebasket following applies:

The restored object will be stored in the original folder. If the original folder no longer exists, the object is stored directly on the desk. The entries for the ACL Object and Referenced Object are restored, too. If the global waste basket defines an ACL for Objects Restored From Global Wastebasket, this ACL is used for restored objects.

Copying and Dragging ObjectsPermanent link for this heading

Copying an ObjectPermanent link for this heading

To copy an object to the clipboard, perform the following steps:

  1. Select the object, which should be copied.
  2. On the “Clipboard” menu, click “Copy”.

The selected object is copied into the clipboard and can be inserted as an original or a duplicate (see chapter “Pasting a Duplicate” and “Pasting a”).

Pasting a DuplicatePermanent link for this heading

The “Paste Duplicate” command inserts copies of the objects from the clipboard. That means, that objects are newly created, which are independent from the original objects.

To insert an object from the clipboard as a copy, perform the following steps:

  1. Copy the object to the clipboard (e.g. on the “Clipboard” menu, click “Copy”).
  2. Select the field where you want to insert the copied object.
  3. On the “Clipboard” menu, click “Paste Duplicate”.

The object from the clipboard is inserted as a copy. The object name is extended by the “(Copy)” suffix.

Note: Entries of some fields (e.g. Change Access) are not copied by default.

Pasting a ShortcutPermanent link for this heading

To paste a shortcut, perform the following steps:

  1. Copy the object into the clipboard (e.g. on the “Clipboard” menu, click “Copy”).
  2. Select the field, where you want to paste the shortcut.
  3. On the “Clipboard” menu, click “Paste Shortcut”.

The object from the clipboard is pasted as shortcut.

Note: The “Paste Shortcut” command inserts a link to the object. There are no new objects created.

Cutting/Dragging an ObjectPermanent link for this heading

To remove an object from an object list and insert it into another field again, perform the following steps:

  1. Select the object, which should be cut.
  2. On the “Clipboard” menu, click “Cut”.
  3. The selected object is removed from the current object list and copied into the clipboard.
  4. Select the desired object list. On the “Clipboard” menu, click “Paste Shortcut” to insert the object.
    Note: In different object lists (e.g. Folder) different types of objects are allowed. Not every object can be inserted into every object list.

The object of the clipboard is inserted into the current object list.

Duplicating an ObjectPermanent link for this heading

If an object is duplicated, a new object is created, which takes over the properties of the original object. Since an object is created newly by duplicating, it has e.g. another object name (you can change this arbitrarily), another creation date and another object address. To duplicate an object, perform the following steps:

  1. Select the object, which should be duplicated.
  2. On the “Clipboard” menu, click “Duplicate”.

The selected object is duplicated. By default the object name is extended by the “(Copy)” suffix.

Note: Entries of some fields (e.g. Change Access) are not copied by default.

Removing an ObjectPermanent link for this heading

To remove an object, perform the following steps:

  1. Select the object, which should be removed.
  2. On the “Object” menu, click “Remove”.

The selected object is removed from the current object list.

Note: A removed object can be added again to an object list via a search. In case of losing access rights when removing an object, a security query has to be confirmed.

Locating the Object PositionPermanent link for this heading

To identify all locations of a certain object, on the “Tools” menu the “Locate Object” command is available.

Note: This command can be helpful if you search for a certain document and you want to determine other objects, which are also relevant.

To identify the location of an object, perform the following steps:

  1. Select the object to identify its location.
  2. On the “Tools” menu, click “Locate Object”.

A window is opened, in which an overview of the objects containing the specified object, is displayed.

The folders that contain the object (including the folder hierarchy) are displayed in the tree view. Documents with the same content can be found on the corresponding tab.

Note: If you do not have read permissions for the object that contains the specified object, an entry is displayed with the name “Access denied (Owner: <user name>)”.

Displaying and Editing ObjectsPermanent link for this heading

Working Together with ObjectsPermanent link for this heading

Fabasoft Folio objects are available for multiple users at the same time. If one user opens an object in edit mode, the object is locked for editing for other users, so an object cannot be edited from multiple users at the same time. If another user tries to edit the object, the following dialog informs him about the lock:

If an object, which you want to open, is locked by another user, you can open it in read mode. The properties of the object cannot be edited in this mode.

Object locks avoid that modifications of multiple users overwrite each other. If edit mode is not finished correctly (e.g. by closing the window), the object lock is cancelled after eight minutes (after the object is opened again in edit mode).

Note: Objects, which are only opened in read mode, are not locked for editing.

Opening the Property EditorPermanent link for this heading

The property editor displays the properties of objects. The property editor can be opened via the “Object” menu or the context menu of the object.

Note: According to the Read Properties by Default property of the user settings, an object is opened in read mode or edit mode. When opening an object in read mode, click “Edit” to switch into the edit mode.

Via the “Object” menu

  1. Select the object, which should be displayed in the property editor.
  2. On the “Object” menu, click “Properties”.

Via the context menu

  1. Right-click the object, which should be displayed and then click “Properties”

Note:

  • If an object is opened in edit mode, it is locked for other users. Running transactions are indicated by the animated grey symbol with two arrows.
  • The overlay can be opened with the arrow button in a new window. Thus, the user interface hidden by the overlay can be accessed, for example, to search for necessary data.

Property Editor ButtonsPermanent link for this heading

Edit mode

By default the following buttons are available if you open the property editor in edit mode:

  • “Cancel”
    Click “Cancel” to abort the editing process. Modifications, which have not been applied, are not saved.
  • “Apply”
    Click “Apply” to save modifications. The property editor is still opened for further editing. This functionality is used to buffer modifications.
  • “Next”
    Click “Next” to close the property editor.

Read mode

If you open the property editor in read mode, the following buttons are available:

  • “Cancel”
    Click “Cancel” to quit the property editor.
  • “Edit”
    Click “Edit” to switch to edit mode. If you have the necessary permissions and the object is not edited by another user, the object is opened in edit mode.
  • “Next”
    Click “Next” to save the modifications and to close the property editor.

Property Editor FieldsPermanent link for this heading

In the edit mode of the property editor you can edit the properties of an object, for which you have the appropriate permissions. If you work in read mode, you can switch to edit mode by clicking “Edit”. In edit mode the presentation of the fields indicates whether the field must, may, or cannot be edited.

Presentation of the fields

  • Mandatory fields
    The description text of fields, which have to be completed, is displayed in bold letter. Additionally a red starlet indicates a mandatory field.
  • Optional fields
    The description text of fields, which may be completed is displayed in normal letter.
  • Not editable fields
    Fields, which cannot be edited, have no field and no list.

Types of PropertiesPermanent link for this heading

The following overview describes the most important property types and how to edit them in the property editor:

  • String properties
    String properties are fields which can contain strings. Depending on the configuration up to 254 characters can be typed.

    Strings can also be typed in text fields. Strings in text fields can contain more than 254 characters.
  • Date and time properties
    Date and time properties can store dates and times. Dates are typed in the format dd.mm.yyyy. Time specifications are typed in the format hh:mm:ss.
    Note: By default time specifications are stored in the database in UTC time (Universal Time Coordinated). UTC time is the time at the zero meridian (Greenwich time). The conversion to local time is performed automatically by the system.

    You can enter the current date and time via the F6 key. Via the context menu in the field different (pre-configured) periods of time can be selected. An example for such a time period is “Now”.
    Date specifications can be typed or entered via the “Calendar” button. Click “Calendar” and select the desired date.

    Via the arrow buttons you can switch a month back and forward or a year back and forward. Via the “Close” button you can close the calendar. No date is applied.
  • Boolean property
    A Boolean property is a property of which the value can be “Yes” or “No”. Examples for this property type are:
    • Specification of a status, which can be Yes or No.
    • Selecting objects within a list field.
      By clicking the desired object it is selected.
  • Content property
    Objects can store files of the file system as a property value. These contents are stored in content properties.
    Content properties in the property editor are edited this way:
    • If you want to open the document stored in the content property, in the appropriate application, click “Read”. The content is displayed in read mode.
    • If you want to overwrite an existing content of a document by another content of a document in your file system, click “Browse”. Select the document you want to save as new content. The path to this document is displayed in the Content field. If you click “Apply” or “Next”, the document is saved as content of the object.
    • Via the “Download” button you can download the content of a document to the file system.
    • If you click “Remove entry” , the content is deleted. Please note: You are not prompted to confirm the deletion!
  • Enumeration property
    An enumeration property is displayed as a drop-down list in the property editor. The property value can be chosen from an amount of pre-defined values.

    Note: To open the drop-down list you can click the button with the downward pointing arrow or you can click directly into the field. Then you can select the desired entry from the list.
    It is helpful to press the first letter(s) of the entry you want to select. Thereby the appropriate entry is selected and can be entered via the Enter key.
  • Object pointer property
    Concerning the appearance object pointer properties are comparable to enumeration properties. But there is one fundamental difference. In an enumeration property you can only select pre-defined entries. In an object pointer property it is possible to reference objects from the Fabasoft Folio domain. It is easy to create connections between singular objects via object pointer properties.

    The values of the property are acquired dynamically.

    If you do not find the desired object in the list, you can click “Find” to perform a search.

    You can create a new object by clicking “Create”.
    Quick search
    If you press the Ins key, you can perform a quick search. Type the first letters of the desired object and press the Enter key. All found objects, which comply with your criteria, are displayed in the drop-down list.


    An object pointer property can also be displayed as a list, thus it is possible to reference many objects in a list.
    Example: An example is the desk. The electronic desk is nothing else than an object pointer property, which is displayed as a list and in which objects are referenced.
  • Compound property
    Using lists and compound properties complex properties can be created. Multiple simple properties can be combined and displayed in one line.

    To manage compound properties the toolbar is available.

    Via this toolbar you can create a new line in the list, delete, copy and insert lines.
    Clicking “Open Detail” the line with the properties is displayed in a new window.

Editing Properties DirectlyPermanent link for this heading

To edit the displayed properties of an object directly, perform the following steps:

  1. Select the value you want to edit.
  2. Click the value or press "F2". Thus the field can be edited.
  3. To finish the process, press Enter or click outside the edited field.

Note: Properties can displayed by adding columns (see chapter Modifying Column Settings").

Display PropertiesPermanent link for this heading

To display the properties of an object, perform the following steps:

  1. Select the object, of which you want to edit the properties.
  2. On the “Object” menu, click “Properties”.
  3. In the property editor the object is opened.

Note: According to the user settings the object is opened in read mode or edit mode. To switch into the edit mode, click “Edit”.

View as PDFPermanent link for this heading

Objects can be viewed as PDF document, whereby the content depends on the type of object.

  • For documents the document itself is shown,
  • for business objects the contained documents are shown,
  • for Teamrooms, folders and ZIP files a table of contents is shown
  • and for other objects the metadata is shown.

To view an object as PDF, perform the following steps:

  1. Select the desired object.
  2. On the “Object” menu, click “View as PDF”.

Editing Common PropertiesPermanent link for this heading

If you want to assign the same property value to divers objects simultaneously, click “Edit Common Properties”. Therefore, the desired value has to be defined only once and it is applied to all selected objects. To edit the common properties of two or more objects, perform the following steps:

  1. Select the objects, of which the common properties should be edited.
  2. On the “Object” menu, click “Edit Common Properties”.
  3. The property editor displays the common properties of the objects. Edit the properties, which should have the same value for all selected objects and click “Next”.
  4. To save the changes, click “Next” in the security dialog. Thereby you confirm that your modifications for the selected objects and properties should be applied.

Now, the edited properties have the same value in all selected objects.

Comparing PropertiesPermanent link for this heading

There is the possibility to get the differences of multiple selected objects displayed by clicking “Show Differing Properties”. Thereby the object properties containing differing values are displayed in a list field.

To display the properties, which are differing at multiple objects, perform the following steps:

  1. Select the objects, of which the properties should be compared.
  2. On the “Object” menu, click “Show Differing Properties”.
  3. The properties, which are differing at the selected objects, are displayed.
  4. Click “Next” to close the view.

Renaming an ObjectPermanent link for this heading

To rename an object, perform the following steps:

  1. Select the object, which should be renamed.
  2. On the “Object” menu, click “Rename”.
  3. Type a new name for the object and click “Next”.

The object has been renamed.

Opening an ObjectPermanent link for this heading

To open an object, you have three possibilities:

  • Open directly
    Double-click the object.
  • Open via the context menu
    Right-click the object, and then click “Edit”.
  • Open via menu
    Select the object. On the “Object” menu, click “Open”.

Depending on the object class of the object, a third-party product is opened, an object list is displayed or the property editor is opened:

  • Document
    If you open a document, the primary content of this object is opened with the appropriate application (third-party product). If you open for example a Word Object, the primary content is opened with Microsoft Word.
  • Basic Object
    Basic objects are objects which contain neither an object list nor a primary content. If you open an object of this object class, the property editor is opened. In the property editor the properties of the objects are displayed. For further information see chapter “Property Editor Buttons” and “Property Editor Fields”.

Reading a DocumentPermanent link for this heading

To open a Document in read mode, select the desired object. Right-click the object to open the context menu and then click “Read”. If you open a Document in read mode, the content is opened with the appropriate application and cannot be edited.

Note: The “Read” command is not available for objects which are based on the Object Class for Objects with Object List and Basic Objects object classes .For these objects the command is inactive (grey).

Showing New EventsPermanent link for this heading

In order to be able to follow changes over time of objects, an own overview of the history is available that can be viewed from different angles.

To view events, perform the following steps:

  1. Navigate to the desired object and select it.
  2. On the “Tools” menu, click “Show New Events”.

An overview of the recent events is displayed. The “Timeline” tab visualizes the time course; the “History” tab provides a textual overview. The other tabs represent different groupings.

Navigating in an ObjectPermanent link for this heading

Objects can be opened in an own window. In the new window on the left side there is the tree view and on the right side there is the list view.

  1. Select the object, which should be opened in an own window.
  2. Right-click the object and click “Open in New Window”.
  3. The selected object is opened in an own window.

Uploading, Scanning and DownloadingPermanent link for this heading

Uploading a FilePermanent link for this heading

To upload files from your operating system environment to your Fabasoft Folio Web Client, following possibilities are available:

  • “Tools” > “Upload” menu command or the “Upload” button
  • drag and drop
  • clipboard (Ctrl + C and Ctrl + V)

Note:

  • For the creation date of the newly created object, the creation date of the imported file is taken, and not the import date. When using Mozilla Firefox, the creation date can only be taken if the upload occurs via drag and drop or the clipboard and not via the “Upload” menu command or button.
    In a Linux environment commonly the date, on which the file has been uploaded is stored as creation date.
  • Depending on the configuration the upload confirmation dialog is not displayed: “Settings” > “User Settings” > “General” tab > “Show Upload Confirmation”.

Upload via drag and drop

Using the drag and drop feature, files, folders or folder hierarchies can be uploaded. The following description refers to a file. Folders or folder hierarchies can be uploaded the same way.

  1. Locate the relevant file in your operating system environment.
  2. Drag the file by holding down the mouse button and drop it into the Fabasoft Folio Web Client, on the object, to which the file is to be uploaded (e.g. a Folder).
  3. Confirm the upload by clicking “Yes”.

If there is already an object with the same name in the target list, you can either create a new object or overwrite the existing one. Identically named folders can be merged.

Upload via the clipboard

Using the clipboard, files, folders or folder hierarchies can be uploaded. The following description refers to a file. Folders or folder hierarchies can be uploaded the same way.

  1. Locate the relevant file in your operating system environment.
  2. Copy the file to the clipboard (e.g. Ctrl + C).
  3. Open the object in which the file should be inserted in the details view and press Ctrl + V (or you execute the command “Clipboard” > “Paste Shortcut”).
  4. Confirm the upload by clicking "Yes".

If there is already an object with the same name in the target list, you can either create a new object or overwrite the existing one. Identically named folders can be merged.

Note: Screenshots can be uploaded directly into Fabasoft Folio using the clipboard, without the need to create a file beforehand. Select the field where the image should be uploaded and press Ctrl + V. This will open the upload dialog and a PNG image named “clipboardimage” is created.

Upload via the “Tools” > “Upload” menu command

  1. On the “Tools” menu, click “Upload”.
  2. You can either type the file path in the File field or open the browse window by clicking “Browse”.
    Note: Depending on the web browser this step is omitted.
  3. Locate the file you want to upload in your file system. (This step and the next one are only necessary if you have not already entered the right path in the File field.)
  4. Click “Open” to return to your Fabasoft client environment. In the File field the path to the file, which is to upload, is displayed.
  5. To upload the selected file to the Fabasoft Folio domain, click “Next”.
  6. Confirm the upload by clicking “Yes”.

The newly created object is stored in the object list from which you started the upload process. If there is already an object with the same name in the object list, you can either create a new object or overwrite the existing one.

Uploading a file into an existing object

To upload a file into an existing content object, perform the following steps:

  1. Locate the object, into which the file should be uploaded.
  2. Right-click the object and then click “Properties”.
  3. In the Content field click “Browse”, to select the file.
    Note: The name of this button depends on the used web browser.
  4. Click “Next”.

Scanning and Editing a Paper DocumentPermanent link for this heading

Paper documents can be scanned either directly at the workstation or in a central scan station. These different scanning procedures as well as any optical character recognition (OCR) are described below.

Scanning and Editing a Paper Document at the WorkstationPermanent link for this heading

Fabasoft Folio uses software from third-party manufacturers to scan paper documents and edit scanned documents. The functions in respect of scanning and editing are therefore dependent on the functions supported by the respective third-party manufacturers.

For scanning at the workstation, following two possibilities are provided:

First possibility:

To scan a document in Fabasoft Folio perform the following steps:

  1. Locate the business object or the particular folder where the document should be stored.
  2. On the “Tools” menu, click "Scan". Now it is waited as long as the scanner puts a file path to the scanned document in the clipboard.
  3. Perform the necessary steps in the scan software. The scanned file is uploaded.

Note: Make sure that the scan software writes the file path of the scanned document automatically in the clipboard. Either this is supported directly by the scan software or you can assign the tool copytoclipboard.exe as post-processing step in the scan software. The tool can be downloaded here: http://<webserver>/<vdir>/fscasp/content/lib/copytoclipboard.zip

Second possibility:

A document scanned at the workstation on the operating system's desktop can be uploaded to Fabasoft Folio using the drag and drop feature. The scanned document can be stored directly in Fabasoft Folio using a web folder and “Save as”.

Mass Scanning of Paper DocumentsPermanent link for this heading

The use of dedicated scan workstations on which Kofax Capture has been installed is envisaged for mass scanning purposes. In Fabasoft Folio, scanned documents are stored in a global folder in scanning order. From there, the documents can be allocated to users. Automatic allocation of scanned documents to other job listings can be configured project-specifically.

The scan process is activated from the Kofax Capture user interface and is not part of the Fabasoft Folio product functions. The procurement, installation and operation of Kofax Capture on the appropriate dedicated scan workstations is not part of Fabasoft Folio, but is to be taken into account on a project-by-project basis. Similarly, functions for mass data capture in relation to the scanning of paper content should be implemented on a project-by-project basis for dedicated scan workstations and within the framework of the functionality of Kofax Capture defined for this purpose.

Performing an OCR ConversionPermanent link for this heading

For mass scanning, the OCR/ICR conversion is supported on the dedicated scan workstations by the integrated Kofax Capture product within the framework of the functionality available in this product.

For scanning at the workstation, an OCR conversion is supported in as far as the third-party product used for scanning and editing image documents can perform an OCR conversion and save the result together with the image document.

Uploading an E-Mail from Microsoft OutlookPermanent link for this heading

To upload an e-mail from Microsoft Outlook to the Fabasoft Folio Web Client, do the following:

  1. Open Microsoft Outlook and locate the e-mail you want to upload.
  2. Drag the e-mail by holding down the mouse button and drop it into the Fabasoft Folio Web Client, on the object, to which the file is to be uploaded (e.g. a Folder). If the e-mail is dropped on the free area in the detail view, it is saved in the object displayed in the detail view.
    Note: If you use Mozilla Firefox use Ctrl + C to copy and Ctrl + V to insert an e-mail because this web browser does not support drag and drop.
  3. Confirm the upload by clicking “Yes”.
  4. 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 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.

The e-mail will be saved in the selected object as E-Mail (Microsoft Outlook). Specific e-mail metadata is automatically transferred to the E-Mail (Microsoft Outlook).

Uploading and Downloading ContactsPermanent link for this heading

For uploading and downloading contacts following functionality is provided:

  • Contacts can be uploaded directly from Microsoft Outlook into Fabasoft Folio (e.g. with Ctrl + C and Ctrl + V). These contacts include both the original uploaded Outlook MSG file and a converted VCF file.
  • VCF contact files can be uploaded into Fabasoft Folio (e.g. with drag and drop).
  • Folio contacts can be downloaded into Microsoft Outlook, for example, using the keyboard shortcuts Ctrl + C and Ctrl + V.
  • Downloaded contacts are stored as VCF files in the file system.
  • When you access Fabasoft Folio via WebDAV contacts are displayed as VCF files.
  • If you upload a contact and a contact with the same e-mail address already exists in Fabasoft Folio a version is created and the contact is updated. This requires that the user who uploads the contact has search and edit rights for the existing contact.

Uploading and Downloading EventsPermanent link for this heading

For uploading and downloading events following functionality is provided:

  • Events can be uploaded directly from Microsoft Outlook into Fabasoft Folio (e.g. with Ctrl + C and Ctrl + V). These events include both the original uploaded Outlook MSG file and a converted ICS file.
  • ICS event files can be uploaded into Fabasoft Folio (e.g. with drag and drop).
  • Folio events can be downloaded into the Microsoft Outlook calendar, for example, using the keyboard shortcuts Ctrl + C and Ctrl + V.
  • Downloaded events are stored as ICS files in the file system.
  • When you access Fabasoft Folio via WebDAV events are displayed as ICS files.

Downloading an ObjectPermanent link for this heading

To download data from your Fabasoft Folio Web Client, perform the following steps:

  1. Select the object, of which you want to download the content.
    Note: Only documents (e.g. Microsoft Word Document) can be downloaded.
  2. On the “Tools” menu, click “Download”.
  3. A window is displayed, in which you are prompted, if you want to open or to save the content. Click “Save”.
  4. By default the file name is the name of the content object. You can change it if necessary. Select the desired folder of the file system, in which you want to save the document.
  5. Click “Save”.

Note:

  • Alternatively, you can copy objects to the clipboard (Ctrl + C) and paste the corresponding files in the operating system environment (Ctrl + V).
  • To download folder structures or several files, select the corresponding objects. When downloading a ZIP file that contains the selected objects is created.

Downloading an ImagePermanent link for this heading

Images in Fabasoft Folio can be downloaded in different formats in the file system or in the clipboard.

To download an image, perform the following steps:

  1. Select the desired image in an object list.
  2. On the “Clipboard” menu, click “Download Image”.
  3. Specify the desired width, height and target format. Following buttons are provided for the download: “Copy Image to Clipboard”, “Copy Link to Clipboard” and “Download Image”.

Frequently used export formats can be predefined by the administrator in the digital assets configuration and are available as own menu commands. The standard product defines the export formats “Copy Image for Presentation”, “Copy Image for E-Mail” and “Copy Link for Website”.

Folio FolderPermanent link for this heading

The Folio Folder recreates the folder structure of your Fabasoft Folio Web Client in the file system and keeps it synchronized.

Note:

  • System administrators can enable the functionality in the user environment (“Extended” tab, Enable Folio Folder field).
  • If you have used to Folio Folder already in a previous version, you have to carry out an upgrade. When synchronizing the first time with the current version a corresponding note is displayed. The upgrade process deletes the existing Folio Folder along with all contents. Therefore back up any unsynchronized files before you confirm the upgrade.

Using the Synchronization for the First TimePermanent link for this heading

To start the synchronization, perform the following steps:

  1. Click the context menu command “Open Folio folder” of the notification symbol . Thereby the Folio folder is opened and the first level of your Folio desk is synchronized to the local file system.
  2. If you navigate in a folder, the content (first level) of the folder is synchronized. The successful synchronization is visualized by a green check mark.

Now you can edit the files and folders either in the Fabasoft Folio Web Client or in the file system.

Selecting Folders and Documents for SynchronizingPermanent link for this heading

You can select folders and documents for synchronization as follows:

  • As you navigate through the folder structure, the content of the current folder is automatically synchronized and is kept synchronized.
  • To easily synchronize an entire folder hierarchy and to keep it synchronized, the folder’s context menu command “Folio Folder” > “Keep Folder Up to Date” is available.
  • Synchronized folders can again be excluded from synchronization via the context menu command “Folio Folder” > “Remove Local Files”. Thereby the local files of the entire folder hierarchy will be deleted. This has no effect on the corresponding elements in Fabasoft Folio.

Note:

  • The synchronization is done automatically in the background, but it can be disabled using the “Options” dialog of the notification symbol (Offline field).
  • If synchronization is active, the current progress can be seen in the tooltip of the notification symbol.
  • If a document is changed simultaneously in Fabasoft Folio and in the file system, the changes from the file system are stored in Fabasoft Folio and a corresponding message is displayed. The overridden change in Fabasoft Folio is saved in a version.
  • If you no longer require the synchronization, you can remove the Folio Folder from the file system by clicking the “Delete” button in the “Options” dialog of the notification symbol.

Symbols for Visualizing the StatusPermanent link for this heading

Notification Symbol

The notification symbol is displayed smaller when you set the Folio Folder to “offline” or if you are not logged in. If there are several Folio Folders, the status refers to the currently selected Folio Folder.

File System

Following symbols visualize the synchronization status in the file system:

  • Not synchronized
    Not synchronized folders are displayed without any special visualization.
  • Synchronized
    Synchronized folders and documents are marked with a green check mark.
  • Keep folder up to date
    Folders in which the entire hierarchy should be synchronized are represented with a blue border.
  • Modified
    The element has been modified locally or a synchronization process is currently carried out.
  • Error
    If an error occurred, the context menu provides corresponding commands under “Resolve Error”.

Note: In order that changes and errors can be easily identified, they are displayed over the entire hierarchy.

Context Menu of the Notification SymbolPermanent link for this heading

In the context menu of the Fabasoft Folio notification symbol following commands that are relevant for the Folio Folder are available:

  • Open Folio Folder
    Opens the folder in the local file system that was created for synchronizing with Fabasoft Folio.
  • Synchronize
    Starts the synchronization process manually.

Note: If you work with different Fabasoft Folio installations you can also choose the system that should be synchronized in the context menu.

Context Menu of the Folio FolderPermanent link for this heading

In the context menu of synchronized elements the following commands are available under “Folio Folder”:

  • Open in Folio Web Client
    The Fabasoft Folio Web Client is opened and the element is selected.
  • Show Properties in Folio Web Client
    Opens the properties of the element in the Fabasoft Folio Web Client.
  • Keep Folder Up to Date
    The entire folder hierarchy is synchronized and is kept synchronized.
  • Remove Local Files
    The local files are removed. This has no effect on the corresponding elements in Fabasoft Folio.

Error HandlingPermanent link for this heading

If an error occurred, the context menu provides corresponding commands under “Resolve Error”. In order that errors can be easily identified, they are displayed over the entire hierarchy.

Synchronization ExceptionsPermanent link for this heading

Restrict File Paths

If you select this option in the “Options” dialog of the notification symbol, only folders with a path length of max. 246 characters and files with a path length of max. 259 characters are synchronized. If you do not select this option, the internal 8.3 notation is used for the path length calculation under Microsoft Windows (this method ensures that max. 12 characters are calculated for each folder or file; the name is actually not changed). Under Apple OS X no path length restriction exists in this case.

When exceeding the path length limit a corresponding error message is displayed. If you use third-party products under Microsoft Windows that cannot handle long file paths you should activate this option.

Excluded Files

To avoid the temporary files from third-party products are uploaded, there are following synchronization exceptions:

  • Hidden files.
  • Files that start with ~WRD, ~WRL bzw. ppt, followed by at least one decimal or hexadecimal (upper case) digit and followed by .tmp (uppercase and/or lowercase).
  • Files that start with a least one decimal or hexadecimal (uppercase) digit and followed by .tmp (uppercase and/or lowercase).
  • Files that consist solely of digits (decimal or hexadecimal digits in capital letters).
  • Files that start with aa, followed by a lower case character, followed by five digits and optionally followed by a string that also matches the previously stated rule.
  • Files that start with Icon follow by a “carriage return” (only Apple OS X).

Configuration in Fabasoft FolioPermanent link for this heading

Which elements are synchronized on which work stations can also be seen in the Fabasoft Folio Web Client.

  1. Open the Fabasoft Folio Web Client.
  2. Click “Account”.
  3. In the “Settings” area under “Synchronization” a configuration line is displayed for all work stations you synchronize elements.
    • Workstation
      In this field all computers are available you have used to connect with Fabasoft Folio. Thus it can be configured independently per computer (e.g. private and at work) which elements are synchronized.
    • Included Objects
      In this field objects are listed that should be synchronized. This setting is only evaluated when the object is located at top-level on your desk.
      Note: All child elements of a synchronized folder are synchronized, too.
    • Excluded Objects
      Objects that are located in a synchronized folder are not synchronized, if they are listed in this field.
      Note: Elements that are located in excluded folders are not synchronized, too.

Working with Content ObjectsPermanent link for this heading

Editing a Content ObjectPermanent link for this heading

There are four possibilities to edit the file (e.g. Microsoft Word document) of a content object (e.g. Word Object):

  • Open an object directly
    Double-click the object.
  • Open an object via the context menu
    Right-click the object and then click “Edit”.
  • Open an object via the menu
    Select the object. On the “Object” menu click “Open”.
  • Upload content into an existing object using the attribute editor
    Locate the object. Right-click the object and then click “Properties” (If the object is opened in read-mode, click “Edit). Click “Browse” and select the file, which should be uploaded. Click “Next and then click “OK” to confirm the security notification.

Temporarily Storing a Content ObjectPermanent link for this heading

Documents are stored in a third-party product whilst they are being edited.

Printing a Content ObjectPermanent link for this heading

Users can print the content of an object with content using a third-party product (such as Microsoft Word for a Word Object). Therefore the content of the object has to be opened and the print function of the third-party product has to be used.

Encrypting or Decrypting a Content ObjectPermanent link for this heading

To protect your documents from unauthorized access, you can encrypt documents beside the definition of access rights.

Encrypting a Content ObjectPermanent link for this heading

To encrypt a document, perform the following steps:

  1. Right-click the document to be encrypted, and then click “Encrypt”.
  2. Enter the desired password and click “Next”.

Decrypting a Content ObjectPermanent link for this heading

To decrypt a document, perform the following steps:

  1. Right-click the document to be decrypted, and then click “Decrypt”.
  2. Enter the password and click “Next”.

Editing an Encrypted Content ObjectPermanent link for this heading

For editing a document it is not necessary to manually decrypt the content object beforehand because you are asked for the password when opening the document. The content object is still encrypted after the editing process.

Note: DocProperties are not supported with encrypted documents.

Downloading or Uploading an Encrypted Content ObjectPermanent link for this heading

Encrypted content objects can be downloaded like non-encrypted content objects via the “Tools” menu and the “Download” menu entry. Keep in mind that the downloaded file will not be decrypted. Decryption can be carried out with the external tool openssl. If an encrypted document is uploaded, it has to be defined manually that the document is encrypted (“Content” tab, Encryption property, AES 256 CBC).

Non-encrypted documents can be directly encrypted during the drag and drop upload. To do so select Encrypt on upload in the upload dialog.

Note: Files can also be encrypted and decrypted using the openssl tool.

Encryption: openssl enc -e -aes-256-cbc -md md5 -nosalt -p -in ./inputFile -out ./outputFile

Decryption: openssl enc -d -aes-256-cbc -md md5 -nosalt -p -in ./inputFile -out ./outputFile

Assigning Addressees to a Content ObjectPermanent link for this heading

One or more addressee(s) can be assigned to a document during editing of its metadata. An addressee is either a person object (Employee/Contact Person), which can be searched for or generated, or a free-text addressee, i.e. an address that is individually defined for this document and cannot be reused.

Transferring the Addressees of the Higher-Level ObjectPermanent link for this heading

In a document that is not yet closed, the addressees of the higher-level object are transferred dynamically by default.

This standard behavior can be disabled individually for every document, so that addressees that differ from those of the higher-level object can be specified if necessary.

Searching for and Assign an AddresseePermanent link for this heading

To search for an addressee and assign the addressee to a document, do the following:

  1. Locate the document to which you want to assign an addressee.
  2. Right-click the document, and then click “Properties”.
  3. Click the “Addressees” tab.
  4. Click “Add Row” (plus icon).
  5. In the new line in the Contact field, click the “Find” button.
  6. Select the object class you want to search by.
    Note: To search for all types of addressees, select the “Contact” entry.
  7. Click “Next”.
  8. Enter the search criteria and click “Search Now”.
  9. Select the addressees you want to transfer over and click “Next”.
  10. Click “Next”.

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

Creating and Assign an AddresseePermanent link for this heading

To create an addressee during the editing of document metadata, do the following:

  1. Locate the document in which you want to create an addressee.
  2. Right-click the document, and then click “Properties”.
  3. Click the “Addressees” tab.
  4. Click “Add Row” (plus icon).
  5. In the new line in the Contact field, click the “Create” button (plus icon).
  6. Select an object class (for example, Contact Person) and click “Next”.
  7. Edit the metadata of the addressee and click “Next”.
  8. Click “Next”.

Assigning a Free-Text AddresseePermanent link for this heading

To enter an addressee as free text while editing document metadata, do the following:

  1. Locate the document in which you want to enter a free-text addressee.
  2. Right-click the document, and then click “Properties”.
  3. Click the “Addressees” tab.
  4. Click “Add Row” (plus icon).
  5. In the newly created line, click the “Open Detail” button to edit the addressee in the detail view.
  6. Edit the metadata of the addressee and click “Next”.
    Note: The Contact field will remain empty with free-text addressees.
  7. Click “Next”.

Pasting DocPropertiesPermanent link for this heading

To paste a DocProperty into a Microsoft Word document, perform the following steps:

  1. In the Microsoft Word document click the “Insert” tab and in the “Fabasoft Folio” group, click “Property”.
  2. Click the desired property.

The property is inserted in the document as DocProperty.

Note: The functionality is only available if the Fabasoft Folio COM Add-in is activated.

Working with ListsPermanent link for this heading

Selecting EntriesPermanent link for this heading

Several objects in an object list can be selected to edit them concurrently.

How to select several objects

To select several objects, click the objects while keeping the Ctrl key pressed.

How to select an area

  1. To select an area of an object list, select the first entry and press the Shift key.
  2. Keep the Shift key pressed and select the last entry of the area you want to select. Doing so, all objects between the two entries are selected.

Sorting Objects Within the Object ListPermanent link for this heading

The sequence of objects in an object list can be adapted. You can sort objects depending on various criteria in an ascending or descending way. It is also possible to sort objects depending on several criteria at the same time. By default, objects are arranged using their date of creation as a sorting criterion.

How to sort objects

In object lists, the “Sort” button is provided next to the column names.

  • To sort objects in an ascending way using a column's criterion (e.g. using their Name), click “Sort” (double arrow).

    The double arrow icon turns into an arrow pointing up indicating the objects are sorted ascending.
  • To sort objects in a descending way, click “Sort” again (arrow pointing up).

    The arrow pointing up turns into an arrow pointing down indicating the objects are sorted descending.
  • To remove a column's sorting, click “Sort” again (arrow pointing down).

    The arrow pointing down turns into a double arrow icon indicating the objects are not sorted ascending or descending but sorted using their creation date.

“Sort” icons

In object lists, the arrow icons next to column names indicate whether and how objects are sorted.

  • Double arrow: Objects are not sorted using this column's criterion.
  • Arrow pointing up: Objects are sorted ascending using this column's criterion.
  • Arrow pointing down: Objects are sorted descending using this column's criterion.

How to sort objects using the context menu

Objects in object lists can be sorted using the context menu in the columns' top line. Sortings can also be removed using this context menu.

How to sort objects using several criteria

You can sort objects in an object list using several criteria. To do so, click the “Sort” buttons in the order you want the sorting to be performed. The number next to the arrow icon indicates a criterion's priority.

In the example above, entries are first sorted ascending using the Name criterion. If one Name has several entries, these entries will be sorted ascending using the Created on/at criterion. Finally, entries will be sorted descending using the Created by criterion.

Note: To remove a sorting in an object list sorted using several criteria, click the number indicating a sorting's priority.

Grouping Objects Within the Object ListPermanent link for this heading

By default, all entries in an object list are displayed in the order of their creation date. It is possible to group entries ascending or descending using various criteria. In this way, a list containing similar entries can be clearly arranged.

To group entries in an object list using a specific column, perform the following steps:

  1. Right-click the column's name, and then click “Group by” > “grouping method”.

    All homonymic entries of this column are grouped.
    To display the entries contained in a group, click the plus symbol.
    Note: The icon next to a column's name indicates whether a grouping is ascending or descending. In addition, it is possible to sort grouped entries.
  2. To reverse or remove the sorting order, click “Sort” (arrow symbol next to the column name).

Note: The icon next to a column's name indicates whether a grouping is ascending or descending.

Grouping via first letter or time interval

  • String entries (e.g. Names) can also be grouped using their first letters. Right-click the column's name, and then click “Group by First Letter”.
  • Date and time entries (e.g. Created on/at) can also be grouped using time intervals. Right-click the column's name, and then click e.g. “Group by Year” (possible groupings: by year, month, day or hour).

Scrolling in Object ListsPermanent link for this heading

If an object list contains more entries than the number of objects that can be displayed on one page (dependent on configuration), navigation buttons are provided in the toolbar of your user environment. Clicking these navigation buttons enables browsing the object list.

Clicking these buttons, you can navigate to the

  • next page and
  • previous page.

The drop down menu offers further available settings.

In addition, the Page field can be used to determine the objects displayed on the current page:

  • Typing a page number, you can navigate to this page.
  • Typing /<Number>, a maximum of <number> entries will be displayed on a page.
    Example:/5 in the Page: field will display five entries per page.
  • Typing /a (“all”), all entries will be displayed (a default maximum of 2500).
  • Typing /d (“default”), the default settings will be restored.

Note: If /a is typed and the number of entries in the list field is lower than the default value for lines displayed per page, the navigation buttons will not be displayed until the default value is exceeded.

Modifying the Order of Objects in an Object ListPermanent link for this heading

The order of entries in an object list can be adapted (additionally to the possibilities of sorting and grouping) via drag and drop.

  • The moving is initialized by clicking in the cell in the first column of the object that should be moved and by holding down the mouse button.
    Note: In aggregate lists this can be achieved with a click on the line numbering.
  • The object is not moved until the mouse button is released. The object can be moved to a different place in the list or in another object.
  • The drop target gets visualized by a line.
  • Several objects can be moved at the same time even if the objects are not located next to each other.
  • If not all list entries can be display on the desk the list gets scrolled when moving the mouse to the top or bottom of the list. Consequently also in long lists the moving operation can be carried out in one single step.

Note: The order of the objects is changeable if the objects of the object list are not grouped and not sorted.

Background Context MenuPermanent link for this heading

Fabasoft Folio provides in the empty area of an object list (and in the empty area of the list header) a context menu that contains frequently used commands.

Column Editing in the Details ViewPermanent link for this heading

For efficient editing of several objects at the same time possibilities similar to a spreadsheet program are provided in the detail view.

Editing possibilities:

  • copy (Ctrl + C)
  • cut (Ctrl + X)
  • paste (Ctrl + V)
  • delete (Del key)

Several even not adjacent cells within a column can be copied and pasted at the same time. If the number of selected cells when pasting is greater than the number of selected cells when copying, then it is started over with the first value. If fewer cells are selected when pasting, only values in the selected cells get changed.

Note: Under Linux no empty object pointers are copied.

The values can also be copied from Fabasoft Folio and pasted e.g. in Microsoft Excel. Pasting values from third-party products in Fabasoft Folio is only conditionally possible (depending on the clipboard format of the third-party product).

Calculations Within Object ListsPermanent link for this heading

For numbers and currency values, which are displayed in a column, the count (of entries with a value), the sum and average can be calculated. In the context menu of the column header of the corresponding column the command "Calculate" is provided. The result is displayed at the end of the page.

If the list is grouped, the calculations are performed per group and are displayed at the end of the group entries. For filtered object lists only the items displayed are used for the calculation.

If a value is changed, for example, with the F2 key the recalculation takes place when refreshing the list. The values of the old calculation will be grayed out.

Data TablePermanent link for this heading

The displayed columns of an object list can be copied as a table to the clipboard. Thus, a textual representation of the list can be pasted for example in Microsoft Excel.

To copy a data table to the clipboard, perform the following steps:

  1. Open the desired object list in the detail view.
  2. On the “Clipboard” menu, click “Data Table” > “Copy Simple” or “Copy Extended”. If you choose "Copy Extended" additionally to the visible columns also entries of shown object lists and all values of aggregates and aggregate lists are copied as nested table.

Define a List ViewPermanent link for this heading

Modifying Column Settings Using the Column HeaderPermanent link for this heading

Columns of an object list can be adjusted by means of the column settings.

To add a column, perform the following steps:

  1. Select the object, of which the properties should be displayed.
  2. Click “Add Column” (plus symbol) and click the property to be displayed from the appropriate category.

    Note: Which properties are available for columns depends on the type of the object that is selected in the object list.

Buttons to edit the columns

  • To move a column right or left, click the corresponding arrow buttons.
  • To remove a column, click “Remove Column” (X symbol).
  • To add a column, click “Add Column“ (plus symbol).
  • The listed and more commands are available in the context menu, which can be opened by clicking on the Menu button (down arrow symbol).
    In case of object pointer properties, properties of the referenced object can be displayed using the “Next Level” command.
    In case of compound properties, properties of the compound property can be displayed using the “Details” command.

Modifying Column Settings Using the “Change Columns” ButtonPermanent link for this heading

Alternative to adjust the settings on the column header you can use the “Change Columns” dialog.

To change the column settings, perform the following steps:

  1. Select the object, of which the properties should be displayed.
  2. Click the "Change Columns" button (it is located above the "View" menu).
  3. Select the desired properties.
    • In the filter field, type the desired property name to filter the selection. To view properties of referenced objects, click on "Next Level" (max. 3 levels). The button is only visible when the filter field is filled.
    • Select a tab to show only properties of that tab.
    • Select one or more columns that you want to add and click “Add”.
    • Select one or more columns that you want to remove and click “Remove”.
    • The displayed columns can be sorted by drag and drop.
  4. Click “Next” to accept the changes.

Lock ColumnsPermanent link for this heading

To avoid that columns are hidden when scrolling, columns can be locked. Locked columns keep visible while the rest of the detail view scrolls. For example if the first column containing the object name is locked, it is clear to which object the values of the other columns belong.

To lock columns, perform the following steps:

  1. Locate the column you want to lock. If more columns should be locked, go to the column which is located rightmost.
  2. Right-click the column heading and click “Freeze”.

Note: The columns can be unlocked the same way.

The locked column is displayed in dark-blue and the horizontal scroll bar is limited to the columns that are not locked. The horizontal scrolling can only be done column by column.

Note: Take care that the width of a non-locked column is smaller than the whole scrollable area.

Saving and Loading Column SettingsPermanent link for this heading

By saving and loading, column settings of an object list can be used for other object lists and provided to other users.

To save the current column settings, perform the following steps:

  1. Open the “View” menu and under “Column Settings” click “Save”.
  2. Click the desired saving type.

To load a saved column setting, perform the following steps:

  1. Open the “View” menu and under “Column Settings” click “Load” and select the desired setting.
    Note: The buttons are only available, if settings have already been saved.

The “View” > “Column Settings” > “Reset” menu command can be used to restore the default settings.

Copying Column SettingsPermanent link for this heading

How to copy column settings to different object lists

To transfer an object list's column settings to other object lists, perform the following steps:

  1. Locate the object list with the column settings you intend to copy.
  2. Click the “View” button and under “Display Views” click “Copy”.
  3. Locate the object list you want to paste the column settings into.
  4. Click the “View” button and under “Display Views” click “Paste”.

The object list contains the same column settings as the source object list.

How to transfer column contents to third-party products

Copying column settings can also be used to transfer Fabasoft Folio contents to a third-party product (e.g. Microsoft Word or Microsoft Excel) via the clipboard.

  1. Locate the object list you want to copy.
  2. Click the “View” button and under “Display Views” click “Copy”.
  3. Open the respective third-party product (e.g. Microsoft Excel).
  4. Paste the clipboard's content (Ctrl + V).
  5. The content is inserted into the third-party product and can be edited as needed.

Color-Coding List EntriesPermanent link for this heading

To label an entry in an object list in terms of color, perform the following steps:

  1. Select the object.
  2. On the “View” menu, click “Highlighting Color”.
  3. Click the color the entry should be labeled with.

Modifying the Display of ObjectsPermanent link for this heading

By default, the entries of an object list are displayed in the detailed view. This can be changed using the “View” > “Change View” menu command.

The available views are:

  • Details
    The objects are displayed as list entries with the specified column settings.
  • Thumbnails
    The objects are displayed with a generated preview (if possible) and the object name. The values of the shown columns are displayed as overlay.
  • Card View
    The objects of the list are depicted similar to business cards, which display important meta data textually and symbolically.
    The context menu can be opened with a right-click in the upper area or with a click on the arrow symbol.
  • Content View
    The objects are displayed as list with the most important metadata.
  • Preview
    The objects are displayed as a full-page preview (if possible). The size of the thumbnails for selecting the displayed object can be specified via the menu command “View” > “Display View Settings”.

In addition, you can start a slideshow with the "Start Slideshow" command. The slideshow interval can be set using the menu command "Display View Settings".

FiltersPermanent link for this heading

Via filters, object lists can be filtered by certain criteria: Objects, which comply with the filter criteria of the activated filter, are displayed in the object list and tree view. Objects, which do not comply with the filter criteria, are not displayed.

Filter icon

The filter icon in the toolbar indicates, whether an object list is currently filtered or not. This icon is displayed above the “View” menu when a filter is activated for the current object list.

Note: If you move the mouse pointer over the filter icon, the name of the filter, which is activated, is displayed. Only one filter can be activated. If you activate a second filter, the other filter is deactivated.

How to activate a filter

To activate a filter, perform the following steps (to activate a filter, the administrator has to provide Filter Expressions):

  1. Select the object list, of which you want to filter the entries.
  2. Click the “View” menu and under “Filter” click the desired filter.
  3. The object list is filtered by means of the criteria of the activated filter. Only the objects complying with the criteria of the filter are displayed.

Note: Objects, which are not displayed due to the filter criteria, are not removed from the object list. They are simply not displayed. If you insert an object list, for which a filter is activated, to a third-party product (like Microsoft Excel) by clicking “Clipboard” > “Data Table” > “Copy Simple”, all objects, which are contained in the object list, and not only the objects due to the filter criteria, are inserted.

How to deactivate a filter

To deactivate a filter, perform the following steps:

  1. Select the object list, for which a filter should be deactivated.
  2. Click the “View” menu and under “Filter” clear the check box of the activated filter.
  3. The object list is displayed in an unfiltered way.

Excursion: “Filter Expression”

In the Fabasoft Folio domain any amount of Filter Expressions, which filter the objects of an object list, can be defined. If a Filter Expression is activated, the contained Fabasoft app.ducx expression is evaluated. Depending on the result of the evaluation, objects are displayed in the list.

You create objects of the Filter Expression object class in an administration tool. To evaluate the filter expression, the Evaluate expression to filter object list action is executed on the Filter Expression object. The objects of the object list of the parent object are delivered for the evaluation.

Column FilterPermanent link for this heading

In addition to the possibility to filter lists of objects with a Filter Expression, there is now a column filter available. The column filter can be activated from the context menu of the column header with the command “Filter”.

The column filter offers the following functionality:

  • If the string in the column contains the entered filter string, the corresponding objects are displayed.
  • The wildcard * can be used for any number of characters and the wildcard ? for a single character.
  • When entering characters in the filter field, the list is updated after each pause of 350 milliseconds.
    As preview a maximum of ten entries is displayed, with a hint to the number of entries that match the filter. By pressing the "Enter" key, all entries that match the filter are displayed.
  • It can be filtered in multiple columns.
  • The filter can be removed by invoking the context menu command “Filter” again. Alternatively, delete the entry in the filter field and confirm with the “Enter” key.

RefreshingPermanent link for this heading

The view of the objects can be refreshed anytime. By refreshing, the view of your screen is updated. This is necessary if other users work in the same object list as you (e.g. in a folder or a search folder) and you want to see the current state of affairs.

To refresh the displayed object list, perform the following steps:

  1. On the “View” menu, click “Refresh”.
  2. The view is updated.

Note: In many cases the object list is refreshed if you select it. In some cases, e.g. objects of the Domain objects object class, the view is not refreshed automatically. In this case objects are only displayed in the object list if you refresh the view by clicking “Refresh” on the “View” menu.

Performing a SearchPermanent link for this heading

Through performing a search, you can find objects and paste them e.g. for further editing on your desk or into other object lists.

In the search dialog, you define the search criteria your search will be based upon.

The search result list displays the objects, which comply with your search criteria.

Objects you selected can be inserted into the object list, you started the search from, by clicking “Next”. In addition, you can save your query as a search form for later reuse.

Note: To find objects, you must have the “Search Object” permission for these objects.

Searching for ObjectsPermanent link for this heading

Running a search requires performing the following steps

  • Open the search dialog
  • Select the object class of the sought-after object (or the search form that should be used)
  • Define the search criteria
  • Start the search
  • Utilize the search results (collect or take over the search results, change the search criteria or start a new search).

To run a search, perform the following steps:

  1. On the “Tools” menu, click “Find” to open the search dialog.
  2. There are three possible ways to continue the search:
    - In the Selection list, click the object class of the sought-after objects. This list contains all object types that can be searched for in the current context. Click “Next” to confirm the selection.
    - In the Suggestion field, click the object type of the sought-after object. This field contains all object types of the objects in the object list the search was started from.
    - In the Search Form field, click a search form to run the search using the query of this search form. The Search Form field is only provided if search forms are available in the current context.
  3. Define the search criteria the search will be based upon.
    For details of the definition of search criteria, see chapter “Limiting Search Criteria Using Options from the Menu” and “Limiting Search Criteria Using Wildcards“.
  4. Click “Search Now” to run the search by means of the specified search criteria.
  5. The search is performed based upon the defined search criteria. The objects complying with the search criteria are displayed on the “Search Result” tab.
    If the number of hits exceeds the number of objects, which can be displayed on one page, you can use the navigation buttons to browse the search results.
  6. Select the hits you want to take over to the list the search was started from.
    Note: To collect hits of several searches in one shared list, the hit collection is available (“Collect” button). For further information, see chapter “Using the Hit Collection”.
    To change the search criteria, click “Adjust Search”.
    To run a new search, click “New Search”.
  7. Click “Next” to take the selected hits over to the list the search was started from.

Possible search results

Depending on the number of search results, the following problems may occur.

  • No objects complying with the search criteria could be determined.
    Suggested solution: Since no objects could be determined using the present search criteria you can either change the search criteria, start a new search or cancel the whole process. One reason for no objects being returned is that no objects complying with the current search criteria exist. Another reason is that you do not have the permissions necessary to search the corresponding objects.
  • More than 10000 objects are determined.
    Suggested solution: If more than 10000 objects are found, only the first 10000 objects are taken over to the search result list. Specify more detailed search criteria to reduce the amount of search results.
  • The query has been cancelled by the Fabasoft Folio kernel (because it was formulated too generally) or by the Fabasoft Folio backend services (because the query was inefficient).
    Suggested solution: Specify more detailed search criteria.

Limiting Search Criteria Using Options from the MenuPermanent link for this heading

Search queries can be specified in a user-friendly way using options from a menu. Clicking the icons next to the fields of Boolean properties, date and time properties, string properties, enumeration properties and integer properties of the search dialog, menus containing options to restrict the search query are provided. If no option is selected, the property value must exactly comply with the search criteria (=).

Example for the use of options

Click the icon next to the Name field and click “contains” on the menu. Type the string contained in the name of the sought-after object in the corresponding field. As result, this search returns all objects of the specified object class with a name containing the specified string.

Without the possibility to restrict search criteria using options from the menu, you would have to type “%energy%” in the field to determine all objects containing the string “energy” in their name. For details of the use of wildcards, see chapter “Limiting Search Criteria Using Wildcards”.

Examples for options

Options for string property:

Options for integer property:

Short description of all options

Depending on the type of property, different options are provided. The following overview describes all options.

  • “not equal”
    If this option is selected, all objects with a property value not equal to the value defined in the appropriate field are determined.
    Example: This option can be used to determine all objects not named “Preparation”. Click the icon next to the Name field and click “not equal” in the menu. In the field, type the string “preparation”.
  • “any value”
    If this option is selected, all objects, of which the value of this property is not empty, are determined. If this option is selected, the field is inactive as you need not specify a value.
    Example: This option can be used to determine all objects that have any subject.
  • “no value”
    If this option is selected, all objects not containing a value in this property are determined. If this option is selected, the field is inactive as you need not specify a value.
    Example: This option can be used to determine all objects that do not have a subject.
  • “begins with”
    If this option is selected, all objects with a property value starting with the specified string are determined.
    Example: This option can be used to determine all objects with a name starting with the string “training”.
  • “does not begin with”
    If this option is selected, all objects with a property value not starting with the specified string are determined.
    Example: This option can be used to determine all objects with a name not starting with the string “training”.
  • “ends with”
    If this option is selected, all objects with a property value ending with the specified string are determined.
    Example: This option can be used to determine all objects with a name ending with the string “2006”.
  • “does not end with”
    If this option is selected, all objects with a property value not ending with the specified string are determined.
    Example: This option can be used to determine all objects with a name not ending with the string “2006”.
  • “contains”
    If this option is selected, all objects containing the specified string anywhere in the property value are determined.
    Example: This option can be used to determine all objects with a Name containing the string “Resources”. All objects containing the string “Resources” anywhere in their name are returned (“Resources Project Solaris” as well as “All Resources Projects Q2” and “All Resources”).
  • “does not contain”
    If this option is selected, all objects not containing the specified string anywhere in the property value are determined.
    Example: This option can be used to determine all objects with a name not containing the string “Resources”.
  • “sounds like”
    If this option is selected, a phonetic search is performed. All objects with a property value sounding like the specified string are returned.
    Example: A search for “sounds like Meier” will return e.g. “Meyer”, “Meier”, “Maier” and “Mayr”.
  • “does not sound like”
    If this option is selected, all objects with a property value not sounding like the specified string are returned.
    Example: A search for “does not sound like Meier” will return all objects except for e.g. “Meyer”, “Meier”, “Maier” and “Mayr”.
  • “Full Text” Query
    If this option is selected, a full text search in string properties in the database is performed (corresponding system configuration required). Operators like AND or OR are supported.
    Note: The functionality depends on the database used.
  • “from”
    If this option is selected, all objects with a property value equal to or greater than the specified value are returned.
    Example: This option can be used to determine all objects, which have been created since 1st of January 2007. On the menu, click “from” and type the date “01/01/2007” in the field.
  • “up to”
    If this option is selected, all objects with a property value equal to or lower than the specified value are returned.
    Example: This option can be used to determine all objects created until the 1st of January 2007. On the menu, click “up to” and type the date “01/01/2007” in the field.
  • “between”
    If this option is selected, all objects with a property value between the specified values are returned.
    Example: This option can be used to determine all objects created between the 1st of January and the 1st of July 2007. On the menu, click “between”. Thus, two fields (from/up to) are available.

Limiting Search Criteria Using WildcardsPermanent link for this heading

In the search query, wildcards act as placeholders for any characters or strings.

Example: A search using the string “_andy” in the Name field will return all objects with a name containing any character followed by the string “andy”.
The search returns the following result:

Wildcards

  • “*” or “%”
    These wildcards are placeholders for any string.
    Examples:
    A search for “*ergy” will return results containing any string followed by the “ergy” string – “energy”, “synergy”, “allergy”.
    A search for “berg*” will return results containing “berg” followed by any string – “bergamot”, “bergenia”.
    A search for “bl*d” will return results containing “bl” followed by any string and ending with the character “d” – “blood”, “bleed”, “blond”.
  • “?” or “_”
    These wildcards are placeholders for exactly one character. You can either use “?” or “_”.
    Example: A search for “_andy” will return results containing one arbitrary character followed by the string “andy” – “Dandy”, “Candy”, “Sandy”.
  • “~”
    The wildcard tilde “~” will run a phonetic search. Press AltGr + + to enter a tilde “~”. All objects will be determined that are pronounced similarly to the defined string. A tilde always has to be entered at the beginning of the search string.
    Example: A search for “~Maier” will return results sounding like “Maier” – e.g. “Meier”, “Mayr”, “Maier”.
  • “%%” or “**”
    To perform a full text search in string properties, the wildcards “%%” and “**” can be used.
    Example: A search for “%%energy” in the Name field will return all objects with a name containing the word “energy”.

Most options available via wildcards can also be defined via options in from the menu (see chapter “Limiting Search Criteria Using Options from the Menu”). For the “?”,”_” and “[ ]” wildcards, no equivalent options are available in lists.

Comparison: options from the menu - wildcards

  • '“begins with” agreement' corresponds to 'agreement*'
  • '“ends with” agreement' corresponds to '*agreement'
  • '“contains” agreement' corresponds to '*agreement*'
  • '“sounds like” agreement' corresponds to '~agreement'
  • ''“Full Text” Query' agreement'' corresponds to '%%agreement'

Using the Hit CollectionPermanent link for this heading

To collect search results of several searches in one hit collection, use the “Collect” button. Thus, selected search results are collected on the “Hit Collection” tab and a new search can be performed (e.g. for objects of another object class).

To collect search results of several searches in one hit collection, perform the following steps:

  1. Select the objects, which should be collected in the hit collection.
  2. Click “Collect”.
  3. Click the “Hit Collection” tab to check the listed objects.
  4. You have two possibilities to continue your search:
    • Click “Adjust Search” to search for other objects of the same object class using different search criteria.
    • Click “New Search” to search for objects of another object class (e.g. PowerPoint Object).
  5. Perform the search.
  6. Select the objects you want to take over to the hit collection.
  7. Click “Collect”.
  8. The selected objects are added on the “Hit Collection” tab.
    Note: To remove an entry from the hit collection, select the object and click “Remove entry”.
  9. As soon as all desired hits from the different searches are collected in the hit collection, you can select them and take them over by clicking “Next”. Thus, the objects in the hit collection will be inserted into the object list the search was started from.

Creating a Search FormPermanent link for this heading

To save your search criteria as a Search Form, perform the following steps:

  1. On the “Tools” menu, click “Find”.
  2. In the Selection list, click the type of the sought-after objects.
  3. Define the desired search criteria.
  4. Click “Save as Search Form”.
  5. Type the descriptive name for your search form in the Name field.
  6. Click “Next”.

Note: Before saving a Search Form, you should test it. Particularly complex queries can have bad performance.

Making Search Form AvailablePermanent link for this heading

If you want to use a Search Form which is not offered in the Search Form field of the “Find” dialog, perform the following steps:

  1. On the “Settings” menu, click “User Settings”.
  2. Select the Search Forms field and perform a search or quick search to insert the desired search forms into the field.
    All search forms, which are listed here, are offered if you perform a search.
    Note: Precondition is that you have the appropriate permissions (read and search, edit, if the query should be further edited).
  3. Click “Next” to save your entries.

Using a Search FormPermanent link for this heading

You can save your queries as Search Forms so that you need not type search criteria several times (e.g. in case of complex queries or if the query is frequently performed). By the use of Search Forms search queries are reusable. If you perform a search and select a search form in the “Search Form” field of the “Find” dialog, the search criteria of this search form are pre-filled. If required, these specifications can be edited.

To perform a search based on a search form, perform the following steps:

  1. On the “Tools” menu, click “Find”.
  2. Click the desired search form in the Search Form field.
  3. The search dialog is offered pre-filled according to the specifications in the search form. If required, edit the specifications.
  4. Click “Search Now” to perform the search.

Note: Specifications in your search form, which are defined via the “Search Options” button, are not displayed if you click “Search Options” after selecting the search form. These specifications are only displayed if you click “Edit Query”. These buttons can be displayed via the user settings. For further information about search options see chapter "Establishing Search Options".

Establishing Search OptionsPermanent link for this heading

To define for example an object limit or time limit for a search, the "Search Options" button can be used. To make this button available in the search dialog, on the "Settings" menu, click "User Settings" and on the "Search" tab select Show Search Options.

To edit the search options of a search, perform the following steps:

  1. Click “Search Options”.
  2. Define the desired settings. The following search options are available:
    • and derived classes
      In the and derived classes control field you define whether the search is extended to derived classes. In this case you find objects of the defined object class as well as objects of object classes, which are derived from the defined object class. This option is selected by default.
    • Object Limit
      This field contains the maximum number of objects displayed as hits. By default this limit is 10000 objects.
      Note: An increase of the object limit can influence the performance in a negative way.
    • Time Limit (sec)
      In this field you can restrict the search time. If you define a time limit, the search is terminated after expiring of the time limit. All results, which are found within the specified time, are displayed in the result list.
    • Choose domains for search
      There you can select the Fabasoft Folio domains, in which you want to search.

      By limiting the number of hits and the search time the performance of the search can be improved.

3. Click “Next” to take over your settings for the current search.

Note: The “Search Options” button is available in the Find dialog if “No” is selected in the Show Search Options list of your user settings.

Performing a Quick Search in the Search FieldPermanent link for this heading

To add objects to a list, in the search field a quick search can be performed. In case of this simplified search, no selection of the object class or other criteria is performed. If the entries produced are not unique, the object properties can be displayed with the help of the context menu.

Note: The search field is only displayed in object lists to which object can be added.

To perform a quick search in the search field, perform the following steps:

  1. Select the search mode.
    • By default a Fabasoft Folio search is performed. In this case, it is searched for the name of the object.
    • To perform a Fabasoft Mindbreeze Enterprise full text search instead of the Fabasoft Folio search, click the Folio symbol in the search field. By means of a full text search, the entered text is searched in all contents and indicated properties and not only in the object names.
      Note: To return to Fabasoft Folio search, click the Mindbreeze symbol.
  2. Click in the search field.
  3. Type the string you want to search for. By default, the typed string is interpreted as start of the name. You can also use wild cards (e.g. *).
  4. Press the Enter key to perform the quick search.
  5. As result, all objects are displayed of which the Name matches the defined string. In the result list, click the desired entry.
  6. The entry is inserted into the list in which you started the quick search.

If you could not find the desired object via the quick search, you can open the search dialog and perform a more detailed search by clicking the “Find” button .

Performing a Quick Search in Object Pointer PropertiesPermanent link for this heading

In object pointer properties (without using the search dialog) a quick search can be performed in the property field. The “Find” button next to a drop-down list indicates that you can perform a quick search there. In case of this simplified search, no selection of the object class or other criteria is performed. If the entries produced are not unique, the object properties can be displayed with the help of the context menu.

To search for objects in object pointer properties by their Name, perform the following steps:

  1. Click the desired drop-down list.
  2. To perform a normal quick search, press the Ins key. In this case, it is searched for the name of the object.
    To perform a full text search, press Ctrl + Ins. By means of a full text search, the entered text is searched in all contents and indicated properties and not only in the object names.
    By pressing the key(s) the drop down field becomes editable. Note: To abort a quick search, press the Esc key.
  3. Type the string you want to search for. By default, the typed string is interpreted as start of the name. You can also use wild cards (e.g. *).
  4. Press the Enter key to perform the quick search.
  5. As result, all objects are displayed of which the Name matches the defined string. In the result list, click the desired entry.
  6. The entry is inserted into the object pointer property in which you started the quick search.

If you could not find the desired object via the quick search, you can open the search dialog and perform a more detailed search by clicking the “Find” button.

Performing a Full Text SearchPermanent link for this heading

You can use the following full text search possibilities (provided that the system configuration is adequate):

  • Full text search in content properties
    You can search for specific words in the content property of documents (e.g. you can perform a full text search in the content of a Word Object). All objects, which contain the specified words in the content, are taken to the result list.
  • Full text search in string properties
    You can also search for specified words in string properties, e.g. in the Name of objects. All objects, which contain the specified word in the appropriate string property, are taken to the result list. To perform a full text search in string properties, the ““Full Text” Query” option is available via the menu in the Find dialog.
  • Full text search in the search field (see Performing a Quick Search in the Search Field")
  • Full text search in object pointer properties (see "Performing a Quick Search in Object Pointer Properties")

Performing a Full Text Search in Content PropertiesPermanent link for this heading

To perform a full text search in content properties, perform the following steps:

  1. On the “Tools” menu, click “Find”.
  2. In the Selection list, click the type of the sought-after documents.
  3. Click “Next”.
  4. Click the “File” tab.
  5. Type the search criteria in the Content field.

    Note:
    It is possible to combine search criteria with operators (e.g. “AND”)
    Full text searches can take a long time. It is advisable to restrict the search criteria as much as possible.
    Click “Edit query” to edit the query. This button can be displayed in the search dialog via the user settings, by means of the Show Query Text option.
  6. Click “Search Now”.

All objects which contain the defined search criteria in the content property are taken to the “Search Result” tab, presumed you are allowed to search for these objects.

Microsoft Indexing Services

Provided that the system configuration is adequate, the Microsoft Indexing Services can be used for full text search in content properties. For information about the syntax of search operators and search possibilities for full text search, please see the documentation of the Microsoft Indexing Services. The following table shows some possibilities to formulate queries.

  • “and” or “&”
    Example: Fabasoft AND Workflow
    Finds documents, which contain the strings “Fabasoft” and “Workflow”.
  • “or” or “|”
    Example: Fabasoft OR Workflow
    Finds documents, which contain the string “Fabasoft” or the string “Workflow”.
  • “not” or “!”
    Example: Fabasoft AND NOT Workflow
    Finds documents, which contain the string “Fabasoft” but not the string “Workflow”.
  • “near” or “~”
    Example: Fabasoft NEAR Workflow
    Finds documents, in which the string “Fabasoft” is found near the string “Workflow”. (“Near” means 50 words according to the documentation of the Microsoft Indexing Services).
  • “*”
    Example: Faba*
    Finds all documents, which contain words with the prefix “Faba”.
  • “<Phrase>“
    Example: “Fabasoft Folio/Wf”
    Finds documents, which contain the phrase “Fabasoft Folio/Wf”.

Note: Full text search can only be performed if according system configuration is provided (ask your system administrator).

Performing a Full Text Search in String PropertiesPermanent link for this heading

To perform a full text search in string properties, perform the following steps:

  1. On the “Tools” menu, click “Find”.
  2. In the Selection list, click the type of the sought-after objects.
  3. Click “Next”.
  4. Type the desired search criteria in a string property field (e.g. Name).
  5. Select the '“Full Text” Query' option to perform the search as a full text search (see chapter “Limiting Search Criteria Using Options from the Menu”).
    Note:
    • It is possible to combine queries with operators (e.g. AND)
    • Click “Edit query” to edit the query. This button can be displayed in the search dialog via the user settings, by means of the Show Query Text option.
  6. Click “Search Now” to perform the search.
  7. All objects, which comply with your search criteria, are displayed.

Performing a Full Text Search in the Search FieldPermanent link for this heading

See chapter "Performing a Quick Search in the Search Field"

Performing a Full Text Search in Object Pointer PropertiesPermanent link for this heading

See chapter "Performing a Quick Search in Object Pointer Properties"

Performing Data ResearchPermanent link for this heading

A research is a specific variant of a search. Use the possibility of a research to perform a pre-configured search for objects of different object classes in one step by a simple search form (default case: one search field).
Researches result in a result list, in which objects can be selected and can be taken for further editing.

Note: A research is defined by an object of the Research Configuration object class. In a Research Configuration the sought-after object classes and the properties to search through are defined. Optionally, a search form can be integrated. In most cases a Research Configuration is created by the system administrator.

To perform a research, perform the following steps:

  1. On the “Tools” menu, click “Research”.
  2. In the Selection list, click the Research Configuration, which should be used.
    Note: This step is only available if more than one Research Configuration is available.
  3. Type the desired search criteria in the Search for field.
  4. Click “Search Now”.
  5. The hits of your research are displayed on the “Search Result” tab.
  6. Select the objects, which should be taken over in the object list the research was started from.
    Note: To collect hits from several different researches in one common list, the hit collection is available (“Collect” button). Collecting hits at researches works analogously to the search.
    To change the search criteria, click “Adjust Search”.
    To perform a new research, click “New Search”.
  7. Click “Next”.

Working with Different VersionsPermanent link for this heading

The “Versions” menu provides commands for the version administration of Fabasoft Folio objects. The “Versions” menu can contain the following menu commands:

How to create versions of objects

Versions represent the status of an object at a specific date. Through creating versions it is possible to set the object back to an earlier status or to look at an earlier status of an object. Multiple versions of an object can be created. If multiple versions of an object are available, the object itself exists only one time (versions are part of the object).

An object has at least one version: the “current” version. Versions can be created manually or automatically. Manual versions are e.g. created by clicking “Save Version” on the “Versions” menu. An automatic version is created if another user edits an object or if the object is signed (configurable). This ensures editing traceability.

Note: Only the current version is editable. All other versions of an object save an earlier status, which must not and cannot be changed.

Each object contains a “Versions” tab, which contains information about versions of the object.

To view versions of an object, perform the following steps:

  1. Right-click the object and click “Properties”.
  2. Click the “Versions” tab.

The “Versions” tab contains the following fields:

  • Version Number
    The version number is a consecutive number which starts with one and is increased by one for each version. If the Version Number is one, only the current version of the object exists. Thus, the Object Versions field is empty.
  • Version Started on/at
    This field shows the creation date of the currently viewed version.
  • Released Version Date
    This field shows date and time of the released version.
  • Current Released Version Date
    This field always shows date and time of the currently released version independent of the viewed version.
  • No Automatic Deleting of Versions
    Specifications in this field determine if versions are deleted automatically. Versions can be deleted automatically if a configured period of time or the defined Maximum Number of Versions Kept is exceeded.
  • Maximum Number of Versions Kept
    This field determines the maximum number of versions stored for this object. If the number is exceeded, the oldest version is deleted.
  • Days After Which Older Versions Are Automatically Deleted
    This field determines, after how many days versions are deleted automatically.
  • Object Versions
    In this list field the versions of the object are displayed. The key data of the versions are displayed. This includes the Version Number, the Description as well as the indication whether the version was created manually or automatically. The current version is not displayed in this list field.

Note: A version always covers all properties of an object (structured properties as well as content properties). Thus, it is possible to create a version of an object with object list (e.g. of a folder). If you create a version of an object with object list, by default no version of the objects contained in the object list is created.

The following topics explain the commands of the “Versions” menu:

Using a VersionPermanent link for this heading

To provide an object version in read mode, perform the following steps:

  1. Select the object, of which you want to read versions.
  2. On the “Versions” menu, click “Use Version”.
  3. The object versions are listed in the Object Versions field.
    There are two different ways to provide a version in read mode:
    • In the Saved on/at column of the Object Versions field, click the creation date of a saved version. Thus, the current dialog closes and the selected object version is available in read mode.
    • Type the date, of which you want to read the version, in the Date/Time field. Click “Next” to obtain the object version, which was active at the specified time, in read mode.
  4. A watch icon next to the object icon indicates that not the current version but an older version is available in read mode.
    Note: If you move your mouse pointer over the watch icon, the creation date and the version number is displayed.
  5. Click the object, to read the selected version. The object properties are only available in read mode. They cannot be edited.

Using the Current VersionPermanent link for this heading

The watch icon next to the object icon indicates that an object is displayed in a former, not editable version.

To return to the current, editable version, perform the following steps:

  1. Select the object, which is displayed in a former version.
  2. On the “Versions” menu, click “Use Current Version”.
  3. The object is available again in the current, editable version. The watch icon next to the object icon is not displayed anymore.

Saving a VersionPermanent link for this heading

To save the current status of an object as a version, perform the following steps:

  1. Select the object, of which you want to save the current version.
  2. On the “Versions” menu, click “Save Version”.
  3. Type a description of the version in the Description of version to be saved field. This description supports you to characterize different versions distinguishably.
  4. Click “Next” to save the version and start a new version.

Note: A version always covers all properties of an object (structured properties as well as content properties). Thus, it is possible to create a version of an object with object list (e.g. of a folder). Whether the objects in the object list are versioned depends on the superordinated object. For example, objects in a folder or Teamroom are versioned. If a Teamroom contains other Teamrooms or objects that belong to another Teamroom, these are not versioned.

Restoring a VersionPermanent link for this heading

To restore an object version, the “Restore Version” command is available. By restoring a version the current version is overwritten by a former version. The former version is as current version editable again.

To restore a version, perform the following steps:

  1. Select the object, of which the version should be changed to a former version.
  2. On the “Versions” menu, click “Restore Version”.
  3. In the Saved on/at column of the Object Versions field, click the creation date of a former version to make this version to the current version.
  4. Click “Yes” to confirm that the selected version is taken over as current version.

Note: The status of the object before the version was restored is lost after restoring a version! If you want to save the current status of the object, you have to create explicitly a new version before restoring the object.

Deleting a VersionPermanent link for this heading

If you want to delete an object version, you need the appropriate permissions.

To delete a version, perform the following steps:

  1. Select the object, of which a version should be deleted.
  2. On the “Versions” menu, click “Delete Version”.
  3. In the Saved on/at column in the Object Versions field, click the creation date of a former version to delete this version.
  4. Click “Yes” to confirm that the selected version should be deleted.

Note: You can only delete versions of an object, if you have the appropriate permissions.

Releasing a VersionPermanent link for this heading

If a version of an object has been released, the following applies:

  • Users with the right “Read Non-Released Version” can access the current version. To all other users with at least read access the released version is displayed.
  • If an object has a release version and the current version of the object is displayed, it is visualized by a red check mark.

    The release version can be accessed via the menu command “Versions” > “Use Release Version”.
  • If an object has a release version and the release version of the object is displayed, it is visualized by a green check mark.

    The current version can be accessed via the menu command “Versions” > “Use Current Version”.
    Note: Users who can only access the release version cannot access the current version.
  • Under “Settings” > “User Settings”, on the “General” tab, in the Use Release Version by Default field can be defined whether users with write access also get the release version displayed by default.
  • If it is tried to edit a release version, the editing process may be started directly with the “Edit Current Version” button without the need for switching explicitly to the current version beforehand.

To release a version, perform the following steps:

  1. Select the object, of which a version should be released.
  2. On the “Versions” menu, click “Release Version”.
  3. In the Saved on/at column of the Object Versions field, click the creation date of a former version to release this version.
    Note: You can evoke this released version if you click again “Release Version” and then “Do Not Use Released Version”.

Displaying Modifications to ContentPermanent link for this heading

For some documents, e.g. Word Objects, it is possible to compare the content of versions. Therefore, a third-party product, e.g. Microsoft Word, is used.

To compare versions of a Word Object, perform the following steps:

  1. Select the object, of which versions should be compared.
  2. On the “Versions” menu, click “Show Content Modifications”.
  3. Click the numbers next to the two versions, which you want to compare, while keeping the Ctrl key pressed.
    Note: If you want to compare a former version and the current version, select only one version by clicking the number next to the desired version.
  4. Click “Compare Contents”.
  5. The differences of the versions are displayed in Microsoft Word.

Note: If LibreOffice is used as third party product, the LibreOffice buttons have to be installed.

Displaying Modifications to PropertiesPermanent link for this heading

The “Show Property Modifications” command enables to compare the metadata of object versions.

To compare properties of different versions, perform the following steps:

  1. Select the object, of which the properties of versions should be compared.
  2. On the “Versions” menu, click “Show Property Modifications”.
  3. Click the numbers next to the versions (two or more), of which the properties should be compared, while keeping the Ctrl key pressed.
    Note: If you select only one version, it is compared with the current version.
  4. Click “Compare Properties” to compare the properties of the selected versions.
  5. Differently filled properties of versions are displayed clearly arranged.

Indexing Based on Terms (Thesaurus)Permanent link for this heading

Fabasoft Folio supports extensive indexing of objects in the form of terms, allowing for searches/researching of specific topics.

Indexing an ObjectPermanent link for this heading

To index an object, perform the following steps:

  1. Locate the desired object.
  2. Right-click the object, and then click “Properties”.
  3. Click the “General” tab.
  4. In the Terms field select existing terms or create new ones.

Note:

  • Depending on the object type, the Terms field can also be placed on another tab.
  • The Terms field is not for all object types available.

Creating a ThesaurusPermanent link for this heading

A thesaurus allows creating and maintaining a systematically organized collection of terms of a specific field. A term can be set in relation to other terms: Broader Terms, Narrower Terms, Related Terms, Synonyms and Homonyms.

To create a thesaurus, perform the following steps:

  1. On the “Object” menu click “New”.
  2. Select “Thesaurus” and click “Next”.
  3. Enter the Multilingual Name of the thesaurus and optionally a Scope Note.
  4. Click “Next”.

Note: A thesaurus can be imported or exported in RDF format with the corresponding context menu commands.

Importing or Exporting a ThesaurusPermanent link for this heading

The context menu commands “Import from File” and “Download as RDF” can be used to import and export a thesaurus in RDF format (Resource Description Framework).

When importing repeatedly it can be determined whether existing and maybe changed names of terms will be overwritten. The identification of the terms is based on the import URI (“Relations” tab).

Note: If an RDF file contains multiple thesauri, all contained thesauri are imported or updated.

Creating a TermPermanent link for this heading

To create a term, perform the following steps:

  1. Navigate in a thesaurus or an existing term.
  2. On the “Object” menu click “New”.
  3. Enter the Multilingual Name of the term and optionally a Scope Note.
  4. Click “Next”.

Searching for Objects Using a TermPermanent link for this heading

You can search for objects using terms. You simply enter the respective term as a search criterion. When entering a term as a search criterion you can stipulate whether the term for the desired hits needs to match the term perfectly or related terms should also be considered.

To search for an object using a term, perform the following steps:

  1. On the “Tools” menu click “Find”.
  2. Select the type of the object you want to search for and click “Next”.
  3. Click the “General” tab.
  4. In the Terms field select a term. Additionally in the Including field a relation (e.g. “Broader Terms”) to other terms can be defined, which should be considered.

Approving TermsPermanent link for this heading

Terms can be approved for different hierarchical areas of organizational units by establishing the access rights in the form of ACLs accordingly.

Templates and Template CollectionsPermanent link for this heading

Templates simplify day-to-day work. They make it possible to reuse content, formatting and settings for objects that are defined as templates, i.e. stored in a template collection. Any objects, in particular objects with content such as Word Objects, can be used as templates. If an object is created on the basis of a template, the template object is copied and the content and settings of the template object are applied to the newly created object. The copy can then be edited independently of the template.

Managing Template CollectionsPermanent link for this heading

You can create multiple template collections. However, to display the templates of a template collection in the dialog box when creating new objects, the template collection has to be referred in the work environment, the user object, the current user’s group or the current domain. These template collections can be easily found in the “Settings” menu under “Template Collections”.

Note: Template collections can contain further template collections, which support the structured management of large numbers of templates.

Creating a Template CollectionPermanent link for this heading

Authorized users can create a new template collection. Objects to be used as templates are stored in a template collection.

To create a template collection, perform the following steps:

  1. On the “Object” menu click “New”.
  2. Select “Template Collection” and click “Next”.
  3. Enter the Multilingual Name of the object and click “Next”.
  4. Right-click the newly created object, and then click “Properties”.
  5. In the Templates field add objects, which should be available as templates.

Creating and Editing a TemplatePermanent link for this heading

Templates are objects that are stored in template collections and can be used as a pattern to create new objects.

Technically speaking, templates are no different than other objects and can be created and edited using the generic product features.

Creating an Object Using a TemplatePermanent link for this heading

An object can be created using a template. This process is also referred to as instantiating a template. Two methods can be used for this purpose:

Using the menu:

  1. On the “Object” menu click “New”.
  2. Select the category of the template.
  3. Select the desired template and click “Next”.
    Note: Click “Preview” to open the template.

Via drag and drop:

  1. On the “Settings” menu point to “Template Collections” and select a template collection.
  2. Locate the desired template.
  3. Move the template via drag and drop onto the Fabasoft Folio Web Client.

Categorizing a Template CollectionPermanent link for this heading

The categorization of template collections is used to group templates (potentially large numbers of them) in the dialog box when creating a new object.

To categorize a template collection, perform the following steps:

  1. On the “Settings” menu point to “Template Collections” and select the template collection, which should be categorized.
  2. Click the “Categories” tab.
  3. Select existing categories or create new ones.

Adding a Template to the Favorites ListPermanent link for this heading

To add a template to the favorites list, perform the following steps:

  1. On the “Object” menu click “New”.
  2. Select the category of the desired template.
  3. Select the desired template and click “Add to Favorites”.

Note: Additionally the template is also available under the “Favorites” entry.

Deleting a Template from the Favorites ListPermanent link for this heading

To delete a template from the favorites list, perform the following steps:

  1. On the “Object” menu click “New”.
  2. Click “Favorites”.
  3. Select the desired template and click “Remove from Favorites”.

Note: The template is still available under its category.

Preparing InformationPermanent link for this heading

Fabasoft Folio provides the following options for preparing information stored in one or more objects. These options range from (simply) viewing the objects on screen to preparing information on the basis of reports.

Common PossibilitiesPermanent link for this heading

  • Reading properties
    Information about an object can be displayed in the property editor. To display the desired information, the relevant properties must be shown on the forms.
  • Displaying a list of objects
    A list of objects that resulted from a search or was stored with an object can be displayed. It is also possible to copy a list of objects via the clipboard in a third-party product, such as Microsoft Excel, and continue preparing the information there.
  • Copying a list view to a spreadsheet
    A list view in Fabasoft Folio can be copied using “Clipboard” > “Data Table” > “Copy” and pasted into a Microsoft Excel spreadsheet, a Microsoft Word document, an OpenDocument spreadsheet or into an OpenDocument text document.

Creating a Report Based on Active Reporting TechnologyPermanent link for this heading

Reports can be created based on pre-defined report templates. For information about available report templates contact your system administrator.

Managing a Classification SystemPermanent link for this heading

A classification system is a hierarchical arrangement of files, which define defaults for new business objects (short form, responsibilities, standard process and retention periods) according to the assigned category.

Define a CategoryPermanent link for this heading

A Category is used to categorize business objects.

To define a Category, do the following:

  1. On the “Object” menu, click “New”.
  2. Select “Category” and click “Next”.
  3. Edit the metadata of the category (for example, Multilingual Name, Short Form, Standard Process/Activity and Life Cycle Rules) and click “Next”.

Assign a Category to a New Business ObjectPermanent link for this heading

A category can be assigned to every business object (in the Category field) while creating the respective object. In the Category list of the business object, click an existing category or click the “Create” button to create a new category.

Note:

  • If a business object is created by selecting a template, the Category field of the new business object is pre-filled with the category of the respective template.
  • The defaults in respect of short form, responsibility, standard process and save rules will be transferred from the selected category.
  • The assigned category and the respective defaults can be individually adjusted until such time as generation of the business object is completed.

Create a Subject AreaPermanent link for this heading

A repository is a folder for which it is possible to individually define (using the Available Categories property) that only templates of particular categories are shown.

To create a repository, perform the following steps:

  1. On the “Object” menu, click “New”.
  2. Select “Folder”, enter a name and click “Next”.
  3. Right-click the created folder and click “Properties”.
  4. In the Available Categories field select the categories, which are assigned to the desired templates in the templates collection.

SettingsPermanent link for this heading

Configuring User SettingsPermanent link for this heading

Via user settings you can specify the properties and the behavior of the user environment.

To edit the User Settings, perform the following steps:

  1. On the “Settings” menu, click “User Settings”.
  2. Edit the user settings. In your user settings, you can make specifications concerning Search Defaults, Client Cache or Templates. Which properties you can read and edit depends on the system configuration and your permissions.
  3. Click “Next” to save your changes.

Possible user settings

General Settings

  • Show Exit Confirmation
    This field defines whether a confirmation dialog is displayed when closing Fabasoft Folio.
  • Show Upload Confirmation
    This field defines whether a confirmation dialog is displayed when uploading files.
  • Read Properties by Default
    This field defines whether an object is opened in read or edit mode, when opening it via the “Properties” command.
  • Open Documents Read-Only by Default
    This field defines whether an object is opened in read or edit mode, when opening it via a double click.
  • Use Release Version by Default
    This field defines whether users who are allowed to read not released versions see the release version by default.
  • Use Access via Send by Default
    This field defines whether the recipient automatically gets rights to objects when sending object pointers. The receiver is entered in the field Access via Send on the "Security" tab of the object. The kind of rights granted to the object is defined by the ACL entry “(Access via Send) COOSYSTEM@1.1:objsecdelegated”.
  • Days After Which a New Version is Automatically Started
    This field defines the number of days after which a new version is automatically started if it is only changed by the same user.
  • Slideshow Interval (in Seconds)
    In this field the switching time between the pictures of a slideshow is defined.
  • Local RSS Feeds
    In this field you can administer centrally your subscribed RSS feeds.
  • Favorite Folder (Tasks)
    The defined folder is displayed in the detail view of the „Tasks“ portal page.
  • User Calendar List
    In this field a calendar list is defined that contains your calendars. The calendar list can be accessed e.g. with Apple iCal.
  • Address Book List
    In this field your CardDAV address book list is defined.
  • Show Welcome Screen
    This field defines whether starting the Fabasoft Folio web client a window with news, web browser state and account activity information is displayed.
    Note: The welcome screen is only displayed, if the administrator activates the welcome screen for the Fabasoft Folio Domain in the vApp configuration.

Localization

  • Language
    This field defines the language of the user interface.
  • Locale
    The local affects the display of numbers, currencies, date and time.
  • Multilingual Input
    This field defines whether a list of languages is available for multilingual strings. Otherwise only the string of the language of the user environment is displayed.
  • Default Currency
    In this field a currency can be selected, which is used for all entered amounts of money by default.
  • Disable Currency Symbol
    This field defines whether the currency sign is displayed or not.
  • Reference Currency
    In this field a currency can be selected, which acts as a reference.
  • Disable Reference Currency Symbol
    This field defines whether the reference currency sign is displayed or not.

Search

  • Extended Search for Object Pointer Properties
    This field defines whether the search symbol (magnifier glass) is displayed beside object pointer properties.
  • Search Defaults
    In this field you can type specifications for searches.
    • Object Limit
      In this field the maximum number of objects displayed in the result list of a search is defined.
    • Time Limit (sec)
      This field defines, after which period of time a search is aborted. If a search is aborted, the objects, which have been found within the time limit, are displayed in the result list.
    • Query Scope
      This field defines restriction of the search scope (e.g. COO stores).
    • Show Query Text
      This field defines whether a user can edit a search query or not.
    • Show Search Options
      This field defines whether the advanced search options are available or not.
  • Search Forms
    You can insert search forms into this field. The user can use these search forms when he performs a search.

User Interface

  • Display Action Texts in Short Form
    This field defines whether short descriptions are used for actions.
  • Play Acoustic Signals
    To facilitate people with a visual handicap, acoustic signals can be played for successful processing steps, errors and questions.
  • Show Search Field
    This field defines whether the search field is displayed for object lists.
  • Show Tab Icons
    This field defines whether icons are displayed on the left of the tab label.
  • Enable Domain Selection During Create
    If objects can be created in several domains, the selection possibility of a domain can be enabled.
  • Show Only Symbols in Portal Page Selection
    This field defines the name of the portal pages is displayed or not.
  • Font Size
    In this field the font size of the Fabasoft Folio Web Client can be changed from “Small” to “Medium”, “Large” or “Huge”.
  • Fixed Theme
    With a theme the appearance of the user interface can be changed.
  • User Profile
    In this field a user profile can be selected if several user profiles are available. A user profile defines which object types can be created or searched for and which menu entries, form pages, categories, event types, portal pages, process and activity definitions are available.
  • Available User Profiles
    In this field administrators can define which user profiles are available.
  • Portal
    This field defines which entries are displayed in the portal header.
  • Upper Limits For “Most Recently Used”
    This field defines the upper limits for the number of object classes and objects displayed.
    • Object Classes
      In this field the maximum number of object classes displayed is defined e.g. as templates for creating an object.
    • Objects
      In this field the maximum number of objects displayed is defined.
  • Custom Task Panes, Toolbars and Menus
    In this field special user interface scoping rules can be defined, if provided by the administrator.
  • Simple Mode
    This field defines whether the menu bar and the tree view or the simple button bar and no tree view is displayed.

Configuring InterestsPermanent link for this heading

How to set interest

You have the possibility to set interest on objects. If a property of an object, on which you set interest, changes, you are informed about it by an event. Thus, you are informed about certain changes of an object automatically without the effort of checking the object by yourself. This is e.g. an advantage when several persons edit an object concurrently.

To set your interest on a certain object, perform the following steps:

  1. Select the object, on which you want to set your interest.
  2. On the “Settings” menu, click “Interest”.
  3. In the Action list, click the way to be informed.
    • Display event
      An event is fired, which can be displayed by clicking “Display events”. Depending on the configuration an own event window can be opened as well.
    • Display event by e-mail
      The user is informed about the event via e-mail. This is possible if a valid e-mail address is specified for the user.
    • Put objects on desk
      The changed objects are inserted on the desk.
    • Put objects on desk and show event
      The changed objects are inserted on the desk. Furthermore an event is fired and can be displayed by clicking “Display events”. Depending on the configuration an own event window is opened as well.
    • Refresh object
      This makes sense if you e.g. want to use the automatic update of an object list: In this case you have to set your interest on the object list. If you do not want events to be displayed use the “Refresh object” action.
  4. Click “Next”.

Note: Your interest can also be set on an object list. This can only be configured on the desk. The Object List property has to be selected when you set the interest.

How to display events

Whether objects, on which you have set your interest, have changed, is checked periodically. As soon as an object for which you defined the “Display event” option or the “Put objects on desk and show event” option has changed, an icon next to the portal pages indicates, that an event occurred.

If you click the “Events” icon, the “Events” window displays the details of the event. This includes:

  • the Name of the changed object,
  • the User, who has changed the object,
  • the Time of Change as well as
  • additional information in the Info field.

Furthermore, it is possible to display all events of all objects, on which you have set your interest, in one overview.

How to delete interest

If you do not want to be informed anymore about changes of objects, you can remove the interest.

To remove your interest from an object, perform the following steps:

  1. On the “Settings” menu, click “Event Settings”.
  2. Click “Delete” next to an object to delete your interest from this object. You are not prompted to confirm the elimination.
  3. Click “Next”. You are not informed anymore about changes on the object.
  4. The “Yes” option of the Events for Own Changes as Well field ensured that an event is also displayed if you edit the object you have set your interest on, by yourself. The “No” option ensures that an event is only displayed if another user edits the object.

Note: Alternatively, you can remove your interest from an object the following way:

  1. Select the object, from which you want to remove your interest.
  2. On the “Settings” menu, click “Interest”.
  3. Click “Clear interest”.
  4. Click “Next” to save your changes.

Displaying EventsPermanent link for this heading

It is possible to display an overview of all events, which have been fired by virtue of interests, which you have set on objects.

To get an overview of all events, perform the following steps:

  1. On the “Settings” menu, click “Show Events”.
  2. The “Events” overview lists objects, which you have set your interest on have changed. For each entry the User, who has modified the object, is listed. Furthermore, the Time of Change and in the Info field additional information is displayed.
    Note: Click „Read“ , to open the metadata of the object in read mode.
  3. Click “Next” to save your settings.

SubstitutionPermanent link for this heading

A user can be substituted by another user in a specific role and even personally.

One or more users who will either generally or personally substitute the user in this rile can be assigned for each role of a user. The substitute receives the same access rights for the role of the user who is being substituted.

Establishing a SubstitutionPermanent link for this heading

A substitution can be defined by authorized users and/or by the user being substituted. A substitution can be established either for a specific (from-to) and/or unlimited time period.

SubstitutingPermanent link for this heading

Users can act as an assigned proxy by selecting the respective role and placing themselves in the context of the access rights of the substituted user. The proxies have the same rights as the user being substituted.

To change into substitution role, perform the following steps:

  1. Click the “User Settings” on the right margin of the portal header.
  2. Click the corresponding substitution role.

Terminating a SubstitutionPermanent link for this heading

The user being substituted can terminate a substitution that has been limited in terms of time. The user confirms the termination when logging in again.
Note: This dialog is displayed only once a day.

Furthermore the substitution can be changed via the “Settings” > “Substitutions” menu to terminate the substitution (for instance, by setting the termination date or by removing the substitute).

Substitutes can terminate the substation by switching back to their own role from the substitution role.

Additional FeaturesPermanent link for this heading

Printing an ObjectPermanent link for this heading

To print the content of an object list in your Fabasoft Folio Web Client, click “Switch to print view”.

Doing so,

  • a print view is created and displayed in a separate window and
  • the print dialog is opened.

In case the print dialog is not opened automatically use the "Print" button of your web browser.

Note: This functionality cannot be used to print the content of a Document (e.g. a Word Object or an Excel Object). To print these documents, open them in the appropriate third-party product and use the third-party product's print functionality.

Creating a Final FormPermanent link for this heading

The final form is used to make the content of a document available in read mode in a well-defined target format (e.g. PDF).

How to create a final form

To convert documents to final form, perform the following steps:

  1. Select the object.
  2. On the “Object” menu, click “Convert Final Form”.
    Note: By default, the conversion process does not return a confirmation. The primary content is saved to the Primary Content as Final Form field.
  3. If you create a final form of an object once more, the existing Primary Content as Final Form is overwritten.

How to view and download final form content

To view or download final form content, perform the following steps:

  1. On the object's context menu, click “Properties”.
  2. Click the “Content” tab.
  3. To read the converted content, click “Read” in the Primary Content as Final Form field. The primary content in final form is opened in the appropriate third-party product.
  4. To download the converted content, click “Download”.
  5. The “File download” dialog is displayed. Click “Save” and select a name and a location for the file.

Note: As final form, e.g. the PDF or TIFF format can be created (depending on the configuration settings of your Fabasoft Folio domain).

Sending an ObjectPermanent link for this heading

To provide other users with Fabasoft Folio objects via e-mail, you may choose among several options.

Via e-mail, you can send

  • Fabasoft Folio objects,
  • a copy of documents or
  • a PDF version of a document.

To send Fabasoft Folio objects via e-mail, perform the following steps:

  1. Select the objects.
  2. On the “Tools” menu, click the respective command:
    - To send an object, click “Send”.
    - To send a copy of a document, click “Send File”.
    - To send a PDF copy of a document, click “Send as PDF”.

How to send objects

Fabasoft Folio objects can be sent via e-mail. Sending an object via e-mail, a reference pointing to the location the object is stored in is created and pasted into the e-mail. For this reason, only users in the same Fabasoft Folio domain can make use of this object and e.g. open the object. In addition, appropriate rights are necessary to make use of objects.

Sending objects is for internal use. The advantage of sending a reference of an object is that you always obtain the current version of the object. Another advantage is that the network load is kept low as the object itself is not sent over the network.

To send an object, perform the following steps:

  1. Select the object.
  2. On the “Tools” menu, click “Send”.
  3. An e-mail containing the URL of the object is created automatically (provided that the configuration is adequate).
  4. Edit the e-mail and send it.

Note: Sending objects is possible for all types of objects. It is required that the addressee works within the same Fabasoft Folio domain to be able to use the object referenced in the e-mail.

To use objects referenced in e-mails, perform the following steps:

  1. Open the e-mail containing the object.
  2. Click the object.
  3. The Fabasoft Folio Web Client is opened and the portal page “History” is displayed. Following buttons depending on the object type are available:
    - Click “Read” to read the content.
    - Click “Edit” to edit the content.
    - Click “Properties” to open the object’s attribute editor.
    - Click “Copy to Clipboard” to copy the object into the clipboard. To insert this object into an object list, click “Paste Shortcut” on the “Clipboard” menu.
    - Click "Sign" to sign the object.
    - Click “Download” to save the content locally.
    - Click "Change role" to switch to another role.

How to send a copy of documents

Files of documents (e.g. Word Objects or Excel Objects) can be sent as a copy. The primary content (i.e. the document) is downloaded from the Fabasoft product environment and appended to the e-mail. The advantage of sending objects as a copy is that the addressees need not have installed a product of the Fabasoft product family to read the document.

  1. Select the object.
  2. On the “Tools” menu, click “Send File”.
  3. A copy of the primary content of the selected object is appended to a newly created e-mail.
  4. Edit the e-mail and send it. The addressee receives the copy of the object and need not be a user of a Fabasoft Folio domain to be able to read the document.

A copy of a document can also be appended to an e-mail via drag and drop and keeping the Alt key pressed.

Note: Sending a file can only be performed for documents.

How to send a PDF copy of documents

Documents can be sent as a PDF copy. The primary content (the document) is downloaded from the Fabasoft product environment and appended to the e-mail as a PDF document (its content is unchangeable). The addressee can open or print the PDF document in a third-party product such as Adobe Acrobat Reader.

  1. Select the content object.
  2. On the “Tools” menu, click “Send as PDF”.
  3. The object's primary content is converted to PDF and inserted as an attachment in a newly created e-mail.
  4. Edit the e-mail and send it. The addressee can open or print the PDF document in a third-party product such as Adobe Acrobat Reader.

RSS FeedsPermanent link for this heading

Objects and events can be subscribed as RSS feeds. The user is informed about changes on these objects and events. The RSS feeds can be read with a common RSS reader (e.g. Microsoft Internet Explorer, Mozilla Firefox or Microsoft Outlook).

Predefined ObjectsPermanent link for this heading

Objects, which are available as RSS feeds, may be predefined by the system administrator, or manually specified. Objects, which are predefined by the system administrator are automatically added to the list of RSS feeds of your web browser and can be found on the “RSS” icon.

Subscribe to Any ObjectsPermanent link for this heading

Any object can be subscribed as RSS feed using the “Subscribe to RSS Feed” menu command. This object is added to the RSS list of your web browser and can be found on the “RSS” icon.

To subscribe to an object, perform the following steps:

  1. Locate the object, you want to subscribe to.
  2. On the “Tools” menu click “Subscribe to RSS Feed”.
    Note: Object classes, which are not configured for RSS feeds do not provide this menu command.
  3. Click “Next”.
    The object is added to the list of RSS feeds of your web browser.

Unsubscribe an ObjectPermanent link for this heading

The objects, which are added to the “RSS” icon, can be unsubscribed. The unsubscribed objects are removed from the “RSS” icon, but they are still subscribed in the RSS Reader.

To remove an object from the “RSS” icon, perform the following steps:

  1. Locate the object, you want to unsubscribe.
  2. On the “Tools” menu click “Unsubscribe From RSS Feed”.
  3. Click “Next”.
    The object is removed from the “RSS” icon.

Note: The subscribed objects can also be found in the “User Settings” in the Local RSS Feeds field.

Adding or removing objects in this list provide the same function as subscribing and unsubscribing using the menu commands.

Subscribe to EventsPermanent link for this heading

You can subscribe to events as RSS feed. You are informed about changes on objects, on which you set your interest, via RSS feeds.

To subscribe to events as RSS feed, the Enable RSS Feed check box in the “Event Settings” menu has to be selected.

To subscribe RSS feeds for events, perform the following steps:

  1. On the “Settings” menu, click “Event Settings”.
  2. Select the Enable RSS Feed check box.
  3. Click “Next” to save the settings.

Modify Images DirectlyPermanent link for this heading

Images can be modified directly in Fabasoft Folio Web Client. Pick the desired selection by scaling the image and moving the selection area to the desired location.

The functionality is available in the portal head when selecting logos and images for users. If you edit the properties of images, users and contacts, setting the selection area is also offered.

Note: When editing image objects the original content will be overwritten. If an image object is used as a basis for a logo or user picture, of the original content of the image object is not changed.

Extensions With Forms  Permanent link for this heading

Besides the classical extension of the object model, it is also possible to add additional metadata to objects without programming knowledge based on a graphical form editor.

Creating a FormPermanent link for this heading

Forms can be used to add additional metadata to objects. Forms are created in context of Teamrooms.

To create a form, perform the following steps:

  1. Switch to a Teamroom.
  2. On the “Object” menu click „New“.
  3. Select “Form” (“Development” category), specify a name and click “Next”.
  4. Define the desired fields with drag and drop. To spread the fields on multiple tabs the new “New Page” button is provided.
  5. Click “Next”.

For testing purposes an object based on the defined field can already be created (“Forms (Draft)” category) within the Teamroom.

Modifying the TemplatePermanent link for this heading

By default, the fields are added to an Object With User Data.

To add the fields to an existing object that will serve as template, perform the following steps:

  1. Right-click the form and then click “Properties”.
  2. Enter the desired object in the Template field.
  3. Click “Next”.

Publishing a FormPermanent link for this heading

After successful tests or after reworking the form, publish the form.

To publish a form, perform the following steps:

  1. Right-click the form and then click “Publish Form”.

Releasing a Form for UsagePermanent link for this heading

A team member with at least read access can release the form for groups, the team member belongs to. Thus, all group members can create corresponding objects (“Forms” category).

To release a form for usage, perform the following steps:

  1. Right-click the form and then click “Release Form for Usage”.
  2. Check the groups for which the form should be released and then click “Next”.

The release state can be removed by executing the context menu command again and removing the check marks for the corresponding groups.