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User Help
Fabasoft Folio
Copyright ©
Fabasoft R&D GmbH, Linz, Austria, 2016.
All rights reserved. All hardware and software names used
are registered trade names and/or registered trademarks of
the respective manufacturers.
No rights to our software or our professional services, or
results of our professional services, or other protected rights
can be based on the handing over and presentation of these
documents.
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Contents
1 Glossary ____________________________________________________________________ 12
2 General Information for Usage __________________________________________________ 13
2.1 How to Start the Fabasoft Folio Web Client ______________________________________ 13
2.2 How to Exit the Fabasoft Folio Web Client _______________________________________ 14
2.3 Structure of the Fabasoft Folio Web Client _______________________________________ 14
2.3.1 Portal Header __________________________________________________________ 15
2.3.2 Navigation Bar __________________________________________________________ 16
2.3.3 Menu Bar ______________________________________________________________ 16
2.3.4 Tree View _____________________________________________________________ 17
2.3.5 Detail View ____________________________________________________________ 17
2.4 How to Work With Buttons ____________________________________________________ 17
2.5 Keyboard Operation _________________________________________________________ 18
2.5.1 Generally Available ______________________________________________________ 18
2.5.2 Overview of Currently Available Shortcuts ____________________________________ 18
2.5.3 Menu Commands _______________________________________________________ 18
2.5.4 Buttons _______________________________________________________________ 19
2.5.5 Tabs _________________________________________________________________ 19
2.5.6 Forms ________________________________________________________________ 19
2.5.7 Tree View _____________________________________________________________ 19
2.5.8 Object Lists ____________________________________________________________ 19
2.5.9 Portal Page Areas _______________________________________________________ 21
2.6 Customizing the Fabasoft Folio Web Client ______________________________________ 21
2.6.1 Settings _______________________________________________________________ 21
2.6.2 Portal Page Areas _______________________________________________________ 21
2.7 Optimizing the Web Browser Configuration _______________________________________ 21
2.8 Displaying the Account Activity ________________________________________________ 21
3 Enterprise Document Management ______________________________________________ 22
3.1 Creating and Deleting Objects _________________________________________________ 22
3.1.1 Creating an Object ______________________________________________________ 22
3.1.2 Deleting an Object _______________________________________________________ 22
3.1.3 Using the Wastebasket ___________________________________________________ 23
3.2 Copying and Dragging Objects ________________________________________________ 24
3.2.1 Copying an Object _______________________________________________________ 24
3.2.2 Pasting a Duplicate ______________________________________________________ 24
3.2.3 Pasting a Shortcut _______________________________________________________ 24
3.2.4 Cutting/Dragging an Object ________________________________________________ 25
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3.2.5 Duplicating an Object ____________________________________________________ 25
3.2.6 Removing an Object _____________________________________________________ 25
3.2.7 Locating the Object Position _______________________________________________ 25
3.3 Displaying and Editing Objects ________________________________________________ 26
3.3.1 Working Together with Objects _____________________________________________ 26
3.3.2 Opening the Property Editor _______________________________________________ 26
3.3.3 Editing Properties Directly _________________________________________________ 31
3.3.4 Display Properties _______________________________________________________ 31
3.3.5 View as PDF ___________________________________________________________ 32
3.3.6 Editing Common Properties _______________________________________________ 32
3.3.7 Comparing Properties ____________________________________________________ 33
3.3.8 Renaming an Object _____________________________________________________ 33
3.3.9 Opening an Object ______________________________________________________ 33
3.3.10 Reading a Document ___________________________________________________ 35
3.3.11 Showing New Events ___________________________________________________ 35
3.3.12 Navigating in an Object __________________________________________________ 36
3.4 Uploading, Scanning and Downloading __________________________________________ 36
3.4.1 Uploading a File ________________________________________________________ 36
3.4.2 Scanning and Editing a Paper Document _____________________________________ 38
3.4.3 Uploading an E-Mail from Microsoft Outlook __________________________________ 39
3.4.4 Uploading and Downloading Contacts _______________________________________ 39
3.4.5 Uploading and Downloading Events _________________________________________ 39
3.4.6 Downloading an Object ___________________________________________________ 40
3.4.7 Downloading an Image ___________________________________________________ 41
3.4.8 Folio Folder ____________________________________________________________ 41
3.5 Working with Content Objects _________________________________________________ 44
3.5.1 Editing a Content Object __________________________________________________ 44
3.5.2 Temporarily Storing a Content Object ________________________________________ 45
3.5.3 Printing a Content Object _________________________________________________ 45
3.5.4 Annotating a Content Object _______________________________________________ 45
3.5.5 Encrypting or Decrypting a Content Object ___________________________________ 45
3.5.6 Assigning Addressees to a Content Object ___________________________________ 46
3.5.7 Pasting DocProperties ___________________________________________________ 47
3.5.8 Project Archive _________________________________________________________ 47
3.6 Working with Lists __________________________________________________________ 47
3.6.1 Selecting Entries ________________________________________________________ 47
3.6.2 Sorting Objects Within the Object List _______________________________________ 48
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3.6.3 Grouping Objects Within the Object List ______________________________________ 49
3.6.4 Scrolling in Object Lists ___________________________________________________ 50
3.6.5 Modifying the Order of Objects in an Object List _______________________________ 51
3.6.6 Background Context Menu ________________________________________________ 52
3.6.7 Column Editing in the Details Views _________________________________________ 52
3.6.8 Calculations Within Object Lists ____________________________________________ 53
3.6.9 Data Table _____________________________________________________________ 53
3.7 Define a List View __________________________________________________________ 53
3.7.1 Modifying Column Settings Using the Column Header ___________________________ 53
3.7.2 Modifying Column Settings Using the “Change Columns” Button __________________ 54
3.7.3 Lock Columns __________________________________________________________ 55
3.7.4 Saving and Loading Column Settings ________________________________________ 55
3.7.5 Copying Column Settings _________________________________________________ 55
3.7.6 Color-Coding List Entries _________________________________________________ 56
3.7.7 Modifying the Display of Objects ____________________________________________ 56
3.7.8 Filters_________________________________________________________________ 56
3.7.9 Column Filter ___________________________________________________________ 57
3.7.10 Refreshing ____________________________________________________________ 58
3.8 Performing a Search ________________________________________________________ 58
3.8.1 Searching for Objects ____________________________________________________ 58
3.8.2 Limiting Search Criteria Using Options from the Menu ___________________________ 59
3.8.3 Limiting Search Criteria Using Wildcards _____________________________________ 62
3.8.4 Using the Hit Collection ___________________________________________________ 63
3.8.5 Creating a Search Form __________________________________________________ 63
3.8.6 Making Search Form Available _____________________________________________ 63
3.8.7 Using a Search Form ____________________________________________________ 64
3.8.8 Establishing Search Options _______________________________________________ 64
3.8.9 Performing a Quick Search in the Search Field ________________________________ 65
3.8.10 Performing a Quick Search in Object Pointer Properties ________________________ 65
3.8.11 Performing a Full Text Search ____________________________________________ 66
3.8.12 Performing Data Research _______________________________________________ 68
3.9 Working with Different Versions________________________________________________ 68
3.9.1 Using a Version _________________________________________________________ 69
3.9.2 Using the Current Version _________________________________________________ 70
3.9.3 Saving a Version ________________________________________________________ 70
3.9.4 Restoring a Version______________________________________________________ 70
3.9.5 Deleting a Version _______________________________________________________ 70
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3.9.6 Releasing a Version _____________________________________________________ 71
3.9.7 Displaying Modifications to Content _________________________________________ 71
3.9.8 Displaying Modifications to Properties _______________________________________ 72
3.10 Indexing Based on Terms (Thesaurus) _________________________________________ 72
3.10.1 Indexing an Object _____________________________________________________ 72
3.10.2 Creating a Thesaurus ___________________________________________________ 72
3.10.3 Importing or Exporting a Thesaurus ________________________________________ 73
3.10.4 Creating a Term _______________________________________________________ 73
3.10.5 Searching for Objects Using a Term ________________________________________ 73
3.10.6 Approving Terms _______________________________________________________ 73
3.11 Templates and Template Collections __________________________________________ 73
3.11.1 Managing Template Collections ___________________________________________ 73
3.11.2 Creating a Template Collection ____________________________________________ 74
3.11.3 Creating and Editing a Template __________________________________________ 74
3.11.4 Creating an Object Using a Template _______________________________________ 74
3.11.5 Categorizing a Template Collection ________________________________________ 74
3.11.6 Adding a Template to the Favorites List _____________________________________ 74
3.11.7 Deleting a Template from the Favorites List __________________________________ 75
3.12 Preparing Information ______________________________________________________ 75
3.12.1 Common Possibilities ___________________________________________________ 75
3.12.2 Creating a Report Based on Active Reporting Technology ______________________ 75
3.13 Managing a Classification System _____________________________________________ 75
3.13.1 Define a Category ______________________________________________________ 75
3.13.2 Assign a Category to a New Business Object ________________________________ 76
3.13.3 Create a Subject Area ___________________________________________________ 76
3.14 Settings _________________________________________________________________ 76
3.14.1 Configuring User Settings ________________________________________________ 76
3.14.2 Configuring Interests ____________________________________________________ 79
3.14.3 Displaying Events ______________________________________________________ 80
3.15 Substitution ______________________________________________________________ 80
3.15.1 Establishing a Substitution _______________________________________________ 80
3.15.2 Substituting ___________________________________________________________ 80
3.15.3 Terminating a Substitution _______________________________________________ 81
3.16 Additional Features ________________________________________________________ 81
3.16.1 Printing an Object ______________________________________________________ 81
3.16.2 Creating a Final Form ___________________________________________________ 81
3.16.3 Sending an Object______________________________________________________ 82
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3.16.4 RSS Feeds ___________________________________________________________ 84
3.16.5 Modify Images Directly __________________________________________________ 85
3.16.6 Extensions With Forms __________________________________________________ 86
4 Collaboration ________________________________________________________________ 88
4.1 Enter a User as a Member With Read Access ____________________________________ 88
4.2 Enter a User as a Member With Change Access __________________________________ 88
4.3 Teams ___________________________________________________________________ 89
4.4 Using a Teamroom _________________________________________________________ 89
4.4.1 Creating a Teamroom ____________________________________________________ 89
4.4.2 Authorize Team Members _________________________________________________ 90
4.4.3 Accepting and Refusing Invitations __________________________________________ 91
4.4.4 Sending an E-Mail to the Team ____________________________________________ 91
4.4.5 Working With Shortcuts___________________________________________________ 91
4.4.6 Changing the Teamroom Assignment _______________________________________ 92
4.4.7 Setting the Access Protection ______________________________________________ 92
4.4.8 Setting the Security Level _________________________________________________ 93
4.4.9 Defining a Logo _________________________________________________________ 93
4.4.10 Defining a Theme ______________________________________________________ 93
4.4.11 Managing Templates____________________________________________________ 94
4.4.12 Changing the Owner of a Teamroom _______________________________________ 94
4.4.13 Wastebasket and Orphan Objects _________________________________________ 94
4.4.14 Deleting the History _____________________________________________________ 94
4.4.15 Displaying New Events __________________________________________________ 95
4.4.16 Hierarchical Teamroom Relations __________________________________________ 95
4.4.17 Transferring a Teamroom ________________________________________________ 96
4.4.18 Retracting a Teamroom _________________________________________________ 96
4.4.19 Publishing a Teamroom _________________________________________________ 97
4.4.20 Dissolving a Teamroom _________________________________________________ 97
4.5 Using Newsfeeds in Teamrooms _______________________________________________ 97
4.5.1 Creating a Newsfeed_____________________________________________________ 97
4.5.2 Creating Newsfeed Entries ________________________________________________ 97
4.5.3 Generating a PDF View for a Newsfeed ______________________________________ 98
4.5.4 Setting the Publishing State _______________________________________________ 98
4.6 Using a Project ____________________________________________________________ 98
4.7 Involve a User via Workflow __________________________________________________ 99
4.8 Using Notifications __________________________________________________________ 99
4.9 Using Follow-ups __________________________________________________________ 100
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5 Customer Relationship Management ____________________________________________ 100
5.1 Enter an Organization ______________________________________________________ 101
5.2 Enter an Own Organization __________________________________________________ 101
5.3 Enter a Person in a Role ____________________________________________________ 101
5.3.1 Enter an Employee _____________________________________________________ 101
5.3.2 Enter a Contact Person __________________________________________________ 101
5.4 Display Communication With Person/Organization ________________________________ 102
5.5 Create an Addressee List for Bulk Mailings ______________________________________ 102
6 Business Process Management ________________________________________________ 103
6.1 Work List and Ad Hoc Workflow ______________________________________________ 103
6.1.1 Starting an Activity in the Work List ________________________________________ 103
6.1.2 Executing a Working Step for an Activity ____________________________________ 103
6.1.3 Suspending an Activity __________________________________________________ 103
6.1.4 Reactivating a Suspended Activity _________________________________________ 104
6.1.5 Accepting an Activity as Substitute _________________________________________ 104
6.1.6 Delegating an Activity ___________________________________________________ 104
6.1.7 Prescribing an Activity (With or Without Template) ____________________________ 104
6.1.8 E-Mail Notifications for Workflow Events ____________________________________ 106
6.2 Approval Processes ________________________________________________________ 106
6.2.1 Obtain Approval for a Business Object ______________________________________ 106
6.2.2 Approve a Business Object _______________________________________________ 107
6.2.3 Refuse Approval of a Business Object ______________________________________ 107
6.3 Business Processes With BPMN 2.0 ___________________________________________ 107
6.3.1 Creating a BPMN Process Diagram ________________________________________ 108
6.3.2 Working With the BPMN Editor ____________________________________________ 108
6.3.3 Uploading and Downloading a BPMN Process Diagram ________________________ 110
6.3.4 Releasing a BPMN Process ______________________________________________ 110
6.3.5 Executing a BPMN Process ______________________________________________ 111
6.3.6 Managing BPMN Process Diagrams _______________________________________ 111
6.4 Process Folder ____________________________________________________________ 111
6.4.1 Defining a Process _____________________________________________________ 112
6.4.2 Defining Documents, Participants and Outputs _______________________________ 113
6.4.3 Show Related Processes ________________________________________________ 113
7 Compliance Management _____________________________________________________ 113
7.1 Managing Business Objects in General ________________________________________ 113
7.1.1 General Information ____________________________________________________ 113
7.1.2 Delete a Business Object ________________________________________________ 115
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7.1.3 Suspend a Business Object ______________________________________________ 115
7.1.4 Close a Business Object _________________________________________________ 116
7.1.5 Cancel a Business Object ________________________________________________ 116
7.1.6 Set the State of a Business Object to In Process ______________________________ 117
7.1.7 Define Save Rules for a Business Object ____________________________________ 117
7.1.8 Managing Content ______________________________________________________ 117
7.2 Managing Documents in General _____________________________________________ 121
7.2.1 Create a New Document _________________________________________________ 121
7.2.2 Allocate a Unique Document Number _______________________________________ 121
7.2.3 Display a Document (Overview) ___________________________________________ 121
7.2.4 Edit Main Content of a Document __________________________________________ 122
7.2.5 Edit Contents of a Document _____________________________________________ 122
7.2.6 Edit a Document's Metadata ______________________________________________ 122
7.2.7 Search for a Document __________________________________________________ 122
7.2.8 Delete a Document _____________________________________________________ 123
7.2.9 Cancel a Document_____________________________________________________ 123
7.2.10 Revoke Cancellation of a Document_______________________________________ 123
7.2.11 Re-Register a Document _______________________________________________ 123
7.2.12 Move a Document _____________________________________________________ 123
7.2.13 Version a Document ___________________________________________________ 124
7.2.14 Create Recorded Version of a Document ___________________________________ 124
7.2.15 Load Recorded Content of a Document ____________________________________ 124
7.2.16 Record Physical Content for a Document ___________________________________ 124
7.2.17 Lend /Take Back a Document ____________________________________________ 125
7.3 Handling of Incomings Specifically ____________________________________________ 125
7.3.1 Record an Incoming ____________________________________________________ 125
7.3.2 Register Incomings for Cases/Records _____________________________________ 129
7.4 Managing Outgoings Specifically _____________________________________________ 131
7.4.1 Create an Outgoing _____________________________________________________ 131
7.4.2 Define Mail Dispatch Type _______________________________________________ 131
7.4.3 Select Addressee for an Outgoing _________________________________________ 132
7.4.4 Select Addressee List for an Outgoing ______________________________________ 132
7.4.5 Define the Contents to be Sent for an Outgoing _______________________________ 132
7.4.6 Send an Outgoing via SMTP _____________________________________________ 133
7.4.7 Test Send an Outgoing via SMTP _________________________________________ 133
7.4.8 Create Personalized Fair Copies __________________________________________ 134
7.4.9 Send an Outgoing as Mail Merge __________________________________________ 134
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7.5 Managing Fair Copies ______________________________________________________ 134
7.5.1 Display a Fair Copy (Overview) ___________________________________________ 134
7.5.2 Send a Fair Copy via Microsoft Outlook (Interactive) ___________________________ 134
7.6 Managing Cases __________________________________________________________ 134
7.6.1 Create a New Case _____________________________________________________ 134
7.6.2 Edit a Case ___________________________________________________________ 135
7.6.3 Create Relationships Between Cases ______________________________________ 135
7.6.4 Re-register a Case _____________________________________________________ 136
7.6.5 Cancel a Case _________________________________________________________ 136
7.6.6 Revoke Cancellation of a Case ____________________________________________ 136
7.6.7 Close a Case __________________________________________________________ 136
7.6.8 Version a Case ________________________________________________________ 136
7.6.9 Lend/Take Back a Case _________________________________________________ 137
7.7 Managing Records _________________________________________________________ 137
7.7.1 Create a New Record ___________________________________________________ 137
7.7.2 Edit a Record _________________________________________________________ 137
7.7.3 Define Relationships Between Records and Other Business Objects ______________ 138
7.7.4 Cancel a Record _______________________________________________________ 138
7.7.5 Revoke Cancellation of a Record __________________________________________ 138
7.7.6 Close a Record ________________________________________________________ 138
7.7.7 Version a Record ______________________________________________________ 139
7.7.8 Lend/Take Back a Record _______________________________________________ 139
7.7.9 Structure a Record or Case ______________________________________________ 139
7.8 Incoming Invoice __________________________________________________________ 139
7.8.1 Approval Process for Incoming Invoices _____________________________________ 140
7.9 Delivery Note _____________________________________________________________ 140
7.10 Contract ________________________________________________________________ 140
7.11 Legal Hold ______________________________________________________________ 142
7.11.1 Creating a Legal Hold __________________________________________________ 142
7.11.2 Applying a Legal Hold __________________________________________________ 142
7.11.3 Removing a Legal Hold _________________________________________________ 143
8 Online Archiving _____________________________________________________________ 143
8.1 Archive Contents __________________________________________________________ 143
8.2 Archive Contents and Versions _______________________________________________ 143
8.3 Archive a Business Object Completely _________________________________________ 144
8.4 Archive a Version __________________________________________________________ 144
8.5 Archive a Copy of a Version _________________________________________________ 144
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8.6 Load a Business Object From the Archive ______________________________________ 144
8.7 Unload an Archived Business Object __________________________________________ 144
8.8 Restore an Archived Business Object __________________________________________ 145
8.9 Search for a Business Object in the Archive _____________________________________ 145
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1 Glossary
Here you find explanations for terms used in this document.
 Button
Buttons are graphical controls that carry out commands. A button can be pressed by clicking on
it or pressing Enter or Space Bar.
 Click
When you press your left mouse button once and release it again, you achieve a click.
 Clipboard
The clipboard enables a simple data exchange between programs or different fields of
applications within an application. Therefore you usually copy the data via the “Copy” or “Cut”
command into the clipboard and paste it via the “Paste” command to the new location.
 Context menu
A context menu provides commands, which are reasonable in that current context. Usually you
reach the context menu by performing a right-click on the object you want to edit. When using
the keyboard the context menu of the focused element can be opened with the Menu Key or
Shift + F10.
 Double-click
When you press your left mouse button twice in quick succession, you achieve a double-click
(the essential speed depends on the settings of your operating system).
 Drag and drop
Drag and drop denotes the opportunity of moving objects from one place to another. For that,
click the object and keep the mouse button pressed. Move the mouse pointer (with pressed
mouse button) to the place, where you want to move the object. There release the mouse
button. The object will be inserted into this point (if it is allowed to insert these types of objects).
 Focus
If in graphical user interface elements are focused, corresponding user input (e.g. keyboard
input) gets executed on this element. Typically, the focus can be recognized by means of
different coloring, borders or a blinking cursor.
 Keyboard Shortcut
Keyboard shortcuts are needed to use functions of the operating system or a program by
pressing two or more keys at the same time. In the Fabasoft Folio Web Client different keyboard
shortcuts are available. An overview of available keyboard shortcuts is displayed when you
press the Ctrl + Shift + F8.
 Menu
A menu provides commands of a certain area. You reach these commands by clicking on the
menu. Menus are located in the menu bar.
 Menu bar
The menu bar contains various menus (e.g. “Clipboard”).
 Object
In the Fabasoft client environment you work with objects. Objects store different kinds of
information. The kind of information depends on the type of the object. For different kinds of
information, different object types are available (e.g. Microsoft Word Document).
 Portal
Your whole user environment is displayed on a portal. This portal consists of single portal pages
(e.g. “Home” etc.).
 Portal page
A portal page collects contents, which belong together within a portal, on a page. For example
the portal page “Tasks” contains all activities that are assigned to a user.
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 Right-click
When you press your right mouse button once you achieve a right-click. Right-clicks are mostly
used to open a context menu on the particular position.
 Search field
The search field is available in the menu bar, if objects can be added to the current object list. In
the search field a quick search for existing objects can be performed.
 Selecting
To select an object (e.g. to carry out a command) click the object. When working with the
keyboard objects can be selected with the Up and Down keys.
 Shortcut
A shortcut is a link to an object. The usage of shortcuts enables to store an object just once
physically and to make it available on different places.
 Tab
Via tabs information and fields are displayed on consecutively placed pages (comparable to a
card index). In the Fabasoft client environment for example the information and fields of the
property editor are divided on tabs (e.g. “File” and “Versions” tabs are available for a Microsoft
Word Document).
 Type
The type specifies the properties and methods of an object. For example the type Microsoft
Word Document indicates that objects of this type contain Microsoft Word documents.
 Web browser
A web browser (e.g. Microsoft Internet Explorer or Mozilla Firefox) is used to reach contents of
the Internet via an address and to display the content.
2 General Information for Usage
Consider the following points for using the Fabasoft Folio Web Client.
 Avoid using the “Back” and “Forward” buttons of your web browser.
 Always finish all running transactions, before you close a Fabasoft Folio Web Client window.
Running transactions are indicated by the animated yellow line beyond the menu bar. A
transaction is running when you are in edit mode. Close edit mode by clicking “Next” if you want
to save your changes. Click “Cancel” if you want to discard your changes. The "Apply" button is
available for buffering but does not finish the transaction.
Note: If you close a Fabasoft Folio Web Client window, although a transaction is running, a
dialog box is displayed. If you want to finish the running transaction before closing the window,
click “Cancel”. If you click “OK”, all unsaved changes are lost.
 The available functionality of the Fabasoft Folio Web Client is configurable in many cases.
Therefore, not all discussed issues have to be available in your system.
2.1 How to Start the Fabasoft Folio Web Client
The Fabasoft Folio Web Client offers an intuitive user interface, which is easy to learn and
individually adaptable. This enables an efficient handling and administration of your daily tasks.
The Fabasoft Folio Web Client is opened like any other website in the web browser.
1. Start the web browser by clicking or double-clicking the web browser icon. Depending on the
system, there is a link to the web browser
on the quick launch bar of the operating system,
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directly on the desktop
and/or under “Start” > “Programs”.
2. Type the address of the Fabasoft system in the address bar. If you do not know the address,
please contact your IT service desk.
Note: For a quick start, it is advisable to set the address of the Fabasoft system as home page
of your web browser or to add the address to your favorites.
3. Depending on the configuration of the system, you are prompted to type your username and
your password.
2.2 How to Exit the Fabasoft Folio Web Client
To exit the Fabasoft Folio Web Client, close all Fabasoft Folio Web Client windows. You need not
accomplish a special logout procedure but modifications should be saved or discarded.
A web browser window can be closed as follows:
 By clicking “Close” of the web browser window.
 By the shortcut Alt + F4.
 By clicking “Close”, on the “File” menu.
Depending on the system configuration a dialog box is displayed, in which you have to confirm with
clicking “OK” that the window with the Fabasoft Folio Web Client should be closed.
Note: If the authentication happens with SAML or OpenID, Fabasoft Folio can be configured for an
explicit user logout. After the configuration the logout button can be found in the portal header.
2.3 Structure of the Fabasoft Folio Web Client
The whole content of the window of your Fabasoft Folio Web Client is a portal. Depending on the
configuration and your current role different portal pages are available in your portal. The portal
pages can be switched via the “portal pages” area in the portal header.
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2.3.1 Portal Header
Fabasoft logo or customer logo
The logo of the Fabasoft software product or a customer logo is displayed here.
Portal pages
The portal pages can be switched via a click on the portal icon. The current portal page is
highlighted white. When using the keyboard you can navigate to the portal page selection with Tab,
select the desired portal page with the arrow keys and change the portal page with Enter.
Via drag and drop the order of the portal pages can be customized. Also other objects like Folders
and Hyperlinks can be added to the list of portal pages via drag and drop. Alternatively, select an
object and use the menu command "Tools"> "Add to Portal" to add the object to the portal pages.
The URL of a hyperlink is opened directly within the portal.
Note: Including another Fabasoft Folio Installation with a hyperlink is not supported.
Via the “Remove” context menu, a portal page can be removed from the list.
Via the “Personalize” context menu, the name and the symbol of a portal page can be changed.
The “Reset Portal” context menu restores the system settings for the original portal pages.
Personally added portal pages (like folders and hyperlinks) are not deleted when resetting the portal.
Settings of collapsed portal parts (e.g. the tree view) are stored.
User settings
Via a click on the user settings
 the role
 the tenant
 the user environment
 the user profile
 and substitution roles
can be selected.
Context menu
Via the context menu of the portal header, the font size can be changed. It is also possible to
change the display settings, so that there are only the icons displayed (and no text).
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2.3.2 Navigation Bar
For a better navigation when working with deeply branched trees, so called navigation paths are
available. The navigation path display the path to the current object.
By clicking the down arrow icon, all elements of the path are listed, even those, which are possibly
not displayed in the horizontal list due to shortage of place.
The navigation bar contains in addition buttons to change the role, display the print view and the
online help.
2.3.3 Menu Bar
The menu is divided into single menus, which contain menu commands in a logically structured way.
Which menus and tools are available, depends on the configuration, the current object list and your
settings. Additionally the search field is displayed in the menu bar. If your object list exceeds a
certain number of entries, you find furthermore the navigation buttons.
1. Click on a menu to display the available menu commands.
2. A click on a menu entry executes the command on the selected objects of the list.
Note: Menu commands can be further structured. This is indicated by arrows. Move the mouse over
this entry to make the corresponding menu commands visible. A click on a command executes it.
Important functions are additionally displayed as buttons, to grant a quick and efficient access.
New
The dialog for the creation of a new object is opened.
Delete
Deletes the selected objects after confirming a security check.
Properties
The property editor of the selected objects is opened.
Cut
The selected objects are removed from the object list and copied into the clipboard.
Copy
The selected objects are copied into the clipboard.
Paste
Pastes the objects of the clipboard into the object list.
Change View
Changes the view of the object list entries (e.g. Thumbnails).
Refresh
The view of the displayed objects is refreshed.
Find
The search dialog is opened.
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Upload
The dialog for uploading a file into the Fabasoft Folio Web Client is opened.
Download
The dialog for downloading the main content of the selected objects is opened.
Show New Events
Changes and events for the current or the selected objects are shown.
User Settings
The dialog for editing the user settings is opened.
Use Version
The dialog for reading a version of the selected object is opened.
Save Version
The dialog for saving a version of the selected object is opened.
Show Content Modifications
The dialog for comparing two versions is opened. This functionality is only available for Microsoft
Word documents and OpenDocument text documents.
Note: Icons, whose actions are not available in a certain context, are set in gray.
2.3.4 Tree View
In the tree view, objects that have an object property list are displayed hierarchically. For example a
folder that contains other folders or documents. By clicking on an object in the tree view the object
list of the corresponding object is displayed in detail view. With a double click the sub-tree is opened
additionally.
To open or close all subentries of an entry in the tree view, the context menu commands “Expand
All” and “Collapse All” are available.
The context menu command “Find Entry” allows for searching for names of objects that are listed in
the tree view. Thereby the search is performed on the subordinated hierarchy of the object on which
the context menu command is invoked. The first object that matches the search criteria in the depthfirst search process is displayed in the detail view. If necessary, the corresponding sub-tree is
opened up to the search hit. In the search criteria the wildcards * (any number of characters) and ?
(one character) are allowed.
Note: If folders are opened in the detail view, the hierarchy in the tree view is opened
correspondingly. If the sub-tree that is navigated within gets closed manually, the subfolders are not
opened automatically anymore until the sub-tree gets opened manually again. If a list contains the
same folder multiple times, the topmost entry will be opened in the tree view.
2.3.5 Detail View
In the detail view objects are displayed as list by default.
2.4 How to Work With Buttons
By default the following buttons are available:
 Cancel
All changes that are made but not saved are discarded and edit mode is closed.
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 Apply
Changes are saved but you do not exit edit mode.
 Next
Changes are saved and you exit edit mode.
2.5 Keyboard Operation
Besides working with the mouse also keyboard operation is supported.
2.5.1 Generally Available
Enter or
Space Bar
Enter or Space Bar executes the corresponding action on the
selected element (e.g. press a button, execute a menu command,
open an object).
Note: The space bar is not supported in all use cases.
Menu Key or
Shift + F10
Menu Key or Shift + F10 opens the context menu of the selected
Tab or
Shift + Tab
The tabulator key can be used to switch forwardly between areas. If
Shift is pressed too, you will switch backwardly.
Left, Right, Up, Down,
Home, End
These keys can be used to navigate within an area.
element.
2.5.2 Overview of Currently Available Shortcuts
To get an overview of shortcuts available in the current context, the focus has to be on the desired
area (e.g. by clicking the desired area). If you press Ctrl + Shift + F8 an indication window with the
available shortcuts opens.
By moving the mouse pointer the indication window is closed.
2.5.3 Menu Commands
In a menu following shortcuts are available:
Enter or
Space Bar
Enter or Space Bar executes the selected menu command or the
Esc
Esc closes the opened menu or submenu.
Left, Right
These keys can be used to navigate between the menus or close
and open submenus.
Up, Down
These keys can be used to navigate between the menu commands.
assigned menu/submenu is opened.
You discern shortcuts for menu commands by the highlighted letter of the menu command (the letter
gets highlighted when the menu is opened and Ctrl + Shift + F8 is pressed). The shortcut for
executing a command is Alt + <highlighted letter>.
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2.5.4 Buttons
In dialogs the “Cancel” button can be pressed using the Esc key or the shortcut Alt + A and the
“Next” button can be selected using the shortcut Alt + W. The button that is marked as default can
be pressed by Enter (if no button is focused).
2.5.5 Tabs
The default navigation possibilities with arrow keys and opening the selected object with Enter are
provided.
If you press Ctrl + Shift + F8 an indication window with the available shortcuts opens. The
shortcut for opening a tab is Alt + Shift + <highlighted letter>.
2.5.6 Forms
Within forms two keyboard modes exist that can be switched with F2.
 Edit mode (default)
The fields can be navigated with the Tab key. The fields are immediately editable.
Note: If the context-sensitive help is activated the focus is set on the help text. The help can be
closed with the Esc.
 Navigation mode
You can navigate between fields of the same level with the Up and Down keys. With the Right
key you can navigate a level deeper and with Left key a level higher (e.g. compound
properties). F2 can be used to switch between navigation and edit mode.
2.5.7 Tree View
Beside the default navigation possibilities with arrow keys and opening the selected object with
Enter also the first letters of the desired object can be typed to jump to this object.
2.5.8 Object Lists
In an object list (detail view) of the Fabasoft Folio Web Client the following shortcuts can be used:
Ctrl + A
Select all entries in an object list
Ctrl + C
Copy the selected objects to the clipboard
Ctrl + X
Cut the selected objects
Ctrl + V
Paste objects from the clipboard
Enter
Open the selected object
Ctrl + Enter
Properties of the selected object
Del
Remove the selected objects
Shift + Del
Delete the selected objects
Alt + Enter or
Ctrl + Enter
Open the attribute editor (Alt + Enter does not work with Microsoft
Internet Explorer)
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F2
Edit a cell
Backspace
Navigate one level up in an object hierarchy
Ctrl + Shift + Right
One page forward
Ctrl + Shift + Left
One page back
Ctrl + Shift + Home
First page
Ctrl + Shift + End
Last page
Page up
Scrolls up (web browser functionality)
Page down
Scrolls down (web browser functionality)
To navigate and select elements within an object list following shortcuts can be used:
Down
One cell down within the current column
Up
One cell up within the current column
Left
One cell left within the current row
Right
One cell right within the current row
Home
First cell in the current column
End
Last cell in the current column
First letters of the object
name
Cell of the current column in the row with the object name that matches
the typed first letters
Ctrl + Left
First cell of the current row
Ctrl + Right
Last cell of the current row
Ctrl + Page up
One page back
Ctrl + Page down
One page forwards
Shift + Down
Selects an additional cell below the current cell
Shift + Up
Selects an additional cell above the current cell
Shift + Left
Selects the whole row
Shift + Right
Selects the whole row
Shift + Home
Selects from the current cell to the cell in the first line
Shift + End
Selects from the current cell to the cell in the last line
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To navigate (only set the focus) within an object list following shortcuts can be used. The selection of
already selected cells is thereby not removed (allows multi-selection).
Ctrl + Down
One cell down within the current column
Ctrl + Up
One cell up within the current column
Ctrl + Home
First cell in the current column
Ctrl + End
Last cell in the current column
Space Bar or Ctrl +
Space Bar
Selects the focused cell
2.5.9 Portal Page Areas
To maximize the focused portal page area press Alt + Up. To revoke the default view press Alt +
Down. Keep in mind that not all portal page areas can be maximized.
2.6 Customizing the Fabasoft Folio Web Client
2.6.1 Settings
To customize the settings of the Fabasoft Folio web client, perform the following steps:
1. Click the "Account" button and select the "Basic Settings" entry at the left side.
2. Adapt the settings and click "Save" to finish the editing process.
3. Click “Close”.
2.6.2 Portal Page Areas
If a portal page consists of several areas, they can be enlarged or minimized. Click on the dividing
line (gray area) and drag the area to the desired size.
2.7 Optimizing the Web Browser Configuration
If in the account icon a yellow or red exclamation mark is displayed, the configuration of the web
browser should be adjusted.
To optimize the web browser configuration, perform the following steps:
1. Switch to the "Account" portal page and select the "Web Browser State" entry at the left side.
2. Perform the steps displayed at the right side for optimizing the configuration.
2.8 Displaying the Account Activity
To recognize unauthorized access, on the "Account" portal page in the "Account Activity" area the
login time, the last access time and the IP address are displayed. If SAML or OpenID are used for
authentication, additionally the logout time is displayed.
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3 Enterprise Document Management
3.1 Creating and Deleting Objects
3.1.1 Creating an Object
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:
o 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.
o Favorites: To select a favorite, select “Favorites” on the left side and select the desired object
or template on the right side.
o All: To make all object types and templates available, select “All” on the left side and select
the desired entry on the right side.
o 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.
3.1.2 Deleting an Object
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”.
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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.
3.1.3 Using the Wastebasket
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.
3.1.3.1 Emptying the Wastebasket
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
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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”.
3.1.3.2 Restoring an Object from the Wastebasket
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.
3.2 Copying and Dragging Objects
3.2.1 Copying an Object
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 3.2.2 “Pasting a Duplicate” and 3.2.3 “Pasting a”).
3.2.2 Pasting a Duplicate
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.
3.2.3 Pasting a Shortcut
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”.
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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.
3.2.4 Cutting/Dragging an Object
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.
3.2.5 Duplicating an Object
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.
3.2.6 Removing an Object
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.
3.2.7 Locating the Object Position
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.
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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>)”.
3.3 Displaying and Editing Objects
3.3.1 Working Together with Objects
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.
3.3.2 Opening the Property Editor
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
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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.
3.3.2.1 Property Editor Buttons
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.
3.3.2.2 Property Editor Fields
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.
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 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.
3.3.2.3 Types of Properties
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.
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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:
o Specification of a status, which can be Yes or No.
o 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:
o 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.
o 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.
o Via the “Download” button you can download the content of a document to the file system.
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o If you click “Remove entry”
confirm the deletion!
, the content is deleted. Please note: You are not prompted to
 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 predefined 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
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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.
3.3.3 Editing Properties Directly
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 3.7.1 Modifying Column Settings").
3.3.4 Display Properties
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.
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Note: According to the user settings the object is opened in read mode or edit mode. To switch into
the edit mode, click “Edit”.
3.3.5 View as PDF
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”.
3.3.6 Editing Common Properties
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.
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3.3.7 Comparing Properties
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.
3.3.8 Renaming an Object
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.
3.3.9 Opening an Object
To open an object, you have three possibilities:
 Open directly
Double-click the object.
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 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 3.3.2.1 “Property Editor
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Buttons” and 3.3.2.2 “Property Editor Fields”.
3.3.10 Reading a Document
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).
3.3.11 Showing New Events
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.
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3.3.12 Navigating in an Object
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.
3.4 Uploading, Scanning and Downloading
3.4.1 Uploading a File
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.
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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”.
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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”.
3.4.2 Scanning and Editing a Paper Document
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.
3.4.2.1 Scanning and Editing a Paper Document at the Workstation
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”.
3.4.2.2 Mass Scanning of Paper Documents
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.
3.4.2.3 Performing an OCR Conversion
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.
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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.
3.4.3 Uploading an E-Mail from Microsoft Outlook
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:
o E-Mail Text and Attachment
o E-Mail Text and Separate Attachment
o E-Mail Text Only
o 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).
3.4.4 Uploading and Downloading Contacts
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.
3.4.5 Uploading and Downloading Events
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).
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 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.
3.4.6 Downloading an Object
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.
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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.
3.4.7 Downloading an Image
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”.
3.4.8 Folio Folder
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.
3.4.8.1 Using the Synchronization for the First Time
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.
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3.4.8.2 Selecting Folders and Documents for Synchronizing
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.
3.4.8.3 Symbols for Visualizing the Status
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.
3.4.8.4 Context Menu of the Notification Symbol
In the context menu of the Fabasoft Folio notification symbol following commands that are relevant
for the Folio Folder are available:
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 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.
3.4.8.5 Context Menu of the Folio Folder
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.
3.4.8.6 Error Handling
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.
3.4.8.7 Synchronization Exceptions
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 thirdparty 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 not 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).
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 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).
3.4.8.8 Configuration in Fabasoft Folio
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.
o 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.
o 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.
o 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.
3.5 Working with Content Objects
3.5.1 Editing a Content Object
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
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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.
3.5.2 Temporarily Storing a Content Object
Documents are stored in a third-party product whilst they are being edited.
3.5.3 Printing a Content Object
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.
3.5.4 Annotating a Content Object
The annotation feature is available if Microsoft Windows is used, the third-party product PDFXChange Viewer is installed and Fabasoft Folio is configured to enable annotations (more
information can be found in the “Administration Help”).
To annotate a document, perform the following steps:
1. Right-click the document to be annotated, and then click “Annotate” (opens the viewer in-place)
or “Annotate and Edit” (opens the attribute editor and the viewer in a separate window).
2. Annotate the document and click “Next”.
Note: PDF-XChange Viewer only works with Microsoft Internet Explorer. Therefore “Annotate” is
only available in this web browser, “Annotate and Edit” is available in all web browsers on Microsoft
Windows because in this case the viewer is hosted in an own Internet Explorer window.
3.5.5 Encrypting or Decrypting a Content Object
To protect your documents from unauthorized access, you can encrypt documents beside the
definition of access rights.
3.5.5.1 Encrypting a Content Object
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”.
3.5.5.2 Decrypting a Content Object
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”.
3.5.5.3 Editing an Encrypted Content Object
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.
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3.5.5.4 Downloading or Uploading an Encrypted Content Object
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
3.5.6 Assigning Addressees to a Content Object
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.
3.5.6.1 Transferring the Addressees of the Higher-Level Object
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.
3.5.6.2 Searching for and Assign an Addressee
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.
3.5.6.3 Creating and Assign an Addressee
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.
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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”.
3.5.6.4 Assigning a Free-Text Addressee
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”.
3.5.7 Pasting DocProperties
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.
3.5.8 Project Archive
Project archives summarize several files to one archive. When opening a project archive the
containing files are provided in a temporary folder and are afterward stored again in an archive. One
file in this archive is the main file and is opened by the appropriate third-party product.
3.6 Working with Lists
3.6.1 Selecting Entries
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.
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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.
3.6.2 Sorting Objects Within the Object List
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.
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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.
3.6.3 Grouping Objects Within the Object List
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:
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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).
3.6.4 Scrolling in Object Lists
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.
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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.
3.6.5 Modifying the Order of Objects in an Object List
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.
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3.6.6 Background Context Menu
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.
3.6.7 Column Editing in the Details Views
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.
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).
Following property types are editable this way:
 string
 Boolean value
 integer, float
 date and time
 currency
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 enumeration
 object pointer
Note: Compound properties and object pointer lists cannot be edited this way.
3.6.8 Calculations Within Object Lists
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.
3.6.9 Data Table
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.
3.7 Define a List View
3.7.1 Modifying Column Settings Using the Column Header
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.
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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.
3.7.2 Modifying Column Settings Using the “Change Columns” Button
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.
o 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.
o Select a tab to show only properties of that tab.
o Select one or more columns that you want to add and click “Add”.
o Select one or more columns that you want to remove and click “Remove”.
o The displayed columns can be sorted by drag and drop.
4. Click “Next” to accept the changes.
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3.7.3 Lock Columns
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.
3.7.4 Saving and Loading Column Settings
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.
3.7.5 Copying Column Settings
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).
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5. The content is inserted into the third-party product and can be edited as needed.
3.7.6 Color-Coding List Entries
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.
3.7.7 Modifying the Display of Objects
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".
3.7.8 Filters
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.
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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 thirdparty 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.
3.7.9 Column Filter
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.
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 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.
3.7.10 Refreshing
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.
3.8 Performing a Search
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.
3.8.1 Searching for Objects
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.
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- 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 3.8.2 “Limiting Search Criteria Using
Options from the Menu” and 3.8.3 “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 3.8.4 “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.
3.8.2 Limiting Search Criteria Using Options from the Menu
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 3.8.3 “Limiting Search Criteria Using Wildcards”.
Examples for options
Options for string property:
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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
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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.
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 “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.
3.8.3 Limiting Search Criteria Using Wildcards
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
3.8.2 “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'
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3.8.4 Using the Hit Collection
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:
o Click “Adjust Search” to search for other objects of the same object class using different
search criteria.
o 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.
3.8.5 Creating a Search Form
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.
3.8.6 Making Search Form Available
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.
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3.8.7 Using a Search Form
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 3.8.8 "Establishing Search Options".
3.8.8 Establishing Search Options
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:
o 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.
o 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.
o 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.
o 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.
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3.8.9 Performing a Quick Search in the Search Field
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.
o By default a Fabasoft Folio search is performed. In this case, it is searched for the name of
the object.
o 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
.
3.8.10 Performing a Quick Search in Object Pointer Properties
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.
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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.
3.8.11 Performing a Full Text Search
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 3.8.9 Performing a Quick Search in the Search Field")
 Full text search in object pointer properties (see 3.8.10 "Performing a Quick Search in Object
Pointer Properties")
3.8.11.1 Performing a Full Text Search in Content Properties
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.
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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).
3.8.11.2 Performing a Full Text Search in String Properties
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 3.8.2
“Limiting Search Criteria Using Options from the Menu”).
Note:
o It is possible to combine queries with operators (e.g. AND)
o 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.
3.8.11.3 Performing a Full Text Search in the Search Field
See chapter 3.8.9 "Performing a Quick Search in the Search Field"
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3.8.11.4 Performing a Full Text Search in Object Pointer Properties
See chapter 3.8.10 "Performing a Quick Search in Object Pointer Properties"
3.8.12 Performing Data Research
A research is a specific variant of a search. Use the possibility of a research to perform a preconfigured 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”.
3.9 Working with Different Versions
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.
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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:
3.9.1 Using a Version
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:
o 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.
o 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.
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5. Click the object, to read the selected version. The object properties are only available in read
mode. They cannot be edited.
3.9.2 Using the Current Version
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.
3.9.3 Saving a Version
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.
3.9.4 Restoring a Version
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.
3.9.5 Deleting a Version
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”.
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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.
3.9.6 Releasing a Version
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”.
3.9.7 Displaying Modifications to Content
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.
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Note: If LibreOffice is used as third party product, the LibreOffice buttons have to be installed.
3.9.8 Displaying Modifications to Properties
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.
3.10 Indexing Based on Terms (Thesaurus)
Fabasoft Folio supports extensive indexing of objects in the form of terms, allowing for
searches/researching of specific topics.
3.10.1 Indexing an Object
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.
3.10.2 Creating a Thesaurus
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.
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3.10.3 Importing or Exporting a Thesaurus
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.
3.10.4 Creating a Term
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”.
3.10.5 Searching for Objects Using a Term
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.
3.10.6 Approving Terms
Terms can be approved for different hierarchical areas of organizational units by establishing the
access rights in the form of ACLs accordingly.
3.11 Templates and Template Collections
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.
3.11.1 Managing Template Collections
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.
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3.11.2 Creating a Template Collection
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.
3.11.3 Creating and Editing a Template
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.
3.11.4 Creating an Object Using a Template
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.
3.11.5 Categorizing a Template Collection
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.
3.11.6 Adding a Template to the Favorites List
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.
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3. Select the desired template and click “Add to Favorites”.
Note: Additionally the template is also available under the “Favorites” entry.
3.11.7 Deleting a Template from the Favorites List
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.
3.12 Preparing Information
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.
3.12.1 Common Possibilities
 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.
3.12.2 Creating a Report Based on Active Reporting Technology
Reports can be created based on pre-defined report templates. For information about available
report templates contact your system administrator.
3.13 Managing a Classification System
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.
3.13.1 Define a Category
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”.
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3.13.2 Assign a Category to a New Business Object
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.
3.13.3 Create a Subject Area
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.
3.14 Settings
3.14.1 Configuring User Settings
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.
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 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)
[email protected]: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.
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 Search Defaults
In this field you can type specifications for searches.
o Object Limit
In this field the maximum number of objects displayed in the result list of a search is defined.
o 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.
o Query Scope
This field defines restriction of the search scope (e.g. COO stores).
o Show Query Text
This field defines whether a user can edit a search query or not.
o 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.
o Object Classes
In this field the maximum number of object classes displayed is defined e.g. as templates for
creating an object.
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o 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.
3.14.2 Configuring Interests
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.
o 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.
o 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.
o Put objects on desk
The changed objects are inserted on the desk.
o 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.
o 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.
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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.
3.14.3 Displaying Events
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.
3.15 Substitution
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.
3.15.1 Establishing a Substitution
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.
3.15.2 Substituting
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.
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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.
3.15.3 Terminating a Substitution
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.
3.16 Additional Features
3.16.1 Printing an Object
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.
3.16.2 Creating a Final Form
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”.
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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).
3.16.3 Sending an Object
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”.
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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 email. 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”.
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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.
3.16.4 RSS Feeds
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).
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3.16.4.1 Predefined Objects
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.
3.16.4.2 Subscribe to Any Objects
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.
3.16.4.3 Unsubscribe an Object
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.
3.16.4.4 Subscribe to Events
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.
3.16.5 Modify Images Directly
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.
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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.
3.16.6 Extensions With Forms
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.
3.16.6.1 Creating a Form
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”.
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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.
3.16.6.2 Modifying the Template
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”.
3.16.6.3 Publishing a Form
After successful tests or after reworking the form, publish the form.
To publish a form, perform the following steps:
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1. Right-click the form and then click “Publish Form”.
3.16.6.4 Releasing a Form for Usage
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.
4 Collaboration
Collaboration means several users working together on business objects. The permissions of users /
groups of users can be defined using ACLs (Access Control Lists).
Note: Whilst a user is editing a business object, other users can only read this object.
4.1 Enter a User as a Member With Read Access
To enter a user as a member with read authorization, do the following:
1. Locate the business object the access authorizations of which are to be changed.
2. Right-click the business object, and then click “Properties”.
3. Click the “Security” tab.
4. Select the Read Access field.
5. Enter the user to be given read permission for the business object (you can perform a (fast)
search or you can insert the user from the temporary cache using the “Paste Shortcut” button).
6. Click “Next”.
Note:
 For Records and Cases, users with read authorization are also given read permission for the
documents contained therein.
 In order to edit the Read Access field, the “Change Properties Related to Security” access
permission for the respective business object is required.
4.2 Enter a User as a Member With Change Access
To enter a user as a member with change authorization, do the following:
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1. Locate the business object the access authorizations of which are to be changed.
2. Right-click the business object, and then click “Properties”.
3. Click the “Security” tab.
4. Select the Change Access field.
5. Enter the user to be given permission to edit the business object (you can perform a (fast)
search or you can insert the user from the temporary cache using the “Paste Shortcut” button).
6. Click “Next”.
Note:
 For Records and Cases, users with change authorization are also given change permission for
the documents contained therein.
 In order to edit the Change Access field, the “Change Properties Related to Security” access
permission for the respective business object is required.
4.3 Teams
Teams summarize users, which are considered for an ACL evaluation. They can be referenced in
properties concerning access rights (e.g. Change Access).
Note: A team cannot be used as an owning group.
To create a Team, perform the following steps:
1. On the “Object” menu, click “New”.
2. Select “Team” and click “Next”.
3. Enter a name for the team and click “Next”.
4. Right-click the newly created team and then click “Properties”, to add involved users on the
“Team” tab.
4.4 Using a Teamroom
The Teamroom allows informal collaboration across departmental boundaries. For the management
of the team a separate area in the Teamroom is available. The easy access rights concept allows
sharing documents within the team in a simple way. Team calendar, newsfeeds and other useful
features complete the functionality of the Teamroom.
In a Teamroom not all object types can be stored. These are, for example, business objects that are
intended for formal collaboration with an own access rights concept.
4.4.1 Creating a Teamroom
To create a Teamroom, perform the following steps:
1. On the “Object” menu, click “New”.
2. Select “Teamroom” and click “Next”.
3. Enter the desired data for the Teamroom.
o Enter the name of the Teamroom in the Name field.
o Groups that are assigned to the user can be selected In the Group field. The theme and the
logo from the group are available for selection if provided.
4. Click “Next”.
The newly created Teamroom is stored in the current object list.
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4.4.2 Authorize Team Members
To define access rights for a Teamroom, perform the following steps:
1. Navigate to the Teamroom for example by clicking it in the tree view.
2. In the right area of the Teamroom the team can be managed. Search for groups, teams, users
or create a new team.
3. Define the access rights of the team members via the arrow beyond the name.
o “Read Access”
Team members are only able to read existing documents. They cannot create new objects.
o “Change Access”
Team members can modify existing documents and create new documents.
o “Full Control”
Team members have the same rights as the owner of the Teamroom (create, edit and delete
documents).
Note:
 Added team members are automatically notified. Each user can define for himself how to be
notified via “Account” > “Notifications” > “Settings” > Invitations for Teamrooms. Within groups
the Send Teamroom Invitations to Members property can be used to specify whether the
members should be informed when adding groups.
 Via the context menu command “Reinvite”, a user or a group can be reinvited. The team
member herself/himself defines how to be notified.
 The owner of a Teamroom has always full control (see also chapter 4.4.12 “Changing the Owner
of a Teamroom”).
 For a Teamroom, on the „Teamroom“ tab, in the Restrict Team Members to These Groups field
it can be defined that only users who are assigned to the listed groups may be added to the
Teamroom.
 For a Teamroom, on the „Teamroom“ tab, in the All Team Members May Invite Members field it
can be defined that only users who possess full control are allowed to invite new team members.
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 Change access is granted to new team members as standard. If you only possess read rights,
added team members get read rights, too.
 For a Teamroom, on the „Teamroom“ tab, in the Team Visible to All Team Members field it can
be defined that only users with full control can see other team members.
 Team members or groups can be removed again via the “Remove” context menu command.
 Via “Actions” > “Edit Security Settings” a combined and clear view of relevant security settings is
provided.
4.4.3 Accepting and Refusing Invitations
Invitations to Teamrooms are sent via e-mail and are displayed on the welcome screen and on the
“Notifications” portal page.
To accept or refuse an invitation to a Teamroom, perform the following steps:
1. Click the “Notifications” portal page.
2. Click the desired button.
o “Accept”.
You accept the invitation.
o “Accept and Add to Desk”.
You accept the invitation and the Teamroom is added to the desk.
o “Refuse”
You refuse the invitation and you are removed from the Teamroom.
4.4.4 Sending an E-Mail to the Team
To simplify collaboration even further, e-mails can be sent directly from Teamrooms. The context
menu command “Send” > “Send E-Mail to Team” is available for Teamrooms and for objects
assigned to Teamrooms. When using the context menu command on objects, they are added as
links to the e-mail.
4.4.5 Working With Shortcuts
If a folder or document that is already in a Teamroom is stored again in the Teamroom in another
folder, it will be visualized by a shortcut (blue arrow). If the document is removed, the shortcut
becomes the document.
On the “General” tab in the Related Objects field of a document, the objects that contain the
document are listed. In the first entry the document itself is stored, in the other entries a shortcut is
stored.
Example: In this example the document itself is stored in the folder “2013”, a shortcut is stored in
the Teamroom “Marketing” and in the folder “Reports”.
 If the document is removed from the folder “2013”, the shortcut in the Teamroom “Marketing”
becomes the document.
 If a shortcut is deleted, this has no effect on the document or other shortcuts.
Note:
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 If a folder or a document is assigned to another Teamroom, this will be visualized by a yellow
arrow.
 The allowed shortcuts in a Teamroom can be restricted. This may prevent, for example, that
shortcuts are stored the members of the Teamroom cannot access.
o Default: Allow shortcuts to all objects
o Group: Restrict shortcuts to objects assigned to the group of the Teamroom
o Teamroom: Restrict shortcuts to objects assigned to the Teamroom
4.4.6 Changing the Teamroom Assignment
An object is always assigned to only one Teamroom. In case an object is stored in further
Teamrooms, the assigned Teamroom can be changed.
1. Locate the object, which should be assigned to another Teamroom.
2. On the context menu click “Change Teamroom”.
3. Select the Teamroom the object should be assigned to.
Note: If the object is stored in exactly two Teamrooms, the Teamroom must not be selected.
4. Click “Change Teamroom”.
Note:
 If an object, is moved from one Teamroom into another via “Cut” and “Paste Shortcut” the
Teamroom assignment is automatically changed to the new Teamroom.
 The “Orphan Objects” tab of a Teamroom contains objects, which are assigned to this
Teamroom, but are not stored in the Teamroom anymore. This can occur, when the object has
been removed via the “Cut” menu command.
 To change the assigned Teamroom of an object, full control is needed in the original Teamroom
and at least change access in the target Teamroom.
 When changing the Teamroom assignment the owner of the object is changed to the owner of
the new Teamroom.
 If an object gets assigned to a Teamroom, all access rights, which are directly defined for this
object, are overwritten by the access rights of the Teamroom.
4.4.7 Setting the Access Protection
The access protection defines whether non team members can read the Teamroom.
To change the access protection of a Teamroom, perform the following steps:
1. Navigate to the desired Teamroom.
2. On the context menu of the Teamroom click “Properties”.
3. Select the Access Protection on the “Teamroom” tab.
o “Default”
The Teamroom and its content can only be read by team members.
o “Generally readable”
The Teamroom and its content can be read by all users.
o “Generally searchable and readable”
The Teamroom and its content can be found and read by all users.
4. Click “Next”. You will receive a notice that this Teamroom becomes public. Click “Next” again.
Note:
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 An access protection can only be selected, if the Teamroom has no security level.
 In the card view and in the contact pane the publishing state is displayed.
4.4.8 Setting the Security Level
If a user has a security clearance (user object > “User” tab > Security Clearance), the user can
define a Security Level for the Teamroom.
To change the security level of a Teamroom, perform the following steps:
1. On the context menu of the Teamroom click “Properties”.
2. On the “Teamroom” tab select the desired Security Level.
Note: The security levels inclusive all subordinated security levels that are assigned to the user
are provided for selection.
3. Click “Next”.
Note:
 The icon of the Teamroom denotes if a security level is defined.
 The security level cannot be defined if the Teamroom is public.
4.4.9 Defining a Logo
For each Teamroom an own logo can be defined. This logo is displayed in the card view, the
thumbnail view, the preview and also in the portal header instead the Fabasoft Folio logo, when
working within the Teamroom.
To define a logo for a Teamroom, perform the following steps:
1. On the context menu of the Teamroom click “Properties”.
2. Click the “Logos” tab.
3. Click “Select” to browse for an image on your computer or select one from Folio.
4. Click “Next” to save the changes.
Note:

You can select a second logo that is used as a thumbnail. This logo will be displayed for
example on the welcome screen.

If no logo is defined for the Teamroom, the logo of the assigned group is displayed. If no logo is
defined for the Teamroom and the group, the logo of the assigned type is displayed.
4.4.10 Defining a Theme
Themes are used to personalize a Teamroom.
To select a theme, perform the following steps:
1. On the context menu of the Teamroom click “Properties”.
2. On the “Teamroom” tab choose a Theme.
3. Click “Next”.
The theme is displayed if you open a Teamroom via the card view or the portal header.
Note:

The theme is just in the Teamroom available in which you choose it.

The theme, which is visible for everyone, just can be chosen by the owner of the Teamroom or
by team members, who have all rights.
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
To personalize a Teamroom only for you drag it in the portal header and open the context menu.
Click “Personalize” and then choose a theme.

If a theme is defined for an assigned group, it is used automatically for the Teamroom.
4.4.11 Managing Templates
Templates can be defined for individual Teamrooms.
To define a template, perform the following steps:
1. Open the Teamroom.
2. On the context menu of the object that should be defined as template click “Add to Teamroom
Templates”.
The template is displayed in the create dialog in the “Teamroom Templates” category.
Note:
 Objects that already serve as templates provide the context menu command “Remove From
Teamroom Templates”.
 A list of all templates can be found on the “Templates” tab of a Teamroom. Here you can add
and remove templates, too.
4.4.12 Changing the Owner of a Teamroom
You can become the owner of a Teamroom, only if you have “Full Control” on this Teamroom. The
owner has the same rights as a team member with full control, but the object quota and storage
quota (if configured) are assigned to the owner.
To change the owner of the Teamroom, perform the following steps:
1. Select the Teamroom, open the “Tools” menu and click “Take Ownership”.
2. Click “Yes”.
You are now the owner of the Teamroom and therefore the owner of the objects inside this
Teamroom. The previous owner becomes a team member with full control.
Note: You just can enter yourself as owner of a Teamroom.
4.4.13 Wastebasket and Orphan Objects
When deleting objects of Teamrooms they are not deleted immediately but put in the Teamroom
wastebasket (“Wastebasket” tab). Objects in the wastebasket can be restored or permanently
deleted. When deleting folder structures the contained objects are deleted, too. If the Teamroom is
accessed via WebDAV, CalDAV or CMIS the wastebasket is also taken into account when deleting
objects.
On the “Orphan Objects” tab you can find objects that are assigned to the Teamroom but no longer
stored in the Teamroom. Due to performance reasons the list of orphan objects is not displayed if
the Teamroom contains too many objects.
4.4.14 Deleting the History
If for example business partners or customers get access rights in a Teamroom during a project,
team members with full control can delete the history not meant for public.
To delete the history of a Teamroom, perform the following steps:
1. On the context menu of the Teamroom click “Show New Events”.
2. Click “Delete History” and confirm by clicking “Yes”.
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The history and the versions of the Teamroom and of all assigned objects are deleted.
4.4.15 Displaying New Events
In the card view the number of changes of Teamrooms is displayed, since you have viewed the
events for the last time. In the history the current changes are displayed on the “New Events” tab.
Which changes are considered as new events can be configured under “Account” > “Notifications” >
“Settings”.
Note: If you do not want to receive new events for selected Teamrooms, you can deactivate
notifications on the “Teamroom” tab in the Notify Me About New Events field. Alternatively, when
displaying events a “Disable Notification” button is provided.
4.4.16 Hierarchical Teamroom Relations
In order to manage hierarchies of Teamrooms easily and clearly, relations between Teamrooms are
available as metadata. The relations are displayed on the “Relations” and “Relation (incl. Hierarchy)”
tabs.
Note:
 The tabs are only displayed, if the Teamroom is related to at least one other Teamroom.
 The access rights defined by the Teamroom only apply to assigned objects but not to assigned
Teamrooms. A Teamroom always defines its own security context.
Relations:
 Superordinated Teamroom
A Teamroom can be assigned to exactly one superordinated Teamroom.
 Referencing Teamrooms
A list of all Teamrooms in which the current Teamroom is stored.
 Subordinated Teamrooms
A list of all Teamrooms that are assigned to the current Teamroom.
 Referenced Teamrooms
A list of all Teamrooms that are stored in the current Teamroom.
 Orphan Teamrooms
A list of all Teamrooms that are assigned to the current Teamroom but which are no longer
stored in this Teamroom.
 Subordinated Teamrooms (incl. Hierarchy)
A list of all Teamrooms that are assigned to the current Teamroom or to a Teamroom in the
Teamroom assignment hierarchy.
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 Referenced Teamrooms (incl. Hierarchy)
A list of all Teamrooms that are stored in the current Teamroom or in a Teamroom in the
Teamroom hierarchy.
 Orphan Teamrooms (incl. Hierarchy)
A list of all Teamrooms that are assigned to the current Teamroom or to a Teamroom in the
Teamroom assignment hierarchy but which are no longer stored in the Teamroom.
4.4.17 Transferring a Teamroom
Transfer Teamrooms to the Fabasoft Cloud to profit from the possibilities of cross-company
collaboration. With the Teamroom all folders and contents as well as all object types (that are not
programmatically excluded from transferring) are transferred. Later you can retract the Teamroom to
Fabasoft Folio again.
Note: The functionality is only available if your system administrator has configured the system
correspondingly.
To transfer a Teamroom, perform the following steps:
1. Open the context menu of the Teamroom and run the command “Transfer Teamroom” > “name
of the cloud domain”.
2. Click “Transfer” to confirm the transfer.
3. If you are not logged in to the Fabasoft Cloud, a login dialog is displayed.
4. Click “Allow” to grant the “OAuth Client” the “Transfer Teamroom” right (only necessary once).
5. Click “OK” after the transfer has been completed.
Note:
 The Teamroom and the associated objects are marked as transferred in Fabasoft Folio.
 The Teamroom and the associated objects are no longer editable in Fabasoft Folio.
 The Teamroom is put on "Home" in the Fabasoft Cloud.
 The user rights are transferred. Users are identified by the e-mail address. If contacts do not yet
exist in the Fabasoft Cloud, new contacts are created.
 With the context menu command “Transfer Teamroom” > “Restore Version Before Transfer” you
can restore the version of the Teamroom, which was saved by default prior to the transfer.
Incompletely transferred Teamrooms will be deleted in the Fabasoft Cloud. If a Teamroom was
successfully transferred, the connection to the transferred Teamroom in the Fabasoft Cloud will
be lost.
4.4.18 Retracting a Teamroom
After completing the cross-company collaboration the Teamroom can be retracted to Fabasoft Folio.
To retract a Teamroom, perform the following steps:
1. Open the context menu of the Teamroom and run the command “Transfer Teamroom” >
“Retract form <name>”.
2. Click “Retract” to confirm the retraction.
3. If you are not logged in to the Fabasoft Cloud, a login dialog is displayed.
4. Click “Allow” to grant the “OAuth Client” the “Retract Teamroom” right (only necessary once).
5. Click “OK” after the retraction has been completed.
Note:
 The Teamroom and the associated objects are marked as retracted in the Fabasoft Cloud.
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 The Teamroom and the associated objects are no longer editable in the Fabasoft Cloud.
 If users do not yet exist in Fabasoft Folio, contact persons are created.
 If the Teamroom could not be successfully retracted, you can restore the version of the
Teamroom in Fabasoft Folio and in the Fabasoft Cloud, which was saved by default prior to the
transfer, with the context menu command “Transfer Teamroom” > “Restore Version Before
Transfer”.
4.4.19 Publishing a Teamroom
Teamrooms can be published read-only to the Fabasoft Cloud.
To publish a Teamroom, perform the following steps:
1. Open the context menu of the Teamroom and run the command “Publish Teamroom” > “name
of the cloud domain”.
2. Click “Publish” to confirm the transfer.
3. If you are not logged in to the Fabasoft Cloud, a login dialog is displayed.
4. Click “Allow” to grant the “OAuth Client” the “Transfer Teamroom” right (only necessary once).
5. Click “OK” after the transfer has been completed.
Note: Changes may be republished.
4.4.20 Dissolving a Teamroom
As a user with full control in a Teamroom you can delete the Teamroom and all assigned objects. To
delete a Teamroom and its objects, perform the following steps:
1. Select the Teamroom.
2. Open the context menu with a right-click and execute the command “Dissolve Teamroom”.
3. Click “Yes” to delete the Teamroom and all assigned objects permanently.
4.5 Using Newsfeeds in Teamrooms
Team members can use newsfeeds to communicate informally. The newsfeed can also be public.
4.5.1 Creating a Newsfeed
To create a newsfeed, perform the following steps:
1. Open the Teamroom.
2. Open the “Object” menu and click “New”.
3. Select the entry “Newsfeed”, enter a name and click “Next”.
4.5.2 Creating Newsfeed Entries
Any user who has appropriate access rights to the Teamroom can create stories in the newsfeed.
These stories are readable for all authorized users.
To create a story in the newsfeed, perform the following steps:
1. Open the newsfeed by double-clicking it.
2. Enter the story in the textbox and add an attachment if wanted.
3. Click “Send”.
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Any user can remove or change their stories. Changes are only possible as long as no comment has
been added. In addition to stories also comments can be modified later on. Changes are only
possible as long as no further comment has been added. Team members with full control can
remove any stories.
Note:
 A maximum of 2000 characters can be entered.
 You can comment stories.
 Links starting with http://, https:// or ftp:// will be displayed as a hyperlink.
 With <code></code> source code can be displayed formatted.
4.5.3 Generating a PDF View for a Newsfeed
A PDF document can be generated from a newsfeed via the context menu command “View as
PDF”. The PDF document contains all the posts and comments. Attachments are available as links.
Note: The “Download” command can be used to download all attachments of the newsfeed as ZIP
file.
4.5.4 Setting the Publishing State
Users with full control can determine the publishing state of a newsfeed. Via the publishing state of
the newsfeed you can determine who is authorized to create and comment on stories.
 “Users with read access can only read the newsfeed”
Only users with change access or full control are able to create and comment on stories in a
newsfeed. Users with read access can only read the entries in the newsfeed.
 “Users with read access can add and comment stories”
Use this entry when you also want to allow users with read access to write stories and
comments. However, users with read access cannot add attachments.
Note: By default, users with read access rights can only read a newsfeed.
To set a publishing state, perform the following steps:
1. On the context menu of the newsfeed click “Properties”.
2. Select in the Publishing State field the desired entry.
3. Click “Next”.
4.6 Using a Project
Business objects of the Project type can be used to manage the documentation of projects.
Properties like External Project Sponsor, Project Manager, Deputy Project Managers, and Project
Members can be used to represent the project organization. These properties can also be used
within an ACL.
Business objects, which are stored within a project, are explicitly assigned to this project. A business
object can only be assigned to one project.
By default the ACL for Collaboration is used for projects.
To create a Project, perform the following steps:
1. On the “Object” menu, click “New”.
2. Select “Project” and click “Next”.
3. Edit the metadata of the project (for example, Project Name and Start on/at) and click “Next”.
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4.7 Involve a User via Workflow
Users can be included in the processing of business objects via workflow by prescribing an activity
(for example, “Approve” or “For information”) to a user, which is then placed in the user's job listing.
In this case, the user receives the required permissions for the prescribed business objects. Only
read authorizations are granted with the “For information” activity. If a user completes the allocated
activity, he/she retains read authorizations.
To involve a user via workflow, do the following:
1. Locate the business object you want to prescribe to a user.
2. Select the business object.
3. On the “Tools” menu, click “Start New Process”.
4. Define the prescription correspondingly and click “Next”.
Until completion of the allocated activities, the user will automatically obtain the permissions required
to perform the activities. On completion of the allocated activities, the user only keeps read
permissions.
4.8 Using Notifications
Via notifications a user can be informed automatically about certain changes on subscribed objects.
To enable or disable notifications for an object, perform the following steps:
1. Select the object, for which notifications should be enabled or disabled.
2. On the “Tools” menu, click “Show New Events”.
3. Click the “Enable Notification” or “Disable Notification” button.
To edit the settings for notifications, perform the following steps:
1. Switch to the “Account” portal page and select the “Notifications” entry in the left area.
2. Make the desired settings and click “Save”.
Following settings are available:
“Subscriptions” tab
 Notify Me About New Events of These Objects
In this field objects that should be subscribed can be added or existing subscriptions can be
removed.
“Settings” tab
 Invitations for Teamrooms
In this field you can define whether and how you will get invitations for Teamrooms.
 E-Mail Notification Interval
In this field you can define how often you want to receive an e-mail containing new events.
 Schedule E-Mail Notification for
In this field the date and time for the next e-mail to be sent can be defined.
Note: This setting also schedules all following e-mails according to the value in the E-Mail
Notification Interval field.
 Notify Me About the Following Events
In this field you can define how to be informed about certain events.
o Login
The selected events are displayed in the welcome screen as well as on the “Notifications”
portal page.
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o Symbol
The number of events is displayed for Teamrooms in the card view.
o E-Mail
The selected events are displayed in the notification e-mail and in the RSS feed. See chapter
3.16.4 “RSS Feeds” for further information on RSS feeds.
4.9 Using Follow-ups
When using the follow-up functionality an e-mail can be sent to a user at a particular time.
To define a follow-up, perform the following steps:
1. Navigate to the desired object.
2. On the context menu of the object, click “Create Follow-Up” or “Manage Follow-Ups” (at least
one follow-up is already defined).
3. Choose a Recipient for the e-mail and set a Date for delivery. In the Message field you can
specify a text for the e-mail.
Upon reaching the delivery date and after processing the automatic task an e-mail will be sent with a
link to the object.
Note:
 The functionality is only available, if the Folio App “Follow-Ups” is activated.
 If a follow-up is marked as personal, it is not visible for other users.
 If a substitution is active, the reminders (with exception of personal reminders) are also sent to
the substitution. When setting the status of a follow-up to “Done”, it is clearly documented, who
performed the change.
 On the “Notifications” portal page an own area “Follow-Ups” can be found that lists the followups relevant to the user.
5 Customer Relationship Management
Fabasoft Folio supports the management of customers and relationships with them, including
individual or campaign-controlled correspondence.
The following object classes, which represent all contacts, are available in this context:
For persons
 Contact Person
For storing the contact data of an external contact person.
 Employees
For storing the data of an in-house employee.
For organizations
 Organization
For storing the contact data of an external organization.
 Own Organization
Is used to store the data of an Own Organization and represents a sub-category of the
organization. Therefore, a search for organizations also delivers Own Organizations.
An organization can be assigned several persons, but a person can be assigned to no more than
one organization.
Note: To search for persons and organizations, search by “Contact”.
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5.1 Enter an Organization
An organization represents a legal entity. It can be assigned contact persons who work in this
organization. Furthermore, the associated business objects are stored. The entire correspondence
with an organization, i.e., the correspondence that has been conducted both directly with the
organization and indirectly via contact persons, appears in the journal.
To enter an Organization, do the following:
1. On the “Object” menu, click “New”.
2. Select “Organization” and click “Next”.
Note: If a template has already been created, you have the option to select a template.
3. Edit the metadata of the organization (for example, Name and Address) and click “Next”.
5.2 Enter an Own Organization
An Own Organization (as opposed to organizations that represent external partners) is represented
through the Own Organization object class. An Own Organization can be assigned Employees. Own
Organizations represent a sub-category of organizations .
To enter an Own Organization, do the following:
1. On the “Object” menu, click “New”.
2. Select “Own Organization” and click “Next”.
Note: If a template has already been created, you have the option to select a template.
3. Edit the metadata of the organization (for example, Name and Address) and click “Next”.
5.3 Enter a Person in a Role
Persons can be entered in the roles of Contact Person of an organization or Employees of an Own
Organization. Name and address details, including e-mail addresses and telephone numbers, can
be entered for individual persons. Each person has a list of business objects directly allocated to the
person, a list of correspondence (Communication) and a journal. Generally speaking, the person's
main address is the first address entered. If, however, if the option of transferring the organization
address as the main address is selected, then this is the main address.
5.3.1 Enter an Employee
An employee can be created in the Employees field in an Own Organization, or on the desktop.
To enter an Employee, do the following:
1. On the “Object” menu, click “New”.
2. Select “Employee” and click “Next”.
3. Edit the employee's metadata (for example, name and address) and click “Next”.
5.3.2 Enter a Contact Person
A contact person can be created either in the Contact Persons field in an organization or on the
desktop.
To enter a Contact Person, do the following:
1. On the “Object” menu, click “New”.
2. Select “Contact Person” and click “Next”.
3. Edit the metadata of the contact person and click “Next”.
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Note: Contact persons are not allowed in the Employees field of an Own Organization.
5.4 Display Communication With Person/Organization
Persons and organizations have a Communication property, in which the incoming and outgoing
communication of this organization/person is recorded.
 Incomings
All incomings for which the person or organization is specified as the addressee are displayed in
the Communication field.
 Outgoings
For outgoings with the mail processing type “E-Mail Dispatch (Interactive)”, the personalized
Outgoing will be entered after generation of the fair copies (if the outgoing was undeliverable,
the icon of the fair copy changes).
For outgoings with the mail processing type “E-Mail Dispatch (Background)”, the Outgoing will
be entered upon confirmation of dispatch/printing (if undeliverable, the outgoing no longer
appears).
To display the communication with a person/organization, do the following:
1. Right-click the person/organization, and then click “Properties”.
2. Click the “Journal” tab.
All business objects that have been received from / sent to this person/organization will be displayed
in the Communication field.
Journal
Persons and organizations also have a time axis, on which the objects entered under
Communication are displayed.
5.5 Create an Addressee List for Bulk Mailings
Addressee Lists can be created for bulk mailings. An Addressee List is created using sets of
contacts, which can be filtered by individual countries.
The contacts determined this way can have several addresses, so a Topic (i.e. a Term) can be
specified in an addressee list that gives the purpose of the addressee list (for example, TechEd
invitation). In this case, the address of a contact that has this (or a higher-level) Term entered will be
used. If no address is found for the Term, the main address of the contact will be used.
To create an Addressee List for bulk mailings, do the following:
1. On the “Object” menu, click “New”.
2. Select “Addressee List”, type a name for the addressee list and click “Next”.
3. Right-click the addressee list, and then click “Properties”.
4. Edit the metadata of the addressee list (for example, Topic, Country, Addressees).
In the Addressees field, enter individual addressees, Search Folder, Selection Result or further
Addressee Lists.
In the Country field, enter a country to restrict the addressee list to addressees of a particular
country (checked for the country of the addressee).
In the Topic list, click a Term to assign the address to be used for the dispatch based on this
addressee list (for addressees with several addresses entered).
In the Exclusions field, enter individual addressees, Search Folder, Selection Result or further
Addressee Lists that are contained in the Addressees and are to be excluded from the dispatch.
5. Click “Next”.
Resolution of an addressee list
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Before an Addressee List can be used for mailings, it must be resolved. For this purpose, the
“Resolve” context menu command is available.
During resolution, the individual addresses will be determined and stored for the addressee list in the
form of a CSV file. This CSV file will be stored on the “Result” tab. If, after resolution of the
addressee list, you select the “Open” context menu command, the CSV file data will be opened in
the assigned third-party product. If the Addressee List is used for instance as the Target Group in a
bulk mailing, the CSV file generated during resolution will be used for the dispatch.
After resolution of the addressee list, the number of determined addresses will be provided in the
Count field on the “Result” tab, and a preview provided in the Addressees (Preview, Maximal 100
Lines) field.
Note: Only a restricted number of addressees will be displayed in the Addressees (Preview,
Maximal 100 Lines) field.
6 Business Process Management
6.1 Work List and Ad Hoc Workflow
The integrated workflow system is a core component of Fabasoft Folio. A central element is the
“work list” that is clearly displayed as a “to do” list for individual users showing activities awaiting
completion (i.e., activities and their individual working steps). Processes are used to define who
receives which activities in his/her work list and when. The respective users have the choice
between performing the activities or, within the context of their specific access rights, delegate or
instruct another user to complete the job.
6.1.1 Starting an Activity in the Work List
Each user’s activities are displayed in the respective work list. An activity is an open task that is
divided up into several working steps.
To start an activity, perform the following steps:
1. Locate the activity you want to start
2. Right-click the activity and then click “Properties”.
3. Click “Yes”, to confirm, that you want to start this activity.
6.1.2 Executing a Working Step for an Activity
Users can carry out the working steps defined for an activity if the activity has been placed in his/her
work list.
To execute a working step of an activity, perform the following steps:
1. Locate the working step to be executed in the Work Items column.
2. Click the working step, to execute it.
In brackets next to the name of the working step, it is displayed whether this working step has not
been executed yet (open), or this working step can be executed again (repeat).
6.1.3 Suspending an Activity
An activity can be postponed and set to be completed at a later date. The activity is removed from
the “To Do” tab and placed on the “Suspended/Pending” or “Long-Term Suspended” tab. After the
set time period has elapsed, the respective activity will re-appear on the “To Do” tab.
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Note: The “Long-Term Suspended” tab is only available if it is correspondingly configured. For this
purpose a time interval has to be defined in the workflow configuration from when a suspension is
considered as long-term. As soon as the activity is no longer considered as log-term suspended, it
will be moved from the “Long-Term Suspended” tab on the “Suspended/Pending” tab.
To suspend an activity, perform the following steps:
1. Locate the activity, which should be suspended.
2. Right-click the activity and then click “Suspend”.
3. Define a re-submission date and enter a remark if necessary. The re-submission can be carried
out either by a certain date (type: Fixed Date) or after a certain period of time (type: Time
Interval).
4. Click “Next”.
6.1.4 Reactivating a Suspended Activity
Activities that have been postponed can be manually reactivated for completion before the time
period has elapsed.
To reactivate a suspended activity, perform the following steps:
1. Click the “Suspended/Pending” or “Long-Term Suspended” tab in your work list.
2. Right-click the activity that should be activated and then click “Activate”.
The activity is removed from the “Suspended/Pending” tab and placed to the “To Do” tab of the work
list.
6.1.5 Accepting an Activity as Substitute
A user can be substituted by another user in a specific role and even personally. Users can act as
an assigned proxy by selecting the respective role and placing themselves in the context of the
access rights for that specific user.
To accept an activity as a substitute, perform the following steps:
1. Change into the substitution role using the “User Settings” button (your user name).
2. Locate the activity on the “Substitutions/To Do” tab or on the “Substitutions/Other” tab.
3. Right-click the activity and then click “Take Over”.
4. Enter a remark, if necessary.
The activity is moved to the “To Do” tab and the working steps can be executed.
6.1.6 Delegating an Activity
A user can delegate an activity in his/her work list to another user, which also transfers the process
responsibility. The other user receives that activity in his/her work list.
To delegate an activity, perform the following steps:
1. Locate the activity, which should be delegated.
2. Right-click the activity, and then click “Delegate”.
3. Select a responsible user for the process and click “Next”.
6.1.7 Prescribing an Activity (With or Without Template)
A user can instruct another user to perform a specific activity. It is also possible to instruct several
users (at the same time or successively) to perform activities. Templates can be created and reused
if the need for this occurs regularly.
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1. Locate the activity, which should be prescribed.
2. Right-click the activity, and then click “Add New Activity”.
3. If prescribe templates are available, these will be offered for selection. Select a prescribe
template.
4. In the Prescribed Activity list, select an activity.
5. In the Participant field, specify an abstract participant, a user, a group or a position.
6. Edit further prescribe fields if necessary, and click “Next”.
Details for performing a prescribe
In the standard view, the following fields are available for defining a prescription:
 Prescribed Activity
In this field, you can select the activity to be prescribed.
 Participant
To define the participants, you can complete several fields.
o Abstract Participant
Using this drop-down list, you can select an abstract participant (for example, “Person
responsible for process”, “Approver”, “Responsible”). The activity will then be automatically
prescribed to the assigned user.
o User
By specifying a user, the activity will be assigned specifically to this user. Users can be
selected from the drop-down list. Furthermore, a user can be selected from the organization
hierarchy using the “Select from hierarchy” button, or a search can be performed using the
“Find” button.
o Group
In this field, you can specify a group to which the activity is prescribed. Groups can be
selected from the drop-down list. Furthermore, a group can be selected from the organization
hierarchy using the “Select from hierarchy” button, or a search can be performed using the
“Find” button.
Note: For a group, you can define which position within the group is responsible for the
group's job listing. Users in this position receive the activity in their job listing.
o Position
In this field, you can specify a position. The activity will be prescribed to all users in this
position. If the activity is started by a particular user, then it will be removed from the job
listings of the other users.
 Distribution List
Instead of a specific user, you can specify a Distribution List containing several users. The
activity will then be prescribed to all users in this list in parallel.
Note: A Distribution List will be generated in an Administration Tool.
 Remark
You can enter a remark in this field.
Define deadlines
Deadlines can be defined for every prescribed activity. Click “Show Deadlines” to show the fields for
specifying deadlines. The following fields are available:
 Date for Submission
In this field, you can define when the activity should be submitted.
Note: Until this date, the activity can be found in the job listing of the relevant user on the
“Suspended/Pending” tab.
 Date for Start
In this field, you can define when the activity should be started.
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 Date for Completion
In this field, you can define when the activity should be completed.
Prescribe several activities
To apply the settings for a prescribed activity, click the “Take” button. A graphical preview of the
prescribed activities is displayed, and you now have the option to insert additional activities that are
also prescribed. Click the relevant “+” button in the graphical display to insert an activity before, after
or parallel to an already defined activity and enter the prescribe data.
In the graphical display, you can switch between the individual prescribe activities and edit these
again. To do so, click the activity you want to edit. The prescribe data will be displayed again and
can be edited. To apply the changes, click the “Take” button.
Change order of the prescribed activities
In the graphical display, you can also change the order of the prescribed activities using the drag
and drop feature. To do so, perform the following steps:
1. Point to the dotted area of the activity the position of which you want to change, and press and
hold down the mouse button.
2. Drag the object to where you want to insert the activity. A grey bar indicates that the activity can
be inserted at this place.
3. Release the mouse button. The activity will be inserted into the desired place.
Delete an activity again
To remove a prescribed activity, double-click the activity to select it and click “Delete”.
Store the prescribe as a template
To store the prescription as a template for repeated use, click the “Save as Template” button, enter
a Name for the prescribe template and click “Next”.
Advanced view
To switch to the advanced view, click the “Advanced View” button. There you can make additional
entries (for example, regarding substitution).
6.1.8 E-Mail Notifications for Workflow Events
You can configure e-mail notifications for workflow events (e.g. pending activity expired) via
“Account” > “Workflow” > E-Mail Notification for.
6.2 Approval Processes
Approval processes comprise those process definitions and activity definitions that Fabasoft Folio
provides as standard.
6.2.1 Obtain Approval for a Business Object
For each business object for different tasks a responsible user can be defined. These
responsibilities are entered on the “Document” tab in the Responsibility field of the business object.
If in a Category responsibilities have been defined, they are automatically taken over by the
assigned business objects. The responsibilities can be adjusted in single business objects.
Note: If for the “Approve” role no responsible user has been defined, the “No participant defined”
error message is displayed when executing the approval process.
To obtain approval for a business object, do the following:
1. Select the business object you want to have approved.
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2. Execute the “Tools” > “Initialize Process” > “Approval Process” command.
The approval process will then be initiated for the business object and the user responsible receives
the Approve activity in his/her job listing.
After the approval you get the Approved activity, if the business object is not approved you get the
Approval denied activity. Both activities can be finished clicking Accept.
6.2.2 Approve a Business Object
To approve a business object, do the following:
1. Locate the Approve activity for which the business object for approval is displayed in the Applies
to column.
2. Click the Open work step to view the documents for approval.
3. Click the Approve work step.
4. Enter your password to authorize the signature.
5. Type a Remark and click “Next”.
Note: The approval (including the remark) will be added to the business object on the “Remarks”
tab. In addition, the approved status of the object will be backed up in the form of a recorded or
approved version.
6.2.3 Refuse Approval of a Business Object
To refuse approval of a business object, do the following:
1. Locate the Approve activity for which the business object for approval is displayed in the
Belongs to column.
2. Click the Open work step to view the documents for approval.
3. Click the Refuse Approval work step.
4. Enter your password to authorize the signature.
5. Type a Remark and click “Next”.
Note: The non-approval (including any comment) will be added to the business object on the
“Remarks” tab.
6.3 Business Processes With BPMN 2.0
The support of BPMN 2.0 (Business Process Model and Notation) allows you to model business
processes and benefit from the advantages of a platform-independent notation. The created process
diagrams can be directly executed with the Fabasoft Folio Workflow Engine.
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For BPMN process diagrams a meaningful presentation is chosen depending on the context. In PDF
overviews, when using the Folio network drive or the Folio App a picture of the process is displayed.
In exported process diagrams (ZIP file) a PNG file and a SVG file (vector graphic) are provided as
graphical preview.
Besides process diagrams also choreography and conversation diagrams can be created.
6.3.1 Creating a BPMN Process Diagram
BPMN process diagrams are used to model business processes, which can be directly executed in
Fabasoft Folio.
To create a process diagram, perform the following steps:
1. Create a new “BPMN Process Diagram” (“Object” > “New”).
2. Open the process diagram in one of the following ways:
o Double-click the BPMN process diagram.
o Context menu command “Open” (as overlay) or “Open Process Diagram” (as own window).
An own window provides more space for the graphical modeling.
o In the attribute editor on the “BPMN Process Diagram” tab using the “Edit” button.
3. Design your diagram (see chapter 6.3.2 “Working With the BPMN Editor”) and finish editing by
clicking “Next”. Further information about the diagram elements can be found in the BPMN
literature.
6.3.2 Working With the BPMN Editor
In the graphical BPMN editor, besides the modeling of the process, for example Folio users and
activity definitions can be assigned to BPMN elements, in order to be able to execute the process
directly with the Fabasoft Folio Workflow Engine.
The BPMN editor is subdivided in three areas. The left pane contains the BPMN elements that can
be dragged and dropped on the middle design pane. The right pane (folded by default) shows
properties for the element that is currently selected in the design pane. The right pane is also used
to assign Folio objects for process execution purposes.
The keyboard shortcuts Ctrl + Z and Ctrl + Y can be used to undo and redo actions. Ctrl + S
allows saving changes made in the editor. For copying, cutting, pasting and deleting elements the
keyboard shortcuts Ctrl + C, Ctrl + X, Ctrl + V and Del are provided. The executability of the
process can be checked with the “Check Executability in Fabasoft Folio” button.
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Executable process must or may contain following elements:
 Pool
The pool represents the Fabasoft Folio Workflow Engine. Exactly for one pool in the process
diagram the property Is executable must be set to “Yes”.
 Lane
Lanes represent responsibilities. A Fabasoft Folio workflow participant can be assigned to a
lane. When creating tasks the values defined for the lane are used as default values for the
tasks, which allows comfortable working.
Note: When creating a pool one lane is implicitly generated.
 Start event
The process flow starts with a start event. For documentation purposes all types of start events
can be used in executable processes. But the start event type has no effect on the execution of
the process.
 End event
The process flow ends with an end event.
 Terminate end event (optional)
Terminates the whole process and the process is marked as completed.
 End error event (optional)
Terminates the whole process and the process is marked as aborted.
 Task
A task represents an atomic unit of work that has to be done within a process. Currently, tasks of
type “User” are supported. The task must have a Fabasoft Folio activity and participant
assigned. When carrying out a process the tasks are displayed in the work list of the
corresponding user.
Tasks can be run in a loop (type “Standard”). The loop condition can be tested before or after
the iteration. The maximum number of iterations can be defined, too.
 Sequence flow
The sequence flow describes the order of events, tasks and gateways. A condition expression
(Fabasoft app.ducx Expression Language) may be assigned to a sequence flow outgoing from a
gateway. The expression can be entered directly in the text field or can be defined in the
condition editor.
 Gateway (optional)
A gateway allows the distinction between cases or parallelization in a process. Currently databased exclusive gateways and parallel gateways are supported.
 Subprocesses (optional)
Subprocesses are used to enclosure complexity. Subprocesses can be nested and run in a loop
(type “Standard”). The loop condition can be tested before or after the iteration. The maximum
number of iterations can be defined, too.
o Expanded subprocess
An expanded subprocess is embedded in the process as structuring element.
o Collapsed subprocess
A collapsed subprocess references a separate BPMN process diagram that is therefore
reusable.
 Artifacts and data objects (optional)
For documentation purposes all artifacts and data objects can be used in executable processes.
But these elements have no effect on the execution of the process.
Note: Go-to sequence flows can currently not be executed.
The usability of BPMN process diagrams can be restricted to template and document categories on
the “Process Execution” tab in the Usable for field. This way processes are only offered if they are
useful for the object on which the process should be carried out. When selecting activity definitions
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for tasks in the BPMN editor, only activity definitions are provided that correspond to the usability of
the process diagram.
6.3.3 Uploading and Downloading a BPMN Process Diagram
BPMN process diagrams may be imported and exported. In case of an executable process diagram,
possibly assignments to Folio objects have to be adapted, if the Folio objects are not available in the
target system.
To upload a process diagram, perform the following steps:
1. Right-click the process diagram and then click “Properties”.
2. On the “BPMN Process Diagram” tab, click “Select”.
3. Enter the path to the process diagram XML file and click “Next”.
4. Click “Next” to save the changes.
To download a process diagram, perform the following steps:
1. Right-click the process diagram and then click “Download Process Diagram”.
2. A ZIP file will be downloaded that contains the process diagram as XML file.
6.3.4 Releasing a BPMN Process
To be able to execute BPMN processes, the processes have to be released using the context menu
command “Release Process for Execution”. The process can be released for the user himself
(testing purposes) or for groups that are assigned to the user. The user needs change rights on the
groups.
To release a process, perform the following steps:
1. Right-click the process diagram and then click “Release Process for Execution”.
2. If syntax errors are found, that will prevent the execution, you can view and resolve the errors.
3. If no syntax errors are found, check the groups for which the process diagram should be
released and then click “Next”.
Released processes can be easily identified by the symbol. On the “Process Execution” tab, in the
Released for Execution field all released process instances are listed.
The release state can be removed by executing the context menu command again and removing the
check marks for the corresponding groups.
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A renewed release affects only newly started processes. Processes already in progress are carried
out using the old released version.
Note: The Usable for field (“Process Execution” tab) can be used to restrict the usability of the
process to defined document categories and template categories. If collapsed subprocesses also
define restrictions, the executability of the process is restricted to the corresponding intersection.
6.3.5 Executing a BPMN Process
To execute a BPMN process on an object, perform the following steps:
1. Right-click the desired object and then click “Start New Process”.
2. Select a predefined BPMN process.
The process is started on the object.
6.3.6 Managing BPMN Process Diagrams
For managing business processes under “Account” > “Workflow” the tabs “Personal Settings” and
“Predefined Settings” are provided. The Ad Hoc Process Templates and Predefined BPMN
Processes fields show an overview of the templates and BPMN processes that are available for the
user. You can edit your personal settings.
6.4 Process Folder
The process folder allows you to file processes in a structured way and link them with documents,
participants and outputs. The processes can be viewed and analyzed from different angles.
The process folder is structured in following four areas:
 Processes
A modeled business process can reference subprocesses, documents, participants and outputs.
 Documents
The documents that are needed in the process.
 Participants
A participant represents an area of responsibility within a process.
 Outputs
An output defines a result of a process. Outputs can be structured with help of output groups.
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In each area a folder is provided that lists all corresponding objects of the process folder as a not
hierarchically structured list.
Processes, participants and outputs that are assigned to the process folder but currently not used in
the structure are shown on the “Recycle Bin” tab of the process folder.
For each document, participant and output you can view the related processes at any time.
6.4.1 Defining a Process
To define a process, perform the following steps:
1. Navigate in the process folder to the “Processes” list.
2. Create a new BPMN process diagram, or add an existing one.
3. Open the process diagram with a double click.
4. Define the process. On the right section (by default collapsed), you can assign documents,
activities and participants to the BPMN elements.
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o A Fabasoft Folio process participant can be assigned to pools, collapsed pools, lanes, tasks
and additional participants. You can define either a Process Participant or a Process
Participant (Execution). If you do not just document the process but also want to run it in the
Fabasoft Folio workflow, use the Process Participant (Execution).
o A Fabasoft Folio activity can be assigned to a task.
o Fabasoft Folio documents can be assigned to every BPMN element.
o A BPMN process diagram can be assigned to a collapsed subprocess.
5. Click “Next” to complete the editing.
To assign outputs to a BPMN process diagram, edit the properties of the BPMN process diagram.
Define the outputs on the “Process Folder” tab in the Outputs field.
Note: On the “Process Folder” tab of a BPMN process diagram the subprocesses, documents and
participants are listed that are defined in the process diagram. In the detail view on the desk, the
information can also be found on different tabs.
6.4.2 Defining Documents, Participants and Outputs
You can define documents, participants and outputs implicitly via BPMN process diagrams, as
described in chapter 6.4.1 “Defining a Process”. Alternatively, you can define documents,
participants and outputs in the corresponding lists of the process folder and use them in the BPMN
process diagrams.
To define a document, a participant or an output, perform the following steps:
1. Navigate in the process folder to the appropriate list.
2. Search for existing objects or create new documents, participants and outputs.
Note: You can use output groups to structure outputs.
6.4.3 Show Related Processes
To show the processes a document, a participant or an output is assigned to, perform the following
steps:
1. Navigate in the process folder to the desired document, participant or output.
2. Right-click the object to open the context menu and then click “Show Related Processes”.
7 Compliance Management
For the support of compliance, records, cases, incomings and outgoings (so called business objects)
can be managed.
7.1 Managing Business Objects in General
7.1.1 General Information
7.1.1.1 Business Objects in Fabasoft Folio
Business objects include Records, Cases, documents (Incomings/Outgoings) and Contents.
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7.1.1.2 Business Objects: Recorded versus Without Commitment
Fabasoft Folio differentiates between recorded business objects and business objects without
commitment. Recorded business objects are those with an external effect and the content of which
has been signed off by an employee (for example, for approval).
If a business object becomes recorded, a (recorded) version of the business object is automatically
generated. All business objects contained within it likewise become recorded. Recorded business
objects cannot be deleted, only cancelled before the end of the retention period.
Unlike other business objects, Records are always recorded; however, the cases and documents
contained therein only become recorded if the record is approved, for example.
7.1.1.3 Business Object Processing States
Business objects can assume various statuses: “In Process”, “Cancelled”, “Suspended” and
“Closed”. Each status is linked to particular authorizations (ACL).
 In Process
“In Process” is the default status for business objects and characterizes business objects that
are still in the process of being edited. Business objects without commitment can be edited and
deleted in this status. Recorded business objects can be edited, but not deleted. If there is a
change of user, one version is backed up both in the case of recorded business objects and in
the case of business objects without commitment.
 Suspended
The “Suspended” status characterizes business objects that must remain in the current form for
unspecified reasons (for example, because the business object is required in ongoing legal
proceedings). The business object can be neither edited nor deleted, and system-controlled
actions for business object selection (in accordance with the save rules) are suppressed. The
suspension can be linked to a time period.
 Closed
The “Closed” status characterizes business objects the editing of which has been completed.
The business object can no longer be edited or deleted. The business object is selected at the
defined time.
 Canceled
The “Cancelled” status is only available for recorded business objects and characterizes those
business objects that should no longer be integrated into the business process. Cancelled
documents can no longer be edited.
7.1.1.3.1 State Transfers
In principle, each status can move to any other status.
7.1.1.3.2 Propagation of States to Children
If the status of a Record is changed, then this change in principle will also affect the Cases
contained therein. A Record can therefore be closed in full / set to “In Process” again (including the
Cases contained therein). If, on the other hand, the status of a Case is individually changed, then
this change is not passed on to the overlying Record. In this way, individual Cases can be declared
closed before the Record is closed. The same applies in respect of cases with documents and
documents with content. The following rules also apply to status inheritance:
 A Record can only be closed if it contains no suspended Case.
 A cancelled Case remains cancelled, even if the associated Record is closed.
 A Record can only be cancelled if all Cases contained within it are “In Process”. They are then
likewise cancelled.
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 The suspension of the Record overwrites the “In Process” and “Closed” statuses of the Case.
Inherited status versus individually specified status
The status of a Case may have been inherited from the associated Record or it may have been
individually specified for the Case. If, for example, a Case is closed before the closure of the entire
Record and the Record is subsequently set to “In Process” again, this Case will remain closed. The
same applies in respect of Cases with documents (Incomings and Outgoings) and documents with
Contents.
7.1.1.4 Life Cycle Rules for Business Objects
Saving is defined through particular events that trigger particular actions depending on conditions
(Event Condition Action, or “ECA rules” in brief).
Events
 After creation
 After recorded status
 After closure
Conditions
 Any expression (usually status)
Actions
 Transfer content to archive
 Transfer content and metadata to archive
 Delete permanently
The occurrence of an event is checked daily by the Fabasoft Folio AT service. If an event occurs,
the respective action is performed in the context of the AT service user. If the respective condition is
not fulfilled at the time when the event occurs, the action is not performed and the condition is rechecked during the next run of the Fabasoft Folio AT service.
7.1.2 Delete a Business Object
Business objects can be deleted provided they are not recorded. Recorded business objects can
only be cancelled. Business objects that are not themselves recorded, but contain recorded
business objects, cannot be deleted either, as the subordinate business objects would also be
deleted.
If deletion is allowed, the business object is either deleted immediately or moved to the recycle bin (if
available). Recycle bins can be set up by the system administrator across the system and/or for
individual users.
To delete a business object, do the following:
1. Select the business object you want to delete.
2. On the “Object” menu, click “Delete”.
3. Confirm you want to delete the business object by clicking “Yes”.
7.1.3 Suspend a Business Object
Through suspension, the life cycle of the business object is frozen, meaning that all systemcontrolled actions in accordance with the save rules are suppressed. The modification and deletion
of objects in the “Suspended” status are not possible either. The suspension can be linked to a time
period. Once this period has elapsed, the business object is reset to the original initial status.
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Note:
 In order to change the status of a business object, the “Change document status” access
permission is necessary.
 The suspension of the Record overwrites the “In Process” and “Closed” status of the Cases
contained within it.
 The status of a business object is indicated by the icon.
To suspend a business object, do the following:
1. Locate the business object you want to suspend.
2. Right-click the business object to open the context menu, point to “Set Status To” and select the
“Suspended” status.
Note: Depending on how the system is configured, you may need to confirm the change in status by
entering a password in a second step.
7.1.4 Close a Business Object
Closed business objects can no longer be deleted or edited, but are subject to the document life
cycle.
Note:
 In order to change the status of a business object, the “Change document status” access
permission is necessary.
 A Record can only be closed if it contains no suspended Case.
 A cancelled Case remains cancelled, even if the associated Record is closed.
 The status of a business object is indicated by the icon.
To close a business object, do the following:
1. Locate the business object you want to close.
2. Right-click the business object to open the context menu, point to “Set Status To” and select the
“Closed” status.
Note: Depending on how the system is configured, you may need to confirm the change in status by
entering a password in a second step.
7.1.5 Cancel a Business Object
If recorded business objects no longer need to be integrated into the business process, they can be
canceled. If a business object is canceled, it can no longer be edited.
Note:
 In order to change the status of a business object, the “Change document status” access
permission is necessary.
 A Record can only be canceled if all Cases contained within it are “In Process”. They are then
likewise canceled.
 The status of a business object is indicated by the icon.
To cancel a business object, do the following:
1. Locate the business object you want to cancel.
2. Right-click the business object to open the context menu, point to “Set Status To” and select the
“Canceled” status.
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Note: Depending on how the system is configured, you may need to confirm the change in status by
entering a password in a second step.
7.1.6 Set the State of a Business Object to In Process
Business objects (recorded or without commitment) that are going to be edited again can be set to
the “In Process” status.
Note:
 In order to change the status of a business object, the “Change document status” access
permission is necessary.
 The status of a business object is indicated by the icon.
To set a business object to the “In Process” status, do the following:
1. Locate the business object whose editing is to be resumed.
2. Right-click the business object to open the context menu, point to “Set Status To” and select the
“In Process” status.
Note: Depending on how the system is configured, you may need to confirm the change in status by
entering a password in a second step.
7.1.7 Define Save Rules for a Business Object
In principle, saving is defined for the category, but can be individually overridden for a business
object (i.e., if saving is entered for the business object, then this entry will apply; otherwise that of
the associated category).
To define save rules, do the following:
1. Locate the Category you want to edit.
2. Right-click the category, and then click “Properties”.
3. Click the “Control” tab.
4. Select the Life Cycle Rules field and click “Add Row”.
5. In the Period field, enter a time interval (d, h, min and sec) that is to pass before an action is
executed.
6. In the Event list, click the trigger for performing the action (the time interval defined above begins
at this time).
7. If necessary, enter a Fabasoft app.ducx expression in the Condition field (the analysis of this
expression must produce a positive result in order that the action is actually performed).
8. In the Action list, click an action that is to be performed on business objects assigned to this
category after occurrence of the specified event and after the specified time interval.
9. Click “Next” to close editing of the entry.
10. Click “Next”.
7.1.8 Managing Content
Content is a business object that contains a file (for example, a Microsoft Word document).
7.1.8.1 Record a File Directly Into an Inbox by Uploading It
Inboxes can be used for an automatic recording of contents. An Inbox defines the object class of the
incoming to be created, the document category for the new incoming and the form of recording.
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When recording contents in a collection, only one incoming is created for all contents. When
recording every content individually, one incoming is created for every content.
The document category defines among others the access rights and the process definition for the
created incoming.
Contents can also be uploaded into an inbox using a WebDAV folder.
7.1.8.2 Record and Register a File Directly as Incoming Using the Drag and Drop Feature
To record and register a file directly as incoming using the drag and drop feature, do the following:
1. In the structure display (on the left), locate the case, record, subject area for records and cases
or person for which the file is to be registered.
2. Click the object so that the business objects it contains are displayed in the detail view (on the
right).
For people, click the “Records/Cases” tab.
3. Locate the respective file in your operating system environment.
4. Drag the file directly from the operating system environment by holding down the button and
drop it into the selected object.
5. Confirm you want to upload the file by clicking “Yes”.
6. To use a template for the incoming, click the category and then click one of the templates
assigned to this category.
To use no template for the incoming, click “Classes” and then click “Incoming”.
7. Edit the metadata of the generated document if necessary, and click “Next”.
The uploaded file will registered directly to the incoming.
7.1.8.3 Record/Register an E-Mail Directly as Incoming Using the Drag and Drop Feature
To record and register an e-mail directly as incoming using the drag and drop feature, do the
following:
1. In the structure display (on the left), locate the case, record, subject area for records and cases
or person for which the e-mail is to be registered.
2. Click the object so that the business objects it contains are displayed in the detail view (on the
right).
For people, click the “Records/Cases” tab.
3. Open Microsoft Outlook and locate the e-mail to be registered.
4. Drag the e-mail directly from the operating system environment by holding down the mouse
button and drop it into the selected object.
5. Confirm you want to upload the file by clicking “Yes”.
6. If the e-mail contains an attachment (audio, video or text files, for example), you can define the
way in which the e-mail text and the individual attachments are uploaded. The following options
are available:
o E-mail text and attachment
o E-mail text and separate attachment
o E-mail text only,
o Attachment only
Click the desired entry to upload the e-mail and/or the attachment.
7. To use a template for the incoming, click the category and then click one of the templates
assigned to this category.
To use no template for the incoming, click “Classes” and then click “Incoming”.
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8. Edit the metadata of the generated document if necessary, and click “Next”.
7.1.8.4 Edit Content
Contents (of Word Objects, for example) can be edited in the assigned third-party product.
To edit content, do the following:
1. Locate the content object you want to edit.
2. Right-click the content object, and then click “Edit”.
The content will be opened in the assigned third-party product and can be edited there.
To upload a different file to a content object (and thereby overwrite the original file), do the following:
1. Locate the content object you want to edit.
2. Right-click the content object, and then click “Properties”.
3. Click the “Browse” button in the Primary Content field.
Alternatively, you can enter the path manually, in which case the next step is omitted.
4. Navigate through the file system to the file you want and click “Open”.
5. Click “Next”.
6. Confirm you want to upload the file by clicking “Yes”.
The file will be stored in the content object and will replace the original file.
Note: If two different users modify particular content in succession, the system will save one version.
7.1.8.5 Delete Content
Content can only be deleted insofar as it is not part of a recorded document and is itself not
recorded. The deletion of content works in the same way as the deletion of other business objects.
7.1.8.6 Register Content for an Existing Document
Contents can be registered for existing documents (Incomings/Outgoings), in other words, assigned
exclusively to them.
To register particular content for a document, do the following:
1. Locate the content you want to register.
2. Right-click the content, and then click “Copy”.
3. In the structure display (on the left), locate the document for which the content is to be
registered.
4. Click the document so that the business objects it contains are displayed in the detail view (on
the right).
5. On the “Clipboard” menu, click “Paste Shortcut”.
Note: Registration is also possible using the drag and drop feature.
Content can also be generated in a document. In this case, the content will be registered for this
document automatically.
If a file has not yet been uploaded to Fabasoft Folio, registration can be performed in the course of
the upload.
7.1.8.7 Register Content for a New Document
To register particular content for a new document, do the following:
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1. Locate the content you want to register for a new document.
2. Right-click the content, and then click “Copy”.
3. In the structure display (on the left), locate the case/record for which the content is to be
registered.
4. Click the case/record so that the business objects it contains are displayed in the detail view (on
the right).
5. On the “Clipboard” menu, click “Paste Shortcut”.
6. To use a template for the incoming, click the category and then click one of the templates
assigned to this category.
To use no template for the incoming, click “Classes” and then click “Incoming”.
7. Edit the metadata of the generated document if necessary, and click “Next”.
The content will be registered for the newly generated document automatically.
Note: Registration can also be performed by dragging-and-dropping the content onto the
case/record.
7.1.8.8 Set as Recorded Content of a Document
To set one or more items of content as recorded content of a document, do the following:
1. Locate the content(s) you want to set as recorded content.
2. Right-click the content, and then click “Set as Recorded Content”.
Note: To open the context menu for several items of content, select all relevant content before
opening the context menu.
3. Click the “Take” button next to a document to select it.
Note: To search for further documents, click “Research”.
The effects of this procedure are as follows:
 The current (former) version of the selected document will be automatically backed up as a
version.
 The content(s) on which the action was invoked will be inserted into the document.
Set as recorded content of a sending verification
Instead of a document, a Sending Verification can be selected and recorded content set for it. In this
case, an indication can be given whether this was Successfully Delivered.
Example: If an e-mail contains the message that a sent e-mail could not be delivered, then this reply
e-mail can be set as recorded content for the respective sending verification and the Successfully
Delivered property of the sending verification can be set to “No”, since the message obviously did
not arrive.
7.1.8.9 Add to Recorded Content of a Document
To add one or more items of recorded content to the recorded content of a document, do the
following:
1. Locate the recorded content(s) you want to add.
2. Right-click the content, and then click “Add to Recorded Content”.
Note: To open the context menu for several items of content, select all relevant content before
opening the context menu.
3. Click the “Take” button next to a document to select it.
Note: To search for further documents, click “Research”.
The effects of this procedure are as follows:
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 The current (former) version of the selected document will be backed up automatically.
 The content(s) on which the action was invoked will be inserted into the document.
Add as recorded content of a sending verification
Instead of a document, a Sending Verification can be selected and recorded content set for it. In this
case, an indication can be given whether this was Successfully Delivered.
Example: After a paper dispatch, the recorded delivery slip (confirmation from the post office) can
be scanned. The “Add to recorded content” action can be performed on the generated content
object, in the course of which the sending verification of the respective outgoing and addressees can
be selected. Furthermore, the Successfully Delivered property of the sending verification can be set
to “Yes”, since a recorded delivery slip is a confirmation of receipt. The recorded content of the
sending verification is thus extended.
7.2 Managing Documents in General
Fabasoft Folio differentiates between Incomings and Outgoings. Even though each of these two
types of documents fulfills its own purpose, there are use scenarios that are the same for both.
Note: Outgoings can be used for Internals.
7.2.1 Create a New Document
To create a new document, do the following:
1. On the “Object” menu, click “New”.
2. Select the category (“Incoming” or “Outgoing”) and click “Next”, or click a template to select it.
3. Edit document metadata and click “Next”.
If the document is generated in a Case, the document will be given the ACL of the case.
In addition to this explicit generation of a document, a document can be generated implicitly by
registering content to Cases or Records.
7.2.2 Allocate a Unique Document Number
Fabasoft Folio allocates a unique number for documents. This document number is typically
incorporated into the name of the document and is set up differently for Incomings and Outgoings.
The name of the document is made up as follows:
<Document number> - <Subject> - <Date>
Note: <Subject> is the subject of the document and <Date> is the document's generation date.
7.2.3 Display a Document (Overview)
An overview can be generated for documents. Essential document metadata and content in PDF
format are displayed on the right side of the overview. Executable commands (for example,
“Properties”) are listed on the left hand side and can be executed by clicking.
To display a document's overview, do the following:
1. Locate the document the overview of which you want to display.
2. Right-click the document, and then click “Show Overview”.
3. Objects can also be edited in the overview.
To edit the metadata, click the “Properties” button.
4. Click “Close” (X symbol) to close the overview again.
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7.2.4 Edit Main Content of a Document
To edit the main content of a document, do the following:
1. Locate the document the main content of which you want to edit.
2. Right-click the document, and then click “Open”.
The content will be opened in the assigned third-party product and can be edited there.
7.2.5 Edit Contents of a Document
To edit the contents of a document, do the following:
1. Right-click the document of which the contents should be edited and click “Properties”.
2. Locate the content in the Contents field.
3. Right-click the content, and then click “Edit”.
The content will be opened in the assigned third-party product and can be edited there.
4. Edit the content, save the modifications and close the third-party product.
5. Repeat steps 2 to 4 for each content you want to edit.
6. Click “Next”.
7.2.6 Edit a Document's Metadata
To edit document metadata, do the following:
1. Locate the document, which you want to edit.
2. Right-click the document, and then click “Properties”.
3. Edit the document's metadata. Required fields are marked with an asterisk (*).
4. Click “Next”.
Note: The editing of a document's metadata can also be initiated from within the document
overview.
7.2.7 Search for a Document
To help you find a document, searching by the document's metadata and full-text searching in the
document's attachments are supported.
To search for a document, do the following:
1. On the “Tools” menu, click “Find”.
Note: Alternatively, you can click the “Find” button.
2. Select “Incoming”, “Outgoing” or “Document” and click “Next”.
3. Enter your search criteria (case, year, main content, addressee, etc.).
4. Click “Search Now”.
5. Select the required document in order to transfer it to the object list in which you started the
search.
Note: You can also edit the respective document directly in the results list (“Properties”
command).If the object is opened in read-mode, click “Edit”.
6. Click “Next”.
The selected document will be stored in the object list in which you started the search.
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7.2.8 Delete a Document
A document can only be deleted if it is not recorded. The deletion of a document works in the same
way as the deletion of other business objects.
7.2.9 Cancel a Document
A cancelled document can no longer be edited. The contents contained in the document cannot be
edited either. The cancellation of a document works in the same way as the cancellation of other
business objects.
7.2.10 Revoke Cancellation of a Document
If the cancellation of a document is revoked, the contents contained in the document are also reset
to the earlier processing status.
To revoke the cancellation of a document, the status must be reset to “In Process”.
7.2.11 Re-Register a Document
Re-registration is performed by moving a document (including its contents) to a different case. Reregistration is recorded in the metadata of the re-registered document. The document number
changes as a result of re-registration. The previous number is displayed in the document's number
history.
To re-register a document, do the following:
1. In the tree view (on the left), locate the case from which you want to remove the document.
2. Click the case to display the business objects it contains in the detail view (on the right).
3. Locate the document you want to re-register.
4. Right-click the document, and then click “Cut”.
5. In the tree view (on the left), locate the case to which the document is to be (re-)registered.
6. Click the case to display the business objects it contains in the detail view (on the right).
7. On the “Clipboard” menu, click “Paste Shortcut”.
Note: Another way to re-record the document is to use the drag and drop feature.
7.2.12 Move a Document
Documents can be moved as desired within a case (i.e., within the folder structure of the case).
Simply moving a document within the folder structure of a case does not result in re-registration; it
simply means you are free to define your own structure.
To move a document within a case (for example, to a particular folder), do the following:
1. In the structure display (on the left), locate the case in which you want to move documents.
2. Click the case so that the business objects it contains are displayed in the detail view (on the
right).
3. Locate the document you want to move.
4. Right-click the document, and then click “Copy”.
5. Navigate to the desired object list.
Note: To open the object list of a folder, double-click the folder or locate the folder in the
structure display.
6. On the “Clipboard” menu, click “Paste Shortcut”.
Note: Another way to move documents is using the drag and drop feature.
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7.2.13 Version a Document
To version a document, do the following:
1. Select the document the current version of which you want to store.
2. On the “Versions” menu, click “Save Version”.
3. Enter a Description of version to be saved and click “Next”.
Note:
 If a new version of a document is created, all contents of the document will also be versioned.
 If the metadata of a document is edited by different users in succession, the system
automatically stores a version for every change of user.
7.2.14 Create Recorded Version of a Document
Explicit generation of a recorded version
To generate a recorded version of a document's current content, do the following:
1. Locate the document a recorded version of which you wish to generate.
2. On the “Version” menu, click “Create Recorded Version”.
If the current content has not yet been recorded, it will be set to recorded.
Implicit generation of a recorded version
A recorded version is automatically stored in the course of the following use scenarios:
 Document approval
 Document closure
 Confirmation of dispatch/printing (for outgoings)
 Recording an incoming (for incomings)
If a document has several recorded versions, then the most recent recorded version represents the
recorded content of the document.
7.2.15 Load Recorded Content of a Document
To display the recorded content of a document that is currently valid, do the following:
1. Locate the document the currently recorded content of which you want to read.
2. On the “Versions” menu click “Use Recorded Version”.
The most recent recorded version of the document is now available (indicated by the clock on the
icon). Both the content of the recorded version (“Read”) and its metadata (“Properties”) can be
viewed.
Note: For recorded versions, the standard version options apply.
7.2.16 Record Physical Content for a Document
To record physical content for a document, do the following:
1. Right-click the document, and then click “Properties”.
2. Click the “Document” tab.
3. In the Physical Location field, enter the storage location of the physical content.
4. Click “Next”.
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7.2.17 Lend /Take Back a Document
To lend a document, do the following:
1. Locate the document you want to lend.
2. On the “Tools” menu, click “Signatures” > “Lend”.
3. Enter your login password to authorize the signature.
4. In the Remark field type borrow data (e.g. who borrows, how long and why) and click “Next”.
To take back a document, do the following:
1. Locate the document you want to take back.
2. On the “Tools” menu, click “Signatures” > “Take back”.
3. Enter your login password to authorize the signature and click “Next”.
Note: The lending and taking back of a document is recorded on the “History” tab of the document.
7.3 Handling of Incomings Specifically
When an Incoming is recorded, a sender is assigned particular content (for example, a Word Object)
and is used as the addressee for any outgoing written communication. During registration, an
incoming is assigned to a Case or Record, and is allocated via workflow to an appropriate position if
necessary. If, for business or legal reasons, incomings are not scanned (or only parts thereof are
scanned), only the incoming's metadata and the location of the physical content must be entered.
7.3.1 Record an Incoming
When an Incoming is recorded, one or more content items are packed into an incoming and
metadata is entered.
7.3.1.1 Record an Incoming
There are several ways to initiate the recording of an incoming.
7.3.1.1.1 Using the Default Function Object > New
To create an Incoming explicitly, do the following:
1. On the “Object” menu, click “New”.
2. Select “Incoming” and click “Next”.
3. Edit the metadata of the incoming and click “Next”.
Note:
 Contents to be assigned to the incoming should be inserted into (uploaded into) the Contents
field.
 If an incoming is created on the “Documents” tab of a case, the incoming will be automatically
registered to this case.
Incomings can also be created using templates.
7.3.1.1.2 Using the Assign Incoming Activity
E-mails can be recorded as incoming during assignment to cases or records.
To record e-mails using the Assign Incoming activity, do the following:
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1. Locate the Assign Incoming activity where the e-mail to be recorded will be displayed in the
Applies to column.
2. Perform the Assign work step.
3. The e-mail can be stored in an existing or new record/case.
To assign content to an open record or case, click the “Take” button next to the relevant entry.
To create a new record or case for content, click the “Create” button.
Select the object type to be created and click “Next”.
Enter the metadata of the created object and click “Next”.
4. To use a template for the incoming, click the category and then click one of the templates
assigned to this category.
To use no template for the incoming, click “Classes” and then click “Incoming”.
5. Edit the metadata of the generated document if necessary, and click “Next”.
7.3.1.1.3 By Dragging Particular Content/a File to a Partner (Person or Organization)
Using Drag and Drop
To record content for an incoming by dragging-and-dropping onto a partner (person or organization),
do the following:
1. In the detail view (on the right), locate the content to be recorded.
2. In the structure display (on the left), locate the person or organization to which the content is to
be assigned.
Note: If the person or organization is not yet available in the structure display, perform a search
and store the object on the desktop.
3. Drag the content by holding down the mouse button and drop it onto the person or organization.
Note:
o The object icon must be used to move an object using drag and drop.
o The object can be stored not only on the person or organization using drag and drop, but also
in the list of cases.
4. The content can be assigned to an existing or new record/case.
To assign the content to an open record or case, click the “Take” button next to the relevant
entry.
To assign the content to a new record or case, click the “Create” button, select the object type to
be created and click “Next”. Enter the metadata of the created object and click “Next”.
5. To use a template for the incoming, click the category and then click one of the templates
assigned to this category.
To use no template for the incoming, click “Classes” and then click “Incoming”.
6. Edit the metadata of the generated document if necessary, and click “Next”.
Record file
Instead of content that has already been uploaded, a file or e-mail from the operating system
environment can also be directly used for the same use scenario. By storing the file or e-mail in a
person or organization, the file or e-mail will be implicitly packed into content (for example, Word
Object).
7.3.1.1.4 By Dragging Particular Content/a File to a Case Using Drag and Drop
To record content for an incoming by dragging-and-dropping onto a case, do the following:
1. In the detail view (on the right), locate the content to be recorded.
2. In the structure display (on the left), locate the case to which the content is to be assigned.
Note: If the case is not yet available in the structure display, perform a search and store the
object on the desktop.
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3. Drag the content by holding down the mouse button and drop it onto the case.
Note:
o The object icon must be used to move an object using drag and drop.
o The object can be stored not only on the case using drag and drop, but also directly on the
“Documents” tab of the case.
4. To use a template for the incoming, click the category and then click one of the templates
assigned to this category.
To use no template for the incoming, click “Classes” and then click “Incoming”.
5. Edit the metadata of the generated document if necessary, and click “Next”.
Record file
Instead of content that has already been uploaded, a file from the operating system environment can
also be directly used for the same use scenario. By storing the file in a case, the file will be implicitly
packed into content (for example, Word Object).
7.3.1.1.5 By Dragging Particular Content/a File to a Record Using Drag and Drop
To record content for an incoming by dragging-and-dropping onto a record, do the following:
1. In the detail view (on the right), locate the content to be recorded.
2. In the structure display (on the left), locate the record to which the content is to be assigned.
Note: If the record is not yet available in the structure display, perform a search and store the
object on the desktop.
3. Drag the content by holding down the mouse button and drop it onto the record.
Note:
o The object icon must be used to move an object using drag and drop.
o The object can be stored not only on the record using drag and drop, but also directly on the
“Documents” tab of the record.
4. To use a template for the incoming, click the category and then click one of the templates
assigned to this category.
To use no template for the incoming, click “Classes” and then click “Incoming”.
5. Edit the metadata of the generated document if necessary, and click “Next”.
Record file
Instead of content that has already been uploaded, a file from the operating system environment can
also be directly used for the same use scenario. By storing the file in a record, the file will be
implicitly packed into content (for example, Word Object).
7.3.1.2 Select a Document Category for an Incoming
During recording of an incoming, you can allocate a category (for example, application, purchase
order or enquiry) to the incoming in the Category field. For each document category, a process
(activity sequence and abstract participants responsible) can be defined. After recording, the
process defined for the document category will be initiated for the incoming.
Note: If only one document category is permitted in the current context, then this category is
automatically assigned and selection is skipped.
7.3.1.3 Enter Metadata
You can specify the following metadata during the recording of an incoming:
 Record
You can assign the incoming to a Record using this drop-down list.
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 Subject
You can specify a subject in this field.
 Category
You can select a Categroy for the incoming using this drop-down list.
o Short Form
This field is automatically filled after selection of a category. You cannot edit this field.
o Standard Process/Activity
If a standard process has been defined in the selected category, it is displayed in this field.
 Start Standard Process
In this field it is defined, whether the standard process or activity is displayed.
 Journal Data
In this field, the date for the journal is defined.
 Addressees
In this field, you can assign contacts (persons/organizations) to the incoming.
 Contents
In this field, you can specify contents assigned to the incoming.
 Year
In this field, you must specify the year to which the incoming is assigned. The current year will
be proposed by default.
 Terms
In this field, you can specify Terms that are assigned as keywords to the incoming.
 Responsibility
In this field a Role can be selected through which the responsible user is retrieved.
The following metadata cannot be changed once it has been entered:
 Year: Part of the unique number.
 Category: Determines the short form and the standard process.
Note: The category (and therefore the short form) can be changed through re-registration.
7.3.1.4 Assign an Addressee to an Incoming
An addressee is assigned to the content during the recording of an incoming. If the content is an email or if recording is initiated by dragging-and-dropping onto a person or organization or onto a
business object to which addressees have already been assigned, then an addressee is proposed
by the system. This addressee can still be changed if necessary, except where it is transferred
automatically.
7.3.1.4.1 Transferring Proposed Addressees
During recording of an incoming, addressees are proposed in the following cases:
 If an e-mail is being recorded, a partner (person or organization) is determined on the basis of
the sender's e-mail address.
 If content is recorded as a result of dragging-and-dropping onto a partner, the partner is
proposed as the addressee.
 If content is recorded as a result of dragging-and-dropping into a case, the addressee of the
case is transferred as the addressee of the incoming.
 If content is recorded as a result of dragging-and-dropping into a record, the addressee of the
record is transferred over as the addressee of the incoming.
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For those cases where an addressee can be explicitly determined, the proposal is automatically
applied.
7.3.1.4.2 Search for an Addressee
To assign an existing addressee to an incoming, do the following:
1. In the Addressee field, click the “Add Row” button (plus icon).
2. In the new line in the Contact field, click the “Find” button.
3. Select the object class you want to search by and click “Next”.
Note: To search for all types of addressees, select the “Contact” entry.
4. Enter the search criteria and click “Search Now”.
5. Select the addressees you want to transfer over and click “Next”.
Note: In the Contact field, you can also perform a fast search.
7.3.1.4.3 Create an Addressee
To assign a new addressee to an incoming, do the following:
1. In the Addressee field, click the “Add Row” button (plus icon).
2. In the new line in the Contact field, click the “Create” button (plus icon).
3. Select the object class to be created (for example, Contact Person or Organization) and click
“Next”.
4. Edit the metadata of the addressee and click “Next”.
7.3.1.5 Initialize Process on Incoming
During recording of an incoming, a category is assigned to the incoming. For each category, a
process can be defined that determines how the incoming is to be dealt with and who is responsible.
The process is initialized once recording of an incoming has been completed.
7.3.1.6 Allocate a Unique Incoming Number
Fabasoft Folio allocates a unique number for documents. This document number is typically
incorporated into the name of the document and is set up differently for Incomings and Outgoings.
The name of the document is made up as follows:
<Document number> - <Subject> - <Date>
Note: <Subject> is the subject of the document and <Date> is the document's generation date.
7.3.2 Register Incomings for Cases/Records
Incomings can be registered to Cases or Records, in other words, assigned to them.
7.3.2.1 By Dragging-and-Dropping onto a Partner (Person or Organization)
To register an incoming by dragging-and-dropping onto a partner (person or organization), do the
following:
1. In the detail view (on the right), locate the incoming to be registered.
2. In the structure display (on the left), locate the person or organization to which the incoming is to
be assigned.
Note: If the person or organization is not yet available in the structure display, perform a search
and store the object on the desktop.
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3. Drag the incoming by holding down the mouse button and drop it onto the person or
organization.
Note:
o The object icon must be used to move an object using drag and drop.
o The object can be stored not only on the person or organization using drag and drop, but also
in the partner's list of cases.
4. The incoming can be assigned to an existing or new record/case.
To assign the incoming to an open record or case, click the “Take” button next to the relevant
entry.
To assign the incoming to a new record or case, click the “Create” button, select the object type
to be created and click “Next”. Enter the metadata of the created object and click “Next”.
5. To create an incoming using a template, click the category and then click one of the templates
assigned to this category.
To create an incoming using no template, click “Classes” and then click “Incoming”.
6. Edit the metadata of the generated document if necessary, and click “Next”.
Note: This step is omitted if the incoming is only moved.
7.3.2.2 By Dragging-and-Dropping onto a Case
To register an incoming by dragging-and-dropping onto a case, do the following:
1. In the detail view (on the right), locate the incoming to be registered.
2. In the structure display (on the left), locate the case to which the incoming is to be assigned.
Note: If the case is not yet available in the structure display, perform a search and store the
object on the desktop.
3. Drag the incoming by holding down the mouse button and drop it onto the case.
Note:
o The object icon must be used to move an object using drag and drop.
o The object can be stored not only on the case using drag and drop, but also directly on the
“Documents” tab of the case.
4. To create an incoming using a template, click the category and then click one of the templates
assigned to this category.
To create an incoming using no template, click “Classes” and then click “Incoming”.
5. Edit the metadata of the generated document if necessary, and click “Next”.
Note: This step is omitted if the incoming is only moved.
The incoming will be stored on the “Documents” tab of the case.
7.3.2.3 By Dragging-and-Dropping onto a Record
To register an incoming by dragging-and-dropping onto a record, do the following:
1. In the detail view (on the right), locate the incoming to be registered.
2. In the structure display (on the left), locate the record to which the incoming is to be assigned.
Note: If the record is not yet available in the structure display, perform a search and store the
object on the desktop.
3. Drag the incoming by holding down the mouse button and drop it onto the record.
Note:
o The object icon must be used to move an object using drag and drop.
o The object can be stored not only on the record using drag and drop, but also directly on the
“Documents” tab of the record.
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4. To create an incoming using a template, click the category and then click one of the templates
assigned to this category.
To create an incoming using no template, click “Classes” and then click “Incoming”.
5. Edit the metadata of the generated document if necessary, and click “Next”.
Note: This step is omitted if the incoming is only moved.
7.4 Managing Outgoings Specifically
The content of an outgoing can be sent to the addressees defined in the outgoing using the Send
activity.
7.4.1 Create an Outgoing
To create an outgoing explicitly, do the following:
1. On the “Object” menu, click “New”.
2. Select “Outgoing” and click “Next”.
3. Edit the metadata of the outgoing.
Note: In the Sender field (“Addressees” tab), the e-mail address has to be entered in the form
arbitrary name <[email protected]>.
4. Click “Next”.
To create an outgoing implicitly by dragging-and-dropping content onto a case, do the following:
1. In the detail view (on the right), locate the content to be sent.
2. In the structure display (on the left), locate the case to which the content is to be assigned.
Note: If the case is not yet available in the structure display, perform a search and store the
object on the desktop.
3. Drag the content by holding down the mouse button and drop it onto the case.
Note:
o The object icon must be used to move an object using drag and drop.
o The object can be stored not only on the case using drag and drop, but also directly on the
“Documents” tab of the case.
4. To use a template for the outgoing, click the category and then click one of the templates
assigned to this category.
To use no template for the outgoing, click “Classes” and then click “Outgoing”.
5. Edit the metadata of the generated outgoing if necessary, and click “Next”.
Note: The content will be automatically inserted in the Contents field of the outgoing.
Note: If an outgoing is created on the “Documents” tab of a case, the outgoing will be automatically
registered to this case.
The unique number of an outgoing has the following format:
<Case number>/<Consecutive number>
Use of templates
Templates can be used both for implicitly and explicitly created outgoings. If a “Final Format” (for
example, PDF) is specified for a template category of the relevant outgoing, the contents of the
outgoing will be converted to this format in the course of sending. For this purpose, the third-party
software products required to perform the conversion must be installed on the conversion server and
ready for operation.
7.4.2 Define Mail Dispatch Type
A differentiation is made between the mail processing types “Bulk mailing” and “Serial mailing”.
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 Bulk mail processing – personalized contents are not stored
During dispatch/printing, a the outgoing object is stored for every addressee under
“Communication”. However, no sending verifications with personalized contents are generated.
The dispatch types “E-Mail Dispatch (Background)” and “Mail Merge” are possible.
 Serial mail processing – personalized contents are stored
During dispatch/printing, a sending verification is generated for every addressee and the
respective sending verification is stored for every addressee under Communication.
The dispatch type “E-Mail Dispatch (Interactive)” is possible.
To define the mail processing type of an outgoing, do the following:
1. Right-click the outgoing, and then click “Properties”.
2. Click the “Addressees” tab.
3. In the Type of Dispatch drop-down list, select the desired mail processing type.
4. Click “Next”.
7.4.3 Select Addressee for an Outgoing
To assign an existing addressee to an outgoing in the course of the latter's generation, do the
following:
1. In the Addressee field, click the “Add Row” button (plus icon).
2. In the new line in the Contact field, click the “Find” button.
3. Select the object class you want to search by and click “Next”.
Note: To search for all types of addressees, select the “Contact” entry.
4. Enter the search criteria and click “Search Now”.
5. Select the addressees you want to transfer over and click “Next”.
Note: In the Contact field, you can also perform a fast search.
To assign an existing addressee to an existing outgoing, open the outgoing in editing mode
(“Properties”) and perform the specified steps on the “Addressees” tab.
7.4.4 Select Addressee List for an Outgoing
In addition to (or instead of) individually listed addressees, an addressee list can also be assigned to
an outgoing in the Addressee List property.
To select an Addressee List for an Outgoing, do the following:
1. Right-click the outgoing, and then click “Properties”.
2. Click the “Addressees” tab.
3. In the Addressee List field, select an addressee list.
o To perform a search, click the “Find” button.
o To create an addressee list, click the “Create” button (plus icon). Edit the metadata of the
addressee list and click “Next”.
4. Click “Next”.
Note: The addressee lists are not re-generated in the course of the dispatch.
7.4.5 Define the Contents to be Sent for an Outgoing
Contents to be assigned to the outgoing should be inserted into (uploaded into) the Contents field. In
principle, any content can be inserted. However, personalized mailings (in which metadata is
inserted) can only be carried out on the basis of the following file types:
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 HTML (static text replacement)
 Microsoft Word (depending on the Word version: DocProperties, mail merge fields or custom
XML tags)
To define the contents to be sent for an outgoing, do the following:
1. Right-click the outgoing, and then click “Properties”.
2. Select the Contents field.
3. The contents can be defined in the following ways:
By dragging the content to be sent (by holding down the mouse button) to the Contents field.
By copying the content to the temporary cache (“Copy”) and clicking “Paste Shortcut”.
By searching for existing content using the “Find” button.
By creating content using the “New” button.
4. Click “Next”.
7.4.6 Send an Outgoing via SMTP
An outgoing can be sent on the server side via SMTP. Personalized e-mails are generated for all
addressees on the server side and sent as SMTP without further user interaction. The main content
and additional content are personalized for each addressee, provided the respective content is static
text, HTML or a Microsoft Word document. The main content is used as the e-mail body provided
that it can be converted to HTML or plain text. PDF Objects, Mail Objects or TIFF Objects are never
personalized and are always transferred as an attachment. The subject of the outgoing is used as
the subject of the e-mail.
Note: This dispatch type is available for outgoings with the mail processing type “E-Mail Dispatch
(Background)”.
To send an outgoing via SMTP, do the following:
1. Locate the outgoing you want to send via SMTP.
2. Right-click the outgoing, and then click “E-Mail Dispatch (Background)”.
E-mails will be generated and sent automatically.
7.4.7 Test Send an Outgoing via SMTP
An outgoing destined for bulk mailing via SMTP on the server can be tested using the “E-Mail Test
Dispatch” menu command. In the course of the test send, e-mails will be generated and
personalized for a defined number of recipients of the outgoing e-mail. However, these e-mails are
sent to specially defined test recipients. In this way, the send result can be tested using just a few
test recipients.
Note: “E-Mail Test Dispatch” is available for outgoings with the mail processing type “E-Mail
Dispatch (Background)”.
To test send an outgoing destined for dispatch via SMTP, do the following:
1. Right-click the outgoing, and then click “E-Mail Test Dispatch”.
2. Define the Settings for Test Dispatch:
In the Recipients field, type e-mail addresses to which the test e-mails are to be sent.
In the Limit field, enter how many e-mails are to be generated and personalized for test
purposes. The data for personalizing the e-mails will be taken from the actual recipients;
however, the e-mails will only be sent to the specified test recipients, not to the recipients
defined in the outgoing.
3. Click “Next”.
4. Send progress and send statistics are displayed in a dialog window. Once the send has been
completed, click the “Next” button.
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5. Call up the e-mails for the specified test recipients and check whether they arrived successfully
and whether they can be sent this way to the actual recipients.
7.4.8 Create Personalized Fair Copies
Each personalized fair copy will be stored both for the outgoing on the “Transmission Log” tab in the
Sending Verifications field and for the respective contact on the “Journal” tab in the Communication
field. Fair copies are allocated the status “Not yet sent”.
To create personalized fair copies, do the following:
1. Locate the outgoing for which personalized fair copies are to be created.
2. Right-click the outgoing, and then click “Create Fair Copies”.
7.4.9 Send an Outgoing as Mail Merge
An outgoing can be sent as mail merge to several addressees. As using “E-Mail Dispatch
(Background)” the primary content and other convertible contents are personalized for all
addressees and converted to the PDF format. The created PDF files are appended and saved in an
object as content for mail merge in the outgoing.
7.5 Managing Fair Copies
A fair copy is an outgoing that has been made for one addressee and prepared for dispatch.
7.5.1 Display a Fair Copy (Overview)
Fair copies, just like other documents, can be displayed in an overview.
7.5.2 Send a Fair Copy via Microsoft Outlook (Interactive)
A fair copy can be opened as an e-mail in the local e-mail client. The recipient's details are
completed in accordance with the e-mail address of the addressee. The e-mail is pre-filled with the
content of the Message field of the outgoing, and the Contents of the outgoing are included as
attachments. Dispatch via e-mail takes place within the functions of the integrated e-mail systems.
To send a fair copy via Microsoft Outlook (interactively), do the following:
1. Locate the fair copy you want to send.
2. Right-click the fair copy, and then click “E-Mail Dispatch (Interactive)”.
From the data of the fair copy, automatically an e-mail is created and opened with Microsoft
Outlook.
3. Click “Send” to send the e-mail.
7.6 Managing Cases
A Case contains documents (Incomings and Outgoings) with a restricted time frame (for example, a
project or a campaign). A Case is therefore a folder of documents with the same context.
7.6.1 Create a New Case
To create a new Case, do the following:
1. On the “Object” menu, click “New”.
2. Select “Case” and click “Next”.
Note: If a template has already been created, you have the option to select a template.
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3. Edit the metadata of the case and click “Next”.
Note:
 If a case is not (yet) registered, its unique number is made up as follows:
<Short Form>/<Year>/<Consecutive number>
If a case is registered for a record, its unique number is made up differently (the former unique
number is added to the number history):
<Unique number of the record>/<Consecutive number>
 The case name is generated as follows:
<Unique number of the case> - <Subject>
 The Short Form will be transferred over from the Category.
7.6.2 Edit a Case
To edit a Case, do the following:
1. Right-click the case, and then click “Properties”.
2. Edit the metadata of the case and click “Next”.
For a case already created, the following metadata is available:
 Name
In this field, you specify the name of the case.
 Subject
In this field, you can enter a subject for the case.
 Number/Category/Year
This field displays the unique number, the category and the year of the case.
 Terms
In this field, you can assign Terms (keywords) to the case.
 Addressees
In this field, you can specify the addressees of the case (Contact Persons/Organizations).
 Record
Using this drop-down list, you can assign (register) the case to a Record.
Note: If a case is registered to a Record, the name of the case will change.
 Person
The case can be assigned to a person.
 Organization
The case can be assigned to an organization.
7.6.3 Create Relationships Between Cases
Relationships between individual cases and relationships between cases and records can be
established.
To create relationships between Cases, do the following:
1. Locate the case for which you want to specify a reference.
2. Right-click the case, and then click “Properties”.
3. Click the “Remarks” tab.
4. The references can be defined in the following ways in the References field:
o By dragging the case/record into this field.
o By copying the case/record to the temporary cache (“Copy”) and clicking “Paste Shortcut”.
o By searching for a case/record using the “Find” button.
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7.6.4 Re-register a Case
A Case already registered to a Record can be re-registered, i.e., assigned to a different Record. The
name of the case will change with the new assignment, and the previous name noted in the case's
re-registration history.
To re-register a Case, do the following:
1. In the structure display (on the left), locate the record from which the case is to be removed.
2. Click the record to display the business objects it contains in the detail view (on the right).
3. Locate the case you want to re-register.
4. Right-click the case, and then click “Cut”.
5. In the structure display, locate the record for which the case is to be (re-)registered.
6. Click the record to display the business objects it contains in the detail view.
7. On the “Clipboard” menu, click “Paste Shortcut”.
Note: The case will be automatically removed from the original record.
Note: Another way to re-record the case is to use the drag and drop feature.
7.6.5 Cancel a Case
The effects of cancelling a case are as follows:
 The record flow of the case will be interrupted; no more activities for this case will be displayed
in the job listings of the respective user.
 The cancellation is passed on to the documents of the case.
 The business number remains allocated.
The procedure for cancelling a case is the same as for any other business object (“Set State to” >
“Canceled” context menu command).
7.6.6 Revoke Cancellation of a Case
If the cancellation of a case is revoked, the record flow of the case will be resumed, i.e., the user
assigned an activity before cancellation of the case will once again be assigned this activity after the
cancellation has been revoked. The revocation of the cancellation is passed on to the documents of
the case.
To revoke the cancellation of a case, the status must be set to “In Process” again.
7.6.7 Close a Case
To close a Case, proceed the same as for any other business object (“Set State to” > “Closed”
context menu command).
7.6.8 Version a Case
To version a Case, do the following:
1. Select the case the current version of which you want to store.
2. On the “Versions” menu, click “Save Version”.
3. Enter a Description of version to be saved and click “Next”.
Note: When a case is versioned, the documents assigned to it are not likewise versioned.
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7.6.9 Lend/Take Back a Case
To lend a Case, do the following:
1. Locate the case you want to lend.
2. On the “Tools” menu, click “Signatures” > “Lend”.
3. Enter your password to authorize the signature.
4. In the Remark field type borrow data (e.g. who borrows, how long and why) and click “Next”.
To take back a case, do the following:
1. Locate the case you want to take back.
2. On the “Tools” menu, click “Signatures” > “Take back”.
3. Enter your login password to authorize the signature and click “Next”.
Note: The lending and taking back of cases is recorded on the “History” tab of the cases.
7.7 Managing Records
A record comprises Cases and documents (Incomings and Outgoings) with a prolonged time frame.
A record is therefore a folder of documents and cases with the same context.
7.7.1 Create a New Record
To create a new Record, do the following:
1. On the “Object” menu, click “New”.
2. Select “Record” and click “Next”.
Note: If a template has already been created, you have the option to select a template.
3. Edit the metadata of the record and click “Next”.
Upon confirmation of the entries, the unique number and name of the record will be generated.
Note:
 The unique number of the record is made up as follows:
<Short Form>/<Year>/<Consecutive number>
 The name of the record is generated as follows:
<Unique number of the record> - <Subject>
 The Short Form will be transferred over from the Category.
7.7.2 Edit a Record
To edit a Record, do the following:
1. Right-click the record, and then click “Edit Properties”.
2. Edit the metadata of the record and click “Next”.
For a record already created, the following metadata is available:
 Name
In this field, you specify the name of the record.
 Subject
In this field, you can enter a subject for the record.
 Number/Category/Year
This field displays the unique number, the category and the year of the record.
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 Addressees
In this field, you can specify the addressees of the case (Contact Persons/Organizations).
 Person
The record can be assigned to a person.
 Organization
The record can be assigned to an organization.
Note: The category (which controls the record's assignment to a short form, as well as the standard
process or process responsibility) cannot be changed using “Edit Properties”.
7.7.3 Define Relationships Between Records and Other Business Objects
Records have a References object list, in which other business objects can be stored. If a different
Record or Case is entered under References, a cross reference is created there. Similarly, this
cross-reference relationship will be cancelled if a Record or Case is removed from References.
To define relationships between Records and other business objects, do the following:
1. In the structure display (on the left), locate the record for which you want to specify a reference.
2. Right-click the record, and then click “Properties”.
3. Click the “Remarks” tab.
4. The references can be defined in the following ways in the References field:
o By dragging the business object into the References field
o By copying the business object to the temporary cache (“Copy”) and clicking “Paste Shortcut”.
o By searching for a business object using the “Find” button.
Note: The References property is used for storing informal business objects. These objects are not
assigned exclusively to the record, do not change the document status, are not located in the
permissions context and are not versioned together with the record.
7.7.4 Cancel a Record
The effects of cancelling a record are as follows:
 The record flow of the record will be interrupted; no more activities for this record are displayed
in the job listings of the respective user.
 The cancellation is passed on to the documents or cases of the record.
 The business number remains allocated.
The procedure for cancelling a record is the same as for any other business object (“Set State to” >
“Canceled” context menu command).
7.7.5 Revoke Cancellation of a Record
If the cancellation of a record is revoked, the record flow of the record will be resumed, i.e., the user
assigned an activity before cancellation of the record will once again be assigned this activity after
the cancellation has been revoked. The revocation of the cancellation is passed on to the
documents or cases of the record.
To revoke the cancellation of a record, the status must be set to “In Process” again.
7.7.6 Close a Record
If a record is closed and there are cases in the record that are not yet closed, a relevant message
appears. If the closure of the record is resumed, an automatic attempt will be made to close all
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cases in the record. If this attempt fails in respect of one of the cases or the user cancels the
process, the entire transaction will be cancelled.
To close a Record, proceed the same as for any other business object (“Set State to” > “Closed”
context menu command).
7.7.7 Version a Record
To version a Record, do the following:
1. Select the record the current version of which you want to store.
2. On the “Versions” menu, click “Save Version”.
3. Enter a Description of version to be saved and click “Next”.
7.7.8 Lend/Take Back a Record
To lend a Record, do the following:
1. Locate the record you want to lend.
2. On the “Tools” menu, click “Signatures” > “Lend”.
3. Enter your password to authorize the signature.
4. In the Remark field type borrow data (e.g. who borrows, how long and why) and click “Next”.
To take back a Record, do the following:
1. Locate the record you want to take back.
2. On the “Tools” menu, click “Signatures” > “Take back”.
3. Enter your password to authorize the signature and click “Next”.
Note: The lending and taking back of a record is recorded on the “History” tab of the record.
7.7.9 Structure a Record or Case
Records and Cases can be structured using folders. These folders can contain business objects or
further folders.
To structure a Record or Case, do the following:
1. In the structure display (on the left), locate the record or case whose documents you want to
structure.
2. Click the record or case so that the business objects it contains are displayed in the detail view
(on the right).
3. Click “New”.
4. Select “Folder”, enter a name for the folder (for example, “Enquiries”, “Applications” or
“Outgoings”) and click “Next”.
5. Select all business objects you want to move to this folder.
6. Drag the business objects by holding down the mouse button and drop them onto the created
folder.
Note: The object icon must be used to move an object using drag and drop.
7. Repeat steps 3 to 7 for all business objects and folders that you want to move into one folder.
7.8 Incoming Invoice
For recording incoming invoices Fabasoft Folio offers an own object class.
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To create an Incoming Invoice, perform the following steps:
1. On the “Object” menu, click “New”.
2. Select “Incoming Invoice” and click “Next”.
3. Edit the metadata of the incoming invoice (for example, Invoice Number and Creditor) and click
“Next”.
7.8.1 Approval Process for Incoming Invoices
The following activities are delivered for the approval process for incoming invoices. These activities
are only available with appropriate project-specific configuration.
 Formal Check of Invoice
 Send Invoice Back
 Book Invoice
 Approve Invoice
 Finalize Invoice
7.9 Delivery Note
For recording delivery notes Fabasoft Folio offers an own object class.
To create a Delivery Note, perform the following steps:
1. On the “Object” menu, click “New”.
2. Select “Delivery Invoice” and click “Next”.
3. Edit the metadata of the delivery invoice (for example, Delivery Note ID and Date of Receipt)
and click “Next”.
7.10 Contract
The object class Contract offers the possibility to represent contracts in an electronic way.
To create a new contract, perform the following steps:
1. On the “Object” menu, click “New”.
2. Select “Incoming Invoice” and click “Next”.
3. Edit the metadata of the contract and click “Next”.
On the “Contract” tab the following properties are available:
 Name
In this field the name or title of the object is typed. This value is composed as follows:
<Number> - <Short Description>
 Record
In this field the Record is defined to which the contract is assigned.
 Short Description
In this field notes, keywords and other statements about the contract can be typed.
Note: The Short Descriptions becomes part of the object name.
 Number/Contract Type/Year
In this field the number, the contract type and the year is displayed.
Note: The contract type cannot be changed later.
 Own Organization
In this field the own organization can be selected.
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 Contracting Party
In this field the contracting party has to be selected. Organizations, persons or employees can
be selected.
 Object of Agreement
In this field the object of agreement can be defined. The product and its version can be selected
as well as the amount and the price per unit.
 Contract Value (Own Currency)
In this field the contract value can be defined in the own currency.
 Contract Value
In this field the contract value can be defined in a foreign currency.
 Date of Contract
In this field the date, on which the contract has been signed, can be defined.
 Termination
In this field the date, on which the contract has been canceled or the contract will expire, can be
defined.
 Valid From
This field contains the date, the object is valid from.
 Valid Until
This field contains the date, the object is valid from.
 Contract Identifier
In this field the contract identifier is displayed. It is an automatically generated, unique number
and cannot be changed.
 ERP Identification
In this field the ERP Identification can be entered.
 Comment
In this field a comment concerning the contract can be typed.
 Contact Persons
In this field the contact persons of the contracting party can be defined. Only persons belonging
to the contracting party can be selected.
 Terms
In this field terms can be assigned to the contract as key words.
 Addressees
In this field contacts (people and organizations) belonging to this contract can be defined
including their contact data.
On the “Periods” tab the following fields are available:
 Minimum Duration to
Until this date, the contract has to run. This value is calculated automatically. This is the earliest
cancelation date.
 Cancelation in Due Time Until
In this field the date, on which the cancelation has to be made, to comply with the next
cancelation appointed date, is defined.
For example: If a contract should be terminated with September 30, 2009 and a cancelation
period of three months has to be met, the cancelation has to be made on June, 30 2009. This
value is newly calculated when changing the cancelation appointed date or the cancelation
period.
 Cancelation Appointed Date
In this field the date, to which the next cancelation can be made is defined.
For example: An employment status can be canceled on the last day of a month. If you want to
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terminate in the middle of the month, you have to wait for the last day of the month (the
cancelation appointed date).
 Automatic Prolongation
The Cancelation Appointed Date is delayed about this time period, if the date for the cancelation
in due time or the appointed date of the cancelation is exceeded.
For example: The Automatic Prolongation is two years. A contract ends on December, 31 2009.
In case of a cancelation period of three months, a cancelation in due time has to be made until
September, 30 2009. If this date has been passed over, the contract is extended until
December, 31 2011 and the date for the cancelation in due time is automatically set to
September, 30 2011.
 Cancelation Period
In this field the time period between the cancelation date and the termination of the contract can
be defined.
7.11 Legal Hold
A legal hold allows you to preserve all relevant objects when litigation is reasonably anticipated.
Usually, a legal hold is issued a result of current or anticipated litigation, audit, government
investigation or other such matter to avoid evidence spoliation.
Objects on legal hold cannot be deleted until the legal hold is lifted again.
7.11.1 Creating a Legal Hold
Legal holds can only be created by specially authorized users.
To create a legal hold, perform the following steps:
1. On the “Object” menu click “New”.
2. Select “Legal Hold” and click “Next”.
3. Enter a name for the new object.
4. Edit the properties of the new legal hold object.
5. In the "Objects for Legal Hold" property, specify the objects to be put on legal hold.
Note: The legal hold will not become active until applied to the objects by selecting "Apply Legal
Hold" from the context menu.
6. The "Objects changed after" and "Objects changed before" properties allow you to restrict the
legal hold to objects that have been changed within the specified timeframe.
7. Click "Next" to save your changes.
7.11.2 Applying a Legal Hold
To apply a legal hold, perform the following steps:
1. Select "Apply Legal Hold" from the context menu of the legal hold object to apply the legal hold
to the objects specified in the "Objects for Legal Hold" property. A dialog box showing the
current progress will be displayed when applying the legal hold.
The legal hold will be propagated to dependent objects based on the propagation settings defined in
the active "Configuration for Legal Hold".
Objects that could not be put on legal hold due to an error (e.g. because of locking issues) will be
stored in the "Pending (Apply)" property displayed on the "Pending" tab. Select "Roll Forward" from
the context menu to retry applying the legal hold to these objects.
Once an object is put on legal hold, it cannot be deleted anymore.
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The active legal holds for an object are displayed in the Legal Holds field on the "Retention" tab.
7.11.3 Removing a Legal Hold
Note: Only the "Compliance Administrator" is allowed to remove legal holds.
1. Select "Remove Legal Hold" from the context menu of the legal hold object to remove the legal
hold from the objects it was applied to. A dialog box showing the current progress will be
displayed when removing the legal hold.
The legal hold will be removed from all objects it was applied to. The objects defined in the "Objects
for Legal Hold" property are ignored.
If the legal hold could not be removed from an object due to an error (e.g. because of locking
issues), the object will be added to the "Pending (Remove)" property displayed on the "Pending"
form page. Select "Roll Forward" from the context menu to retry removing the legal hold from these
objects.
8 Online Archiving
Fabasoft Folio provides online archiving of objects, content and versions. On the one hand rarely
used data can be transferred from a production system to an archive system and on the other hand
a revision safe long-term archiving system can be realized.
8.1 Archive Contents
To archive contents of a business object, perform the following steps:
1. Select the desired object.
2. On the “Archive” menu, click “Archive Contents”.
3. Click “Yes”.
Note:
 All contents of the object are archived.
 The contents can only be accessed in read-only mode. Meta data still may be edited based on
the access rights.
 Possibilities for full-text search in archived contents depend on the configuration.
8.2 Archive Contents and Versions
To archive contents and versions of a business object, perform the following steps:
1. Select the desired object.
2. On the “Archive” menu, click “Archive Contents and Versions”.
3. Click “Yes”.
Note:
 All contents and versions of the object are archived.
 The contents can only be accessed in read-only mode. Meta data still may be edited based on
the access rights.
 Archived versions cannot be accessed anymore unless the version is explicitly loaded.
 Possibilities for full-text search in archived contents depend on the configuration.
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8.3 Archive a Business Object Completely
To archive a business object completely, perform the following steps:
1. Select the desired object.
2. On the “Archive” menu, click “Archive Object”.
3. Click “Yes”.
Note:
 If an object is completely archived, meta data, contents and versions are archived.
 In Fabasoft Folio only common meta data (e.g. Name, Created on/at) are visible.
 The object can only be accessed in read-only mode.
 Possibilities for search and full-text search depend on the configuration.
8.4 Archive a Version
To archive a version of a business object, perform the following steps:
1. Select the desired object.
2. On the “Archive” menu, click “Archive Version”.
3. Click on the desired version.
Note:
 The selected version is archived.
 Archived versions cannot be accessed anymore unless the version is explicitly loaded.
8.5 Archive a Copy of a Version
To archive a version of a business object, perform the following steps:
1. Select the desired object.
2. On the “Archive” menu, click “Archive Version Copy”.
3. Click on the desired version.
Note:
 The selected version is archived.
 Archived versions can still be accessed without the need to explicitly load the version.
8.6 Load a Business Object From the Archive
To load a business object from the archive, perform the following steps:
1. Select the desired object.
2. On the “Archive” menu, click “Load Object”.
Note: The behavior concerning access rights and search possibilities does not change.
8.7 Unload an Archived Business Object
To unload an archived business object, perform the following steps:
1. Select the desired object.
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2. On the “Archive” menu, click “Unload”.
8.8 Restore an Archived Business Object
To restore an archived business object, perform the following steps:
1. Select the desired object.
2. On the “Archive” menu, click “Restore”.
Note:
 A version is saved.
 The archive marker is removed and the object can again be edited and searched.
8.9 Search for a Business Object in the Archive
To search a business object in the archive the standard search can be used (“Tools” > “Find”).
Note: Which meta data and contents are used for the search depends on the configuration.
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