FAQ: Industrial DMS/QMS

As a comprehensive, AI-supported document and quality management system (Industrial DMS/QMS), Fabasoft Approve connects manufacturers, customers, and suppliers across companies in a shared data environment and optimizes all document- and quality-related business processes through seamless end-to-end processes. AI functions are integrated at key points to ensure maximum efficiency - especially when analyzing large volumes of documents and data records. Users chat with the system via AI chat, receive precise answers in natural language, and accurate source references. This ensures that the information is correct and that AI hallucinations are avoided.

Additional unique selling points include high customizability with low-code/no-code editors and exceptional user-friendliness with a wide range of document and process management functions. 

Yes, workflows are automated in Fabasoft Approve and executed in a traceable way at all times. A graphical BPMN 2.0 editor is available for creating individual processes. It allows the user to model business processes even without programming skills. Ad-hoc processes make it possible to flexibly invite internal and external persons to participate in process steps such as "Check", "Release", or "Approve". Documents are thus managed completely digitally and without process and media discontinuity across company boundaries.

All users involved in a process can find their upcoming tasks in their personal worklist in the web-based user interface. They are furthermore informed of new incoming tasks by e-mail. These tasks can be completed independently of time and location on a PC, tablet, or smartphone.

Yes, the user interface is available in 22 languages: Bulgarian, Chinese (simplified), Croatian, Czech, Dutch, English, French, German, Hungarian, Indonesian, Italian, Japanese, Norwegian, Polish, Portuguese, Romanian, Russian, Serbian, Slovakian, Slovenian, Spanish, and Turkish.

Yes, Fabasoft Approve supports numerous different file formats. We also offer an integrated 3D viewer in which various 3D/CAD/BIM files such as .dwg, .dxf, .stp, .ifc etc. can be displayed.

You can log in by using a user name and password, client certificates, SAML 2.0, or Active Directory. Two-factor authentication can be performed using a mobile PIN (via SMS or email) and a one-time password via a RADIUS server. Access can be gained via standard web browsers, WebDAV, and dedicated iOS and Android apps.

Yes, thanks to the cloud-based technology, you can access the data and complete work steps at any time via the web browser and the iOS or Android app.

Yes, the cloud folder allows you to synchronize content with end devices. This allows you to access the current status of your documents (in the web client and on your local hard disk) anytime and anywhere. In this way, documents can be edited in a familiar environment even without an internet connection. As soon as a connection to the Internet is re-established, these are automatically synchronized back to the cloud.

External business partners can be directly integrated into Fabasoft Approve by gaining access to the information that is relevant to them and collaborating in cross-company business processes.

Yes, Fabasoft Approve is client-compatible and also allows the mapping of multiple scenarios with several plants involved.

Yes, business objects can be provided with keywords. Terms can be selected freely or in a standardized way via a thesaurus.

Yes, Fabasoft Approve supports the implementation of common labeling systems such as KKS, DCC and other customer or industry-specific classification criteria by enabling the correct assignment of documents to the corresponding system elements.

Employees simply search the shared data environment for the corresponding stored codes instead of entering long file names or descriptions. This makes for a quick and easy identification of the right documents for any given use case. Changes to the document classification are also documented in a traceable manner at all times, thus minimizing the risk of incorrect allocations. Fabasoft Approve ensures that all project participants have the same level of information and that large projects run smoothly and efficiently.

Yes, so-called citizen developers can create and adapt their own forms/processes/rules for templates or text modules etc. using low code / no code, even without programming skills.

The "Time travel" function allows you to view documents, metadata, folders or even entire projects at specific points in time in the past. This makes changes traceable and older statuses can also be restored if required. The seamless versioning of documents and automatic, audit-proof archiving make an important contribution to the compliance management system. There is also a complete audit trail for adherence to compliance guidelines. The Fabasoft Cloud offers audit-proof archiving that is certified in accordance with IDW PS 880.

Yes, the use of artificial intelligence in Fabasoft Approve is secure and meets the highest data protection and compliance requirements. The AI technologies used by Mindbreeze run entirely within Fabasoft Solutions – there is no external processing via public AI APIs such as ChatGPT. Data processing and storage take place exclusively in fail-safe European data centers that are certified according to international security standards. This ensures that sensitive company information is protected, processed in a traceable manner, and handled in accordance with data protection regulations.

Our document and quality management system serves as a repository for all relevant information. Ideally, all data is stored here. In addition, we can seamlessly integrate information from external systems such as drawing libraries, SAP, and other sources via interfaces. In doing so, we ensure that only data for which the appropriate access rights exist is accessed. The AI also learns from user interactions, which further improves the quality of its suggestions and answers.

Fabasoft Approve uses AI technology from Mindbreeze, a sister company within the Fabasoft Group, to intelligently support technical documents and quality processes. In addition, AI models that have already been trained can be integrated.

Yes, while using web service interfaces based on HTTPS, e.g. SOAP/XML or REST/JSON.

Yes, all necessary web service interfaces for project-specific integrations are available for easy connection to SAP. This enables standard SAP objects (e.g. orders, purchase orders, etc.) to be transferred to Fabasoft Approve via XML-IDOC.

Yes, the integrated 3D viewer enables the interactive view of 3D models in an overlay. You can easily rotate, zoom, and position the 3D model using keyboard and mouse. Supported three-dimensional formats include the IFC and STEP standards.

Support is available in English and German.

The 24/7 basic support of the Fabasoft Cloud is already included in the license fees of Fabasoft Approve. We also offer other support models tailored to specific customer requirements as additional packages for a fee.

We offer annual subscriptions for licenses (for users and for storage packages). These licenses are paid for in advance for one year (= payment period). Licenses can be extended as required during a payment period; we will then charge the aliquot share of the annual fee until the end of the payment period. Licenses can be reduced or terminated completely at the end of a payment period with one month's notice.

Data is stored in European, fail-safe data centers. You decide whether in Germany, Austria, or Switzerland. At each location, Fabasoft Cloud services are operated in two redundant data centers that are geographically separated by several kilometers. This allows for concepts that enable disaster-tolerant operation, for example a high level of protection against natural disasters. The data centers follow the Tier III specification of the Uptime Institute.

Yes, data protection and data security are of the highest priority for Fabasoft:

1. Data is stored in European, fail-safe data centers.
2. Designed and operated in Europe, the system complies with the strictest data protection and data security regulations. Regular certifications and audits by independent institutions confirm the high quality, safety & security, and service standards. Please find further information here.
3. The access to Fabasoft Approve is only possible via HTTPS with TLS encryption.

No, customer data entered or created by the customer in Fabasoft Approve is stored in Teamrooms that are assigned to a Fabasoft Cloud organization. The owner(s) of this Fabasoft Cloud organization has/have all rights to the data stored therein. The access rights defined for the Teamroom allow the owner or the organizational member who created the Teamroom to define who has access or who may change or delete this data. This also means that Fabasoft employees only have a right to access information that has been granted to them by the customer. These authorizations can also be revoked at any time.

The project team should at least comprise the three roles of product owner, scrum master, and scrum team. The product owner assumes technical leadership and is responsible for the successful implementation of the project. The scrum master supports the project team in achieving the set goals. The scrum teams are responsible for completing the tasks prioritized by the product owner.