Defining processes and forms for unlimited digital records management

The new Fabasoft Cloud features implemented in the February Release bring unlimited digital records management in your organisation to a new level: In the Enterprise and Superior editions, forms can now be defined individually, and processes can be executed by two or more persons in parallel.

Profit from the following enhancements:

Multi-instance activities for processes

Through the use of multi-instance activities (MI activities), process activities can be executed by several persons at the same time (in parallel) or by one person after another (sequentially).

You can use multi-instance activities in predefined processes as well as in ad-hoc processes. This feature can for example be used to handle approvals by several users in parallel.

Predefined process (BPMN editor)

The BPMN-Editor allows you to choose among three different loop types for a task:

No loop

An instance of the defined activity is created and is presented to the defined process participants in their worklists. The first process participant to start the process takes over the activity, which is then removed from the worklists of the other process participants.

MI parallel

Separate instances of the defined activity are created for each of the defined process participants, these are stored in the respective worklists in parallel. All process participants have to process the activity. This option is particularly useful for approval processes involving several people or for information where reading is mandatory.

MI sequential

Separate instances of the defined activity are created for each of the defined process participants, these are stored in the respective worklists sequentially. All process participants have to process the activity one after another.

Process participants can specify a distribution list, an organisational unit or an object property which is then used to determine a list of process participants. Distribution lists can only be used together with multi-instances. Organisational units and object properties can be used with both multi-instances as well as non-multi-instances. In the case of multi-instances, a separate activity instance is created for each of the resolved process participants; in the case of non-multi-instances, a single activity instance is created for the entire organisational unit or object property.

Ad-hoc process

Ad-hoc processes in the BPMN editor

When you define an ad-hoc process, you can choose between the options “No Multi-Instance”, “Parallel” and “Sequential” in the field “Multi-Instance”. The options correspond to the loop type of the BPMN editor.

When you take over the first activity, you can define additional activities for the ad-hoc process in the BPMN editor or modify the settings by double-clicking a task.

Ad-hoc processes in tabular mode

In tabular mode you can also use the “Multi-Instance” field to choose between “No Multi-Instance”, “Parallel” or “Sequential”.


The options available for creating user-defined formshave been enhanced substantially.

You can now use a wide range of form fields in your form. The possibilities include input fields (e.g. strings, dates or objects), item lists, check boxes with one or more check boxes, radio buttons or drop-down boxes. Separators and formatted descriptions (HTML text) are available to give structure to the form.

For input fields and item lists, you can additionally specify different types:

  • String
  • Integer
  • Float
  • Date
  • Date and Time
  • Timespan
  • Hyperlink
  • Currency
  • Object


For all languages available in the Fabasoft Cloud, you can provide translations of names and context-sensitive help texts. This feature supports unlimited document control between employees or business partners speaking different languages and avoids misunderstandings. To use this option, simply open a form’s properties (context menu command “Properties”) and switch to the “Translations” tab. Each multilingual name contained in the form has a corresponding entry.

Form inbox

The form inbox allows you to capture data with the help of an HTML form and store it directly in the Fabasoft Cloud. You can for example implement a form on your website where customers can post a request or potential employees upload their application documents.These documents are then ready to be processed in the Teamroom of the Fabasoft Cloud.

Form inboxes can also be created in Teamrooms. To this aim, you specify the unique ID of the inbox on the HTML form and define all further settings. The objects created via the form are stored directly in the respective inbox.

What is more, you can instantly incorporate documents received in the form inbox into your processes.

For a detailed description of these features as well as all further enhancements of the Fabasoft Cloud February Release, click HERE.