FAQ
Frequently Asked Questions
General
How do I create a Folio Cloud account?
Do I have to install software to use Folio Cloud?
How do I log in to my account?
Which foreign languages are available and where can I select my language preference?
How can I contact Fabasoft?
Is there a manual for Folio Cloud? How can I learn how to use Folio Cloud most efficiently?
How can I troubleshoot problems most efficiently?
What is the Folio Cloud plug-in?
How do I know if my system is ready for Folio Cloud?
I want to subscribe / unsubscribe to the Folio Cloud Newsletter. Where can I do that?
We are a SMB and share documents with our clients via ftp or e-mail. Does Folio Cloud offer a solution for our file-sharing processes?
I want to buy Folio Cloud for myself and my employers. How can I do that?
I want a specific Cloud App, but don’t want to buy an entire edition
Usability
How can I upload my documents into the Cloud?
How can I exchange data in the Cloud?
What is the difference between "Copy" and "Duplicate" and between "Paste" and "Paste Duplicate"?
What is the "Home" button for? What does ‘Add to Home’ mean?
What are my search options?
How can I sort my data?
How can I delete documents?
How can I cancel/delete my account?
Are the filesizes limited in Folio Cloud?
Why doesn't Drag-and-drop work for me?
How can I add contacts to my Folio Cloud account?
Which views are available to me?
Why I am not allowed to make changes to a file?
How can I create a new object in Folio Cloud?
Security
Is it safe to transmit data to and from Folio Cloud?
How can I give access to my documents?
Is my online data visible to anyone?
When do I need my password?
I forgot my password. What can I do?
Where can I change my password?
What is a Two-Factor-Authentication and what do I need it for?
How can I make the access to my data safe?
Can I see who, when and where my data is accessed?
Is there a "Super Admin" for a Team Room?
Prices and Billing
What are the pricing options for Folio Cloud?
What storage packages does Folio Cloud offer?
How and where do I find my billing page?
How do I upgrade my account?
How can I revoke my account / get my refund?
Which methods of payment are accepted by Fabasoft?
Which methods of payment are accepted by Fabasoft?
Mobility
Which web browser do I have to use for running Folio Cloud?
Which Operating Systems are supported?
Can I use Folio Cloud on my mobile device?
Service levels: When is my Folio Cloud available?
Collaboration
Preparing collaboration: Who can access my team documents?
How do I get started in Folio Cloud?
How do I distribute access rights in my project team?
How can I stay updated about changes in documents?
General
How do I create a Folio Cloud account?
Create your free Folio Cloud primo account on http://www.foliocloud.com/register. All you need to provide are your name and a valid e-mail address. You will receive a confirmation e-mail with a link for setting a password. After completing the registration process you can immediately start using Folio Cloud. To start any of the Folio Cloud editions, prior registration for the free Folio Cloud primo edition is required. Currently, Folio Cloud is available in the editions primo, allegro and leggero.
- To compare features and prices, go to http://www.foliocloud.com/compare-editions.
- To buy an edition, go to http://www.foliocloud.com/folio-cloud-editions_en.
Do I have to install software to use Folio Cloud?
No, Folio Cloud is entirely web-based and runs in your standard web browser. The user interface is based on web 2.0 technologies (AJAX) and therefore offers especially high usability. You only need to install a plugin to be able to open different types of file formats in Folio Cloud.
How do I log in to my account?
Go to foliocloud.com. On the upper right side, you will find a button labeled “Login”. The use of Folio Cloud requires the user’s personal authentication via username and password, OpenID or Client Certificate. The Folio Cloud versions leggero and medio support login with digital ID and two factor authentication with mobile PIN and Motoky. These additional authentication possibilites are accompanied by respective security levels, which can be assigned to team rooms. For example, a team room with the security level "digital ID" can only be accessed by users who are logged-in with digital ID.
- Log in with e-mail address and password: When registering with Folio Cloud with a valid e-mail address, you can also select a login password. Each time you log in, you will be asked to enter the e-mail address and password you have used for registering. The login password can be changed in Folio Cloud at any time.
- Log in with OpenID: Optionally, a user logs in to Folio Cloud with an OpenID obtained on the Internet (e.g. via www.myopenid.com). OpenID is a standard for user authentication that is also supported by other Internet service providers (e.g. www.flickr.com).
Which foreign languages are available and where can I select my language preference?
Folio Cloud is available in 18 languages. To set a language, click on the Account button at the top on the right in the portal header. Select your preferred language under Settings / Preferences.
How can I contact Fabasoft?
There are different ways how to get in contact with Fabasoft.
- For general questions about Folio Cloud, we recommend e-mail: foliocloud@fabasoft.com
- If you want us to compose an individual plan for you and your company, directly contact our sales team via e-mail: sales@foliocloud.com
- For specific questions or problems with your account, get in touch with us via telephone or fax:
- Via telephone: +43 732 606162-0 begin_of_the_skype_highlighting +43 732 606162-0 end_of_the_skype_highlighting
- Via fax: +43 732 606162-609
- If you are planning on visiting us in person or want to send physical mail, this is our postal address: Fabasoft Distribution GmbH, Honauerstraße 4, 4020 Linz, Austria
Is there a manual for Folio Cloud? How can I learn how to use Folio Cloud most efficiently?
To learn about Folio Cloud, we provide you with different types of information resources. Choose, which way fits best for you:
- Tutorial Videos are an easy short-cut for learning how to use Folio Cloud. Take a look at our ever growing list of short tutorial videos that walk you through the different Folio Cloud functions.
- Go to foliocloud.com/support_en and see the different support resources available.
- Go to http://www.foliocloud.com/spi_en and download the most current version of the Folio Cloud SPI (Software Product Information) for each individual edition of Folio Cloud. It provides detailed information about all aspects of the product and its features.
How can I troubleshoot problems most efficiently?
Have you noticed the rainbow colored button between the ?-button and the search box in Folio Cloud's menu bar? This will launch Fabasoft app.telemetry, an application integrated into Folio Cloud that allows you direct contact with Folio Cloud support. Subject to installation of the plug-in, clicking on this button will automatically send a screenshot of your problem to support. You can additionally add a description or request.
What is the Folio Cloud plug-in?
To make use of Folio Cloud's features, you need to install an updates version of the Folio Cloud plugin. By logging in to Folio Cloud, you will be notified if a new version of the plug-in is available. How to install the plug-in: Download the plugin and install it, then log in to Folio Cloud again. The Fabasoft Folio Plug-in is used for close integration with desktop productivity tools, such as Microsoft Outlook, Microsoft Office or OpenOffice.org. The following Plug-ins are available:
- Fabasoft Folio Plug-in for Microsoft Internet Explorer for Microsoft Windows
- Fabasoft Folio Plug-in for Mozilla Firefox for Microsoft Windows
- Fabasoft Folio Plug-in for Mozilla Firefox for Linux
- Fabasoft Folio Plug-in for Apple Safari and Mozilla Firefox for Apple Mac OS X (Beta Version)
In case the Folio Cloud plug-in is not installed on your desktop already, you will be asked to install it when opening a document.
How do I know if my system is ready for Folio Cloud?
By logging in to Folio Cloud, you will be noticed about the current state of your system. If an update is necessary, the system will automatically ask you to update your Web Browser's version. The yellow triangle on your settings button will tell you about necessary updates. By clicking this button, you will learn about your browser configuration and new versions of the Folio Cloud plugin.
I want to subscribe / unsubscribe to the Folio Cloud Newsletter. Where can I do that?
- Follow this link http://www.foliocloud.com/newsletters_en to subscribe to the free monthly Folio Cloud Newsletter.
- To unsubscribe click on the link that can be found at the bottom of any Folio Cloud newsletter.
We are a SMB and share documents with our clients via ftp or e-mail. Does Folio Cloud offer a solution for our file-sharing processes?
With Folio Cloud, file-sharing and collaboration within your company and with international business partners will improve significantly. Processes become more transparent, more effective, and more secure. File-sharing via ftp or e-mail can lead to chaos and unnecessary complexity in the workflow. Folio Cloud provides you with a simple, elegant and intuitive platform for effective online collaboration and will safe you time and money.
I want to buy Folio Cloud for myself and my employers. How can I do that?
I want a specific Cloud App, but don’t want to buy an entire edition
Via our Cloud App Store you can see all our available Cloud Apps. All Cloud users can activate the Cloud Apps that they want. Some Cloud Apps are only available for certain editions. Where the respective developers have given their permission, Cloud Apps are available to test for free for a 3 month trial period - even for primo users and irrespective of whether a Cloud App requires a higher Folio cloud edition than a user currently has. The following links detail the Included Cloud Apps and allow you to compare editions.
Usability
How can I upload my documents into the Cloud?
To upload documents from your computer into the Cloud, you have two options:
- Locate the file(s) on your computer, select them and simply drag and drop them to the Folio Cloud Folder of your choice.
- You can also use the upload button in the menu bar of your Folio Cloud desk. The explorer lets you locate your documents on your computer in the traditional tree view.
How can I exchange data in the Cloud?
The easiest way to share data in Folio Cloud is in a Team Room. You can store all relevant project data in one Team Room and grant read or write access to your collaborators. Team members will see the Team Room on their Folio Cloud desktop and access documents by browsing the content.
- Send Link (Via "send" option in the context menu or via copy/paste): Additionally, links to individual documents can be sent via e-mail. The document itself is not sent, but remains in the Team Room. This way, everybody who you invite for collaboration has access to one and the same file. All changes are made in this file only. A history of all changes is saved, so you can always go back to a previous version. To send a link via e-mail, right-click the document and choose “copy”. Create a new e-mail and paste the file in the e-mail body.
- Send the document as a pdf: By right-clicking the document, choose the “send as pdf” option from the context menu. In this case, the document is converted into a pdf. Not the link, but the actual document is sent.
- Send file:If you don’t want to send the link to a document in the Cloud, but the file itself, choose the “send file” option from the context menu. Be aware that changes made in this document will not affect the sent file! The file you send and the file stored in the Cloud are two different documents.
Our recommendation: We recommend sending documents as links. It eases online collaboration by saving storage space, it guarantees that only invited members have access to a file and it does not create confusion about which version of a file is the most current one, as only one document (plus its versions) is kept.
What is the difference between "Copy" and "Duplicate" and between "Paste" and "Paste Duplicate"?
The feature "Duplicate" copies and pastes an object in the same directory as a copy, creating two independent objects. The feature "Copy" saves the object on the clipboard, from where it can be inserted as an original or as a copy.
- "Paste" adds a pointer (shortcut) to a copied object. Changes in the copied object are performed in the original, and vice versa.
- "Paste Duplicate" adds a copy of an object, creating two independent objects.
What is the "Home" button for? What does ‘Add to Home’ mean?
Clicking the "Home" button (computer screen symbol in portal header) takes you back to the start-up page, regardless of your current location in the Cloud. On this page you can create and edit documents and collaborate with others through Team Rooms. You can also save any files and folders here and access them at any time.
What are my search options?
You have several possibilities in searching Folio Cloud for files, people, documents etc.
- Fast search: The fast search is located at the top right of the navigation bar. Simply enter the search term in the search field and click on “Enter”. The results are displayed in a drop-down list. Please note: this function only searches for file names, not contents!
- Detailed search: This search is found under "Extras/Search". In detailed search you can select the type of object you want to search for at the outset. You also have several other search options, such as, for example, owner, date of creation, or file extension.
- Mindbreeze search: Mindbreeze is a full-text search; it also searches document content. Click on the Mindbreeze symbol in the portal header and enter the search term. Refine your search by entering, for example, name, content or date on the left.
- Contact search: By using the search field in the contact bar below "Create team" you can search for a contact you would like to add to the Team Room. Simply enter the name in the search field and confirm by clicking on "Enter".
We recommend: Mindbreeze allows for extensive searches. Use Mindbreeze search when you also want to search the file contents.
How can I sort my data?
- Freely Adjustable Columns in the List View:The columns in the list view are easily adjustable for the user. Via symbols in the column?s header, columns can be added or removed. The product offers context related characteristics of documents that can be displayed as columns.
- Sorting Lists via Multiple Columns: The desktop offers a list view that enables sorting list entries via multiple columns.
- Grouping Lists with Many Entries for Gaining More Overview: The desktop enables the grouping of list entries according to specific columns. In this way you can keep an overview of many entries. Nested groupings are also possible.
- Editable Columns in the List View: By pressing F2 or by double-clicking, specific columns are directly editable in the list view. Thus the user can directly edit columns in a list without having to open a form.
How can I delete documents?
First select the object (document / contact / folder / ...) you want to delete. Right-click the selected item and open the context menu. You now have two options:
- Unshare will remove the object from the Team Room. The object itself is not deleted.
- Destroy deletes not only the pointer, but also the selected object. Choose this option to permanently delete an item.
How can I cancel/delete my account?
To delete your account, simply send us a short e-mail to foliocloud@fabasoft.com (Optionally, you can fill out the following form and send it to us: https://www.fabasoft.com/cancel). If you have any stored data in the Cloud, please remove these first as they will be deleted along with your account.
Are the file sizes limited in Folio Cloud?
Depending on your account, different file sizes apply:
- For the Folio Cloud edition primo, file sizes are limited to 250 MB each.
- For Folio Cloud allegro, documents can have up to 1 GB. For Folio Cloud leggero and medio, documents can have up to 2 GB
Why doesn't Drag-and-drop work for me?
Check that you have the latest version of the Folio Cloud plug-in installed. Under Account and Web browser state you can check that your browser is optimally configured for using Folio Cloud.
How can I add contacts to my Folio Cloud account?
- Enter Contacts:Users can directly add contacts with whom they want to collaborate via Team Rooms in Folio Cloud.
- Searching for Contacts: A user can search for contacts through multiple criteria. A maximum of ten hits for a search is displayed.
- Importing Contacts from your e-mail client: Currently Folio Cloud supports importing contacts from Microsoft Office Outlook, Google Gmail, and Windows Live Hotmail, including a check for duplicates.
- Structuring Contacts: Contacts can be structured via contact folders. Imported contacts are automatically stored in a contact folder with the appropriate name. Contacts can also be combined within a team.
Which views are available to me?
Click View in the menu bar. You can now switch between different views (Detailed View, Thumbnail View, Preview, and Carousel View). Compare the different views and select the one that best suits your needs.
Why I am not allowed to make changes to a file?
There can be different reasons for your problem:
- You might not have sufficient rights to open the document in change mode. Contact the creator of the file / the Team Room to ask for extended permissions.
- Another reason is that someone else might already be editing the file at the time. If so, you will be told when trying to open the file. Ask the person who is just editing the file to close it, if you urgently need to edit it yourself.
How can I create a new object in Folio Cloud?
See the symbol with the green plus on the left side of the menu bar? By clicking it, the context menu opens and shows you all the objects you can create, whether it is a new Team Room, a folder, a contact or file of any other format.
Security
Is it safe to transmit data to and from Folio Cloud?
Communication between the client and Folio Cloud is always encrypted via https. In other Internet applications https is often only used for secure entry of credit card numbers for payment transactions. With Folio Cloud each and every access is protected in this way, even via smartphone access.
How can I give access to my documents?
These are the options you can choose from:
- Change Access for Team Rooms: For each Team Room the contacts or teams, which are allowed to edit and create documents, are defined.
- Read Access for Team Rooms: For each Team Room contacts or teams, which are allowed to read documents, are defined.
- Full Control for Team Rooms: For each Team Room the contacts or teams, which own administrative rights, are defined.
Is my online data visible to anyone?
Communication from an end device to Folio Cloud is always encrypted via https. Therefore, data that is transferred from an end device to Folio Cloud or vice versa cannot be deciphered by unauthorized people.
When do I need my password?
When you create your Folio Cloud Account, you are asked for a password. This password will remain valid until you revoke it. You need to provide your password in combination with your e-mail address every time you log in to Folio Cloud. In so-called Secure Team Rooms additional authentication with Mobile PIN is required. This will give you even higher level protection. To log in with Two-Factor Authentication, check the box on the login page https://folio.fabasoft.com/idp/Authn/UserPassword.
I forgot my password. What can I do?
Go to the login page https://folio.fabasoft.com/idp/Authn/UserPassword. Enter your e-mail address and leave the field for the password blank. Click on the button below that reads “I forgot my password”. We will send you a link to restore your password or create a new one.
Where can I change my password?
In Folio Cloud, go to “Account” and then “Login and Password”. Provide your old password, a new password and confirm the new password in the last box. Finalize the change by clicking the “Change password” button below.
What is Two Factor Authentication and what do I need it for?
Two factor authentication adds an extra level of security to your Folio Cloud account. Folio Cloud currently offers two possibilities for two factor authentication: via a mobile PIN sent by SMS to your registered mobile phone or via Motoky, an iPhone App available in the Apple iTunes App Store. First of all you need Folio Cloud leggero or medio - the Cloud App "Mobile PIN with SMS or Motoky" is included with these editions. Upon activating this Cloud App, you will be prompted to pair your mobile device with your Folio Cloud account. By selecting login "only" with mobile PIN your Folio Cloud account can only be accessed once both authentication factors have been successfully completed.
How can I make the access to my data safe?
The creator of a Team Room can distribute different types of access rights, ranging from "Full Control" over "Change Access" to simple "Read Access". in addition to these basic settings the creator can also set a higher level of security. For example with Two Factor Authentication or digital ID. Only people who have logged in to Folio Cloud using Two-factor Authenitcation can enter such a Secure Team Room.
Can I see who, when and where my data is accessed?
Folio Cloud edition leggero comes with the Cloud App Auditing, which records each attempted access to data in the Cloud and creates a list of the results.
Is there a "Super Admin" for a Team Room?
The creator of a Team Room has full control. He may add contacts, distribute rights among the team members, delete any file,… Only people who are granted "Full Control" in a Team Room can be regarded as "Super Admins".
Prices and Billing
What are the pricing options for Folio Cloud?
The basic Folio Cloud edition – primo – is completely free of charge. It comes with 5 GB of online storage space and includes Cloud Apps such as Team Room and Scrum Projects. All other Folio Cloud editions – currently available are allegro, leggero and medio – can be purchased for a modest monthly fee with further included Cloud Apps.
What storage packages does Folio Cloud offer?
In our shop you have the possibility to purchase additional storage space in 10 GB (= a maximum of 10,000 objects), 100 GB and 1,000 GB packages according to what you need. You of course also retain the 5 GB free storage space with your edition.
Compare the prices and features of all currently available Folio Cloud editions at http://www.foliocloud.com/compare-editions.html.
How and where do I find my billing page?
Click the account button in your menu bar. The menu on the left side shows "My Purchases", where all your purchases are listed.
How do I upgrade my account?
Choose your edition on www.foliocloud.com/shop. Automatically, the edition on the next higher level is suggested. Additionally, you can buy more storage capacity in packages of 10 GB, 100 GB and 1,000 GB in the editions shop.
How can I revoke my account / get my refund?
- Within the statutory period you can revoce your purchase (go to (https://www.fabasoft.com/revoke or send us a letter to: Fabasoft Distribution GmbH, Honauerstraße 4, A-4020 Linz). In this case Fabasoft will refund the total amount to your bank account.
- After this deadline has elapsed the general terms and conditions for cancellation apply. Your subscription ends on the day you chose. In this case, the payment is not being refund.
Which methods of payment are accepted by Fabasoft?
Currently, we only accept Visa cards for payment. The bill will be sent to you via e-mail. You will also find a pdf version of your bill in your Folio Cloud account filed under "My Purchases".
My account is deactivated / blocked. What can I do?
Check which of the following options might apply before taking subsequent actions:
- You might have missed the expiration date of your subscription. Go to your account, "My Purchases" to find out if this is the reason and in case renew your subscription.
- In any other case: contact the Folio Cloud support for help: support@foliocloud.com
Mobility
Which web browser do I have to use for running Folio Cloud?
Folio Cloud supports the following web browsers
- Microsoft Internet Explorer
- Mozilla Firefox
- Google Chrome
- Apple Safari
More information about browser support can be found under: Software Product Information.
Which Operating Systems are supported?
Folio Cloud is supported by the following Operating Systems:
- Microsoft XP SP3
- Microsoft Windows Vista SP2
- Microsoft Windows 7 SP1
- Apple Mac OS X 10.6 (Intel)
- Ubuntu (x86)
Can I use Folio Cloud on my mobile device?
Folio Cloud can be accessed via Smartphones such as iPhone, Android and BlackBerry. It supports the platform independent WebDAV standard. Thus it is possible to access documents in Folio Cloud via different client applications (e.g. smartphone apps). Access takes place via the WebDAV URL: https://folio.fabasoft.com/folio/webdav.
Via the iPhone App "iFolioPhoto" a photo can be taken with the iPhone and be directly transferred to a Folio Cloud team room via an encrypted connection (HTTPS).
Via the Cloud App Mobile Search, which is available in the editions allegro and leggero, you can search for data, contacts and other business content on your smartphone.
Service levels: When is my Folio Cloud available?
Fabasoft operates Folio Cloud in a high-availability data center environment. All components are operated redundantly in both active data centers. Each data center operates one load balancer, with one fixed public IP address, respectively. Should a load balancer, firewall, or Internet connection fail, the web browser automatically takes over the failover to the second public IP address of the other load balancer. The data center operates around the clock, all year round. For the availability of data center operations, there is a distinction between core time and flex time. Core time means Austrian working days (Monday thru Friday) from 6 a.m. to 6 p.m., flex time covers the remaining time.
Two alternatives are foreseen for the availability of data center operations:
- 99,7% core time availability per monitoring period (quarter-yearly) and client
- 99,0% flex time availability per monitoring period (quarter-yearly) and client
A report on the availability of Folio Cloud will be established for every monitoring period (calendar week) and made available to the client electronically after a quarter-year at http://www.foliocloud.com/monitoringreports_en. All performance features of our data centers can be found here.
Collaboration
Preparing collaboration: Who can access my team documents?
When a user invites contacts for collaboration in a team room, Folio Cloud ensures that only invited and identified users have access to shared team content. These users are granted either full control, change access or read access. All team activities are traceable at all times, for instance through automatic versioning of documents when there is a change of editors. Every modification remains traceable.
How do I get started in Folio Cloud?
The central element for collaboration in the Cloud is theTeam Room. You can imagine it like a real room. The door to your Team Room is only open to people who you invite to come in. Each document, file, folder, video, foto,... - whatever you put in it will only be accessible for people who you granted access rights. To get started in Folio Cloud, create your first Team Room. The easiest way to do so is to watch this short Tutorial Video.
How do I distribute access rights in my project team?
See the tabs atop your list of assets? They are labeled “Full Control”, “Change Access” and “Read Access”. Choose which type of access you want to grant to someone by clicking on the tab. In the new window, the first button in the menu bar reads „contacts“. It offers you the options of searching for an anlready existing Folio Cloud contact or to add a new contact; also to remove or modify existing access rights from people. When added to a specific access-list people can open documents for reading or changing, according to the access right granted. To notify contacts of newly attributed rights, right-click on the Team Room and find the option “send invitations” and an e-mail notification will be sent.
How can I stay updated about changes in documents?
Folio Cloud offers you the option to subscribe to notifications via RSS Feeds. Objects (like documents, collaboration folder or team rooms) can be subscribed as RSS feeds. So the user is informed about changes to these objects. The RSS feeds can be read with a common RSS reader (e.g. Microsoft Internet Explorer, Mozilla Firefox or Microsoft Office Outlook).