Administrators can now set default meta data per folder

Administrators can now predefine a folder’s meta data. Normally, every time a user uploads a file to Chapoo, he fills in pre-structured information – meta data – about the document. He selects for example the document type, discipline and floor. Once the user has filled in the form and uploaded the file, a record of the form will be saved and attached to the document.

Now this process can be automated by the administrator by creating a new folder with the meta data already included. So, each time a file is uploaded the right meta data is automatically attached.

How to do this?

First, go to the Administration app. Then, click on Structure. Next, you can add an existing form to the chosen folder. You should have already created the form in the forms app. As a result, users can now upload files to the folder and the meta data is added automatically to the file.

The benefits of adding Meta data

1. Advanced search

Use the advanced search of the filled in forms to find a document. For example: Search for Plan (Document type), Electrical (Discipline) of the third floor. This really comes in handy if you don’t know exactly where the plan is stored on Chapoo.

2. Search through the records

You can search through the records of the filled in form in the Form Viewer.

3. Automatically generate a name

Optionally generate a name for the document based on the filled in form.

Set acces rights for administrators

A Chapoo administrator can now set access rights for each individual administrator in the Admin access (part of the administrator app). This way an administrator can limit the rights of one or more administrators.

Let’s say you want someone to be in charge of adding new users, but you don’t want that the person can change the structure, access rights , empty the recycle bin, … Then this new feature will come in handy.

The project owner will always have control over the Admin access feature. He/she will be in charge and is able to give other administrators the rights to the Admin access.

admin-access

Share your Chapoo Calendar

Chapoo has added a new feature to the Calendar app. From now on you can share a calendar with colleagues so they can follow the project schedule outside Chapoo. All they need to do is import the calendar into their personal one like Google or Outlook.

A calendar can be shared and imported in a few simple steps:

  1. Choose “Share” in the action dropdown menu by clicking the down arrow icon.
  2. Enable Public sharing
  3. Copy the link to share it
  4. Import the link in a personal calendar

Tip for administrators: Don’t forget to enable the share rights in the “Folder access” menu in the Administration panel.

share-calendar-1

google-calendar

New features and improvements

New Form editor and viewer*
Simple drag-and-drop wizards help you to define forms in the new form editor. The new form choices field allows you to reuse existing data in a dropdown.

New Form editor _ Meta dataForm as a database

* only for Enterprise customers

Import Project*

More options are available when importing a project.New Import project

* only for Enterprise customers

Consult meta data in a Document Folder
Select Metadata as a column in your document folder.Meta data as a column

Easily consult task history
Easily consult the comments of an other participant in the task history of a workflow-task.New Task History

Consult your folder acces
Get more information about your access rights in the Folder info.Folder Access Rights

Edit the subject of a Notification 
Edit Send notification subject

 

 

Synchronize folders with Chapoo Transfer

 Advantages of using synchronizations:

  • Settings saved in memory, no need to drag and drop every time.
    Just click once.
  • Faster than normal transfers, only changes are transferred.
  • No overrides, no data is ever lost.
  • Guarantee that everything at the source will also be available at the destination

Chapoo Transfer synchronizations can be set up by dragging and dropping folders from left to right and vice versa. This will open the default up- and download dialogs as usual. These dialogs now contain a new option “Save this transfer as synch”.

quick_guide_synch2

For the download dialog you can also select “Include list of documents” to also download an xls containing all documents with their metadata. And for the upload dialog you can input a default description and document status.

quick_guide_synch1

Download now, it’s free!