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.
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.
The communication history helps users to keep an overview of the communication about a certain document.
It shows all communication (notes, annotations, notifications, workflow comments,… ) about the document in a comprehensive timeline.
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.
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:
- Choose “Share” in the action dropdown menu by clicking the down arrow icon.
- Enable Public sharing
- Copy the link to share it
- 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.
The document viewer has been rewritten completely. Open a document in one of your projects and try it yourself!
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.
* only for Enterprise customers
More options are available when importing a project.
* only for Enterprise customers
Consult meta data in a Document Folder
Select Metadata as a column in your document folder.
Easily consult task history
Easily consult the comments of an other participant in the task history of a workflow-task.
Consult your folder acces
Get more information about your access rights in the Folder info.
Edit the subject of a Notification
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”.
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.
Download now, it’s free!