General information about the FilesApp features

The connections to the storage systems are integrated in FilesApp on an API basis. Not all storage system vendors offer the same or full range of functions as implemented in FilesApp.

Technical limitations of a storage system provider, which may affect the range of functions in the use of FilesApp, are specified in the description of the storage system.

Currently, the connections in all FilesApp product variants include the following functional scopes depending on the user rights of the user on the respective storage system:

• Use of clients for all available operating systems
• Integration of all private storage systems that are mapped in FilesApp
• Reading files and directories
• Changing files and directories
• Copying files and directories
• Moving files and directories
• Taking advantage of the ease of uploading files
• Use of Smart Upload
• Use of chat to files
• Insight into the file history
• Search in directories
• Global search for files
• Using Search Views
• Sharing files and directories
• Collaborative work on files

In addition, with the FilesApp Private+ product variant:

Recognition of document types and tag contents by AI

In addition, with the FilesApp Business Basic product variant:

Integration of the booked business connections

In addition, with the FilesApp Business Professional product variant:

• API usage options for connecting other systems (e.g. ERP systems, CRM, etc.)
• Use your own workflows with Microsoft Power Automate

Smart Upload

Start a Smart Upload

If a file is transferred to the FilesApp via Smart Upload, it starts with an extended range of functions. Document types can be selected. If AI (artificial intelligence) is active or available, document types are suggested and trained tag content is automatically filled. The file can then be uploaded to the directory defined in the document type under the defined file name.

Execution of the Smart Upload:

By selecting “Smart Upload” in the upper left area in the desktop app, in the web client or on the tablet.

By drag & drop in the desktop app.

Or by selecting it in the smartphone app.

A document scan function is also available in the smartphone app.

Smart Upload process

After starting the Smart Upload, as described in the previous point, FilesApp first displays the storage systems that have been set up.

After selecting the storage system, FilesApp suggests the document library.

It is possible to manually select a document type or continue the process without Smart Upload.

If you select a document library, the AI document type recognition starts.

The AI suggests possible document types, depending on the level of training of the AI, the suggestions are made. After selecting the appropriate document type, the AI reads the tag content from the document and fills the tags with the content to be transferred.

The user only has to carry out a plausibility check of the tag contents and correct it if necessary. The AI learns with every process and the recognition rate increases with each Smart Upload of the document type.

By clicking on “Upload”, the file is uploaded to the storage system defined in the document type.

Chat

For each file, the chat function is available in the FilesApp, so that the participants do not have to exchange information via another application, such as an e-mail program.

Desired users can be addressed directly via the @ sign.

These users receive a mail notification including a link directly to the file in FilesApp in order to be able to enter the chat directly.

In addition, new messages are displayed in FilesApp, the counter at the bell icon on the desktop shows the number of new messages.

History

For every file that is managed via FilesApp, a comprehensive and audit-proof history is available.

The following actions around the FilesApp are documented in the history:

• Creation of the file
• Copy or move a file
• Changes to tag content
• Renaming files

Sharing files and directories

Depending on the range of functions offered by the connected storage system, files and directories can be shared via the share function in FilesApp.

The authorizations and options depend on the respective storage system. Any restrictions are noted in the storage system descriptions.

Collaborative work on files

As usual with cloud applications, Office files, such as Word, Excel or PowerPoint, can also be edited by several users at the same time via FilesApp, as long as this is supported by the storage system provider, which is documented in the respective connections.

Selecting the Open button directly starts the program connected to the operating system. By selecting the down arrow at “Open”, online editing is also offered. The joint editing of files is given with all possibilities, there may be restrictions on the connections, this is noted in the description of the connections.