To enable Intelligent Document Processing (IDP) for incoming emails in DocuWare, you need two configurations: one for IDP and one for email import.
IDP configuration: Created by your DocuWare contact, the IDP configuration connects your DocuWare system to the AI agents responsible for document classification and data extraction. The configuration contains the API keys and rules the AI needs to recognize document types and pull out the relevant index data.
Email-import configuration: This configuration defines how emails and their attachments are archived. In this step, you embed the previously supplied IDP configuration so that every attached PDF is automatically classified and indexed before it is stored.
The next sections provide a step-by-step guide to create both configurations.
Creating an IDP configuration
An IDP configuration is generally provided by your DocuWare contact. Here are the steps in detail:
Go to DocuWare Configuration > Capture > DocuWare IDP.
Enter the API key for access to natif.ai and click Connect.
You obtain the key in your natif.ai account. If in doubt, ask your DocuWare contact.After the access to IDP is provided, all document classifiers in your account will be available for selection. Select the IDP classifier for the document types you want to import and automatically index.
Click New Configuration.
Configure the automatic indexing of a document in these four tabs - With this, you have set up the extraction and indexing of the document type “invoice”:
Source
Decide for which document type the current configuration should apply. For each document type to be imported like for example invoice or delivery note, a separate configuration is required.
Upload an invoice – for example from Peters Engineering – as a sample into the configuration. This invoice serves as a template in the step Processing so that terms from the invoice can be mapped to the index fields of DocuWare.
Use for document class: If your classifier is able to distinguish two document types – for example invoice and delivery note – select one document type here, for example invoice. This configuration will always be used for indexing when an "invoice" is detected during classification.
IDP extractor: Select the extraction model for the invoice - this defines how the incoming documents are to be read exactly. Like the classification, the extraction model was also created in connection with the training of the AI.
Target
Select the DocuWare file cabinet in which the document should be stored as a PDF after processing with IDP. This file cabinet must match the storage target specified for the mail import configuration to ensure correct indexing.
Additionally, select the store dialog whose index fields will be available in the next step Processing for mapping with the index terms from the document.
Processing
In this dialog the preview of the sample document in the step Source is shown. On the left side you see all the extracted terms from the sample document. Map the extracted terms to the DocuWare index fields. This determines which contents from the document are transferred as index entries to the DocuWare fields.
Permissions
To embed the IDP configuration into a Connect to Mail configuration, you need user permission for the IDP configuration.
Embedding IDP in an email import configuration
After your DocuWare contact has provided the IDP configuration you select it in your Connect to Mail configuration:
Switch to DocuWare Configurations > Email General.
Open the configuration for the email import.
In the Automatic Document Processing section, select the previously created IDP configuration.
If you have created more than one IDP configuration and want it to be applied automatically based on the document type, select Auto Selection here (recommended).