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With DocuWare Forms, you can create web-based forms. Use text fields, check boxes, drop-downs, calendar inputs, file uploads, and more to capture information.

Each web form is defined by a configuration that sets up the fields, indexing, storage location, and access rights.

Users can open the form via a link in any browser. After the fields are filled, the form is submitted and automatically saved as a PDF in the file cabinet.

Submitted forms are stored automatically and are immediately available to all authorized DocuWare users. They can add web forms to their lists (Task Manager license required) or task lists (Workflow Manager required).

In addition to that, you can include empty form fields in a workflow so they can be filled in later in the workflow tasks.

Prerequisites

To create forms with DocuWare, the following preliminary settings are required:

DocuWare Forms functional right: DocuWare users see the DocuWare Configurations > Forms area only if they have the Configure forms functional right. Assign it in the DocuWare Configurations > User management section.
For DocuWare on-premises only: DocuWare Forms requires a storage location to temporarily saving merge forms. As an administrator of a DocuWare on-premises installation you may set this storage location up in DocuWare Administration > DocuWare System > General > System Storage Path. The specified storage location can be located locally on the server computer or in the network. It must be accessible for all server components.
Assigning store dialog to users: When a DocuWare user submits a form, DocuWare automatically stores it in a file cabinet. Ensure the form’s store dialog is assigned to everyone who needs to fill it out. You can do this under File cabinets - DocuWare Configuration > File Cabinets > File Cabinet x > Dialogs.

Configurations overview page

The forms overview page lists every configuration you have created or access to with administrate rights. Configurations appear in order of their creation date.

As soon as a form is configured, DocuWare generates a link to the form that can be used call it up. A simple browser is sufficient for filling out a form.

The corresponding configuration must be activated here in the overview to open the form to be filled out.

Forms can be exported and imported to any DocuWare system running version 6.11 or later. The export package (.DWF) contains all fields, the layout, and any files used by a merge form. After import, the form opens in the forms designer for further editing.

A step-by-step wizard guides you through the entire configuration process. Click on the tabs below for more information about the configuration:

Designer

Submission

Output

Indexing

Permissions

In the first step, place the fields that will capture the data on the form. Ten input field types are available—text, date, dropdown, and more. You can also add a title, images, and other elements.

Read more details about the forms designer.

You can add an existing template to the form and fit the input fields into the merged form.

Here you also decide whether a message is shown to the user after submission and what it says.

Starting with DocuWare 7.12, this step also offers the Pre-fill option.

Lread more details about the submission

Select the file cabinet where the submitted forms are stored to and a store dialog. The store dialog provides the index fields of DocuWare, which are assigned to the input fields of the forms in the next step “Indexing”.

If you have chosen in the previous step Submission the option Merge form, you can also apply some formatting options for the PDF.

Read more about the ouput.

Map the index fields of the store dialog with input fields of the form. The data entered in the form field will be inserted in the DocuWare index field as value.

Read more details about Indexing.

Assign the Use and Manage permissions to DocuWare users and /or share the form publically.

Read more details about the forms permissions.

Configuring forms