Connector for Power Automate platform


The DocuWare iPaaS connector provides a set of important DocuWare functions. On Power Automate, features like store to file cabinet or to inbox, stamps, searching etc. can be put together in various scenarios.

For example, an external application such as Microsoft One Drive is used to store files from another program. These files are to be automatically stored in DocuWare. The corresponding scenario regularly checks whether new files have been added and automatically imports them into a file cabinet and provides them with index data.

Prerequisites

To use integrations via Power Automate, you need access to a DocuWare Cloud organization.

You need a premium license for Microsoft Power Automate, the DocuWare connector on the platform is available for free. On the DocuWare side, no special additional license is required, just a DocuWare client license to log in to DocuWare.

Transactions are billed directly via Power Automate. Different license models are available.

Make sure that the user who generates the API key has the appropriate rights in DocuWare. The required permissions may vary depending on the process to be carried out in Power Automate.

Connect DocuWare and Power Automate

To connect DocuWare and Power Automate create an API key and use this key in Power Automate to create a connection to DocuWare.

This connection will then be available in the DocuWare Power Automate connector.

Create an API key in DocuWare

  1. Log into your DocuWare account that you want to use with Power Automate.

  2. In DocuWare Web Client, head to the main menu and select Configurations.

  3. In DocuWare Configurations, go to Integrations section and click on Power Automate API Keys.

  4. If you do not see the Power Automate API Keys icon, the DocuWare user you are actually working with, does not have sufficient permissions. In this case, contact your DocuWare administrator.

  5. Click Create API Key.

  6. Fill in Name and - optionally - Description.

  7. Click Create.

The creation of the key may take a short time.

Be sure to save your API key. If you lose this key, you will need to create another one.

Add DocuWare API key in Power Automate

  1. Log in to Power Automate.

  2. Create a new flow or open up an existing flow.

  3. Add an activity from the DocuWare Power Automate connector to your flow.

  4. Click + New Step.

  5. When prompted to Choose an operation, select All from the category selection, and then type “DocuWare” in the search field.

  6. Select the DocuWare connector and then choose an action from the list.

  7. When the selected action is added to the flow, you will be prompted to create a new connection.

  8. Enter a connection name and the API key that you received from DocuWare (see above)

  9. Click Create.

All activities that are added in the DocuWare connector will now use this connection.

Create additional connections by clicking on the "..." in the top right corner of an activity, and then clicking + Add new connection at the bottom of the menu that pops up.

DocuWare actions on Power Automate

Store to DocuWare

Import to document tray

Fields

Description

*Document tray

The drop down lists all available document trays from the associated connection. Alternatively, enter the GUID of the target document tray.

Store dialog

Specify a store dialog to pre-index the document. A drop down lists all available store dialogs from the associated connection. Alternatively, enter the GUID of the target store dialogs.

If this value is left blank, the default store dialog for the file cabinet associated with the selected store dialogs will be used.

Index data

Specify index data for the uploaded document. This is used with the selected store dialog. The index fields must be in JSON format.

  • All index fields except Date/DateTime, Keywords and Table are formatted as “DBFieldName“:”Value”

    Example: {"COMPANY": "Company Name"}

  • Date/DateTime fields contain a value as a string in ISO 8601 time format.

    Example: {“DATETIME“: “2023-04-05T00:00:00.000Z“}

  • Keywords are represented through an array.

    Example: {“INVOICES“: [“Value1“, ”Value2”]}

  • Tables are nested in an array.

    Example: {“LINE_ITEMS“: [[“Row 1 Column1“,”Row1 Column2”], [“Row2 Column1“,”Row2 Column2”]]}

  • Table fields with Date/DateTime also use the ISO 8601(W ISO 8601) time format.

    Example: {“NAME“: ”Test Name”, ”DATETIME”:”2023-04-05T00:00:00.000Z”, ”TABLE”:[[“Row1 Column1 Value“, ”Row1 Column2 Value”]]}

If any of the provided index fields are not available in the specified store dialog, they will be ignored.

File Contents

The contents of the file that you wish to upload.

Note that if this value is provided, you must also provide the file name (as referenced below).

File Contents (file name)

The name of the file that you wish to upload. This is the name of the file as DocuWare sees it and can be different than the name of the original file.

Store to file cabinet

Fields marked with an asterisk * are required.

Fields

Description

*File cabinet

A drop down lists all available file cabinets from the associated connection. Alternatively, enter the GUID of the target file cabinet.

Store dialog

Specify a store dialog to pre-index the document. A drop down lists all available store dialogs from the associated connection. Alternatively, enter the GUID of the target store dialogs. If this value is left blank, the default store dialog for the file cabinet associated with the selected store dialogs will be used.

Index data

Specify index data for the uploaded document. This is used with the selected store dialog. The index fields must be in JSON format.

  • All index fields except Date/DateTime, Keywords and Table are formatted as “DBFieldName“:”Value”

    Example: {"COMPANY": "Company Name"}

  • Date/DateTime fields contain a value as a string in ISO 8601(W ISO 8601) time format.

    Example: {“DATETIME“: “2023-04-05T00:00:00.000Z“}

  • Keywords are represented through an array.

    Example: {“INVOICES“: [“Value1“, ”Value2”]}

  • Tables are nested in an array.

    Example:

    {“LINE_ITEMS“: [[“Row 1 Column1“,”Row1 Column2”], [“Row2 Column1“,”Row2 Column2”]]}

  • Table fields with Date/DateTime also use the ISO 8601(W ISO 8601) time format.

    Example:

    {“NAME“: ”Test Name”, ”DATETIME”:”2023-04-05T00:00:00.000Z”, ”TABLE”:[[“Row1 Column1 Value“, ”Row1 Column2 Value”]]}

If any of the provided index fields are not available in the specified store dialog, they will be ignored.

File contents

The contents of the file that you wish to upload.

Note that if this value is provided, you must also provide the file name (as referenced below).

File contents (file name)

The name of the file that you wish to upload. This is the name of the file as DocuWare sees it and can be different than the name of the original file.

Get from DocuWare

Download a document

Fields marked with an asterisk * are required.

Fields

Description

* File cabinet/document tray

Select the file cabinet or document tray that contains the document you wish to download. A drop down list will be populated with all available file cabinets and document trays from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

* Document ID

Provide the ID of the document that you wish to download.

* File number

Specify the file number of the file you want to download.

* Document format

This indicates the format that the document should be downloaded in. Options:

  • Original - If the document is one file, it is downloaded in the original format. If the document contains multiple files/sections, it is downloaded as a compressed (.zip) file containing all files in their original format.

  • PDF with annotations - The document is converted to PDF format and downloaded with all annotations.

  • PDF without annotations - The document is converted to PDF format and downloaded without any annotations.

Download a file

Fields marked with an asterisk * are required.

Fields

Description

* File cabinet/document tray

Select the file cabinet or document tray that contains the document you wish to download. A drop down list will be populated with all available file cabinets and document trays from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

* Document ID

Provide the ID of the document that you wish to download.

* Document format

This indicates the format that the document should be downloaded in. Options:

  • Original - If the document is one file, it is downloaded in the original format. If the document contains multiple files/sections, it is downloaded as a compressed (.zip) file containing all files in their original format.

  • PDF with annotations - The document is converted to PDF format and downloaded with all annotations.

  • PDF without annotations - The document is converted to PDF format and downloaded without any annotations.

Get document information

Fields marked with an asterisk * are required.

Fields

Description

* File cabinet/document tray

Select the file cabinet or document tray that contains the document you wish to download. A drop down list will be populated with all available file cabinets and document trays from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

* Document ID

Provide the ID of the document that you wish to download.

Get dialog fields

Fields marked with an asterisk * are required.

Fields

Description

*File cabinet

Select a file cabinet to upload a document. A drop down lists all available file cabinets from the associated connection. Alternatively, enter the GUID of the target file cabinet.

*Dialog

Select the dialog that you want to retrieve the fields for. A drop down lists all available dialogs from the associated connection. Alternatively, enter the GUID of the target store dialogs. If this value is left blank, the default store dialog for the file cabinet associated with the selected store dialogs will be used.

Get dialogs

Fields marked with an asterisk * are required.

Fields

Description

* File cabinet/document tray

Select the file cabinet or document tray that contains the document you wish to download. A drop down list will be populated with all available file cabinets and document trays from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

Dialog type

If left blank or set to All, this will return all dialogs. If filled in with one of the following values (case insensitive), this will return the dialogs of that type. Options are Store, Result, Index, List, Folders

Get file cabinet fields

Fields marked with an asterisk * are required.

Fields

Description

* File cabinet

Select a file cabinet to upload a document. A drop down lists all available file cabinets from the associated connection. Alternatively, enter the GUID of the target file cabinet.

Field Type

Select the type of fields to return. Options are User and System. If this is left empty, then both User and System fields will be returned.

Get file cabinets and document trays

Fields marked with an asterisk * are required.

Fields

Description

Field type

If left blank or set to All, this will return all file cabinets and document trays. If filled in with one of the following values (case insensitive), this will return file cabinets or document trays. Options:

  • FileCabinet

  • DocumentTray

Get organization: This action does not need any input and returns only the organization name as output. This is mainly useful as a test action.

Get stamp fields

Fields marked with an asterisk * are required.

Fields

Description

* File cabinet/document tray

Select the file cabinet or document tray that you want to retrieve the associated stamps from. A drop down list will be populated with all available file cabinets and document trays from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

*Stamp

Select a stamp to retrieve the associated fields.

A drop down list will be populated with all available stamps associated with the selected file cabinet or document tray. Alternatively, enter the GUID of the stamp for which you want to retrieve the associated fields.

Get stamp

Fields marked with an asterisk * are required.

Fields

Description

* File cabinet/document tray

Select the file cabinet or document tray that you want to retrieve the associated stamps from. A drop down list will be populated with all available file cabinets and document trays from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

Search for documents

Fields marked with an asterisk * are required.

Fields

Description

* File cabinet

Select a file cabinet that contains the documents you wish to search for. A drop down list will be populated with all available file cabinets from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

* Search dialog

This is the search dialog you want to use for searching the selected file cabinet. It will be populated with a list of all search dialogs associated with the selected file cabinet. Alternatively, enter the GUID of the specified search dialog.

* Search query

A search query is provided in JSON format.

  • Basic example (using single value fields): {"DBNAME":["Value"]}

    DBNAME - The index field name. This should be capitalized as shown in the example above.

    Value - The value for the specified index field. Note that the ‘Value’ also supports operators such as *, OR, and NOT.

  • Using ranged fields(from/to): {"DBNAME":["Value from","Value to"]}

    DBNAME - The index field name. This should be capitalized as shown in the example above.

    Value from - The starting value/range.

    Value to - The ending value/range.

  • Using keyword fields: {"DBNAME":["\"Value1\" AND/OR “Value2”]}

    DBNAME - The index field name. This should be capitalized as shown in the example above.

    Value1 - The first value to search the specified keyword field for.

    Value2 - The second value to search the specified keyword field for.

A keyword search can contain anywhere from one to many values, with each one separated by an AND/OR modifier.

Note that all searches use AND when evaluating all of the specified index fields.

To search using full text, use the field name ‘DocuWareFulltext’.

Altering documents

Append a file

Fields marked with an asterisk * are required.

Fields

Description

* File cabinet/document tray

Select the file cabinet or document tray that contains the document you wish to append to. A drop down list will be populated with all available file cabinets and document trays from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

* Document ID

Provide the ID of the document that you wish to download.

File contents

The contents of the file that you wish to append. Note that if this value is provided, you must also provide the file name (as referenced below).

File contents (file name)

The name of the file that you wish to upload. This is the name of the file as DocuWare sees it and can be different than the name of the original file.

Delete a document

Fields marked with an asterisk * are required.

Fields

Description

*File cabinet/document tray

Select the file cabinet or document tray that contains the document you wish to delete. A drop down list will be populated with all available file cabinets and document trays from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

*Document ID

Provide the ID of the document that you wish to download.

Delete a file

Fields marked with an asterisk * are required.

Fields

Description

*File cabinet/document tray

Select the file cabinet or document tray that contains the file you wish to delete. A drop down list will be populated with all available file cabinets and document trays from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

*Document ID

Provide the ID of the document that you wish to download.

*File number

Provide the number of the file/section that you wish to delete from the selected document.

Place a stamp

Fields marked with an asterisk * are required.

Fields

Description

*File cabinet/document tray

Select the file cabinet or document tray that contains the document you wish to place a stamp on.. A drop down list will be populated with all available file cabinets and document trays from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

*Document ID

Provide the ID of the document that you wish to stamp.

*File number

Provide the number of the file/section where the stamp is to be placed.

*Page Number

Provide the page number in the selected file/section where the stamp is to be placed.

*Stamp

Select the stamp to be used. A drop down list will be populated with all available stamps associated with the selected File Cabinet or Document Tray. Alternatively, enter the GUID of the specified stamp.

*Layer

Provider the layer on the specified page to place the stamp on (1-5). The default is layer 1.

Horizontal position (X position)

Provide the position from the left edge of the page in mm. If left blank, automatic positioning is used.

Vertical position (Y position)

Provide the position from the upper edge of the page in mm. If left blank, automatic positioning is used.

Password

Provide the stamp password (if required).

Fields (name and value)

Provide the stamp field information. If the stamp contains fields, they will be displayed in the drop down for field name. The values can be set for each field with the field value.

Replace a file

Fields marked with an asterisk * are required.

Fields

Description

* File cabinet/document tray

Select the file cabinet or document tray that contains the document you wish to replace a file/section in. A drop down list will be populated with all available file cabinets and document trays from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

*

Document ID

Provide the ID of the document that you wish to replace a file in.

* File number

This represents the file/section that you want replaced within the specified document.

* File contents

The contents of the file that you wish to use as a replacement. Note that if this value is provided, you must also provide the file name (as referenced below).

* File contents (file name)

The name of the file that you wish to upload. This is the name of the file as DocuWare sees it and can be different than the name of the original file.

Transfer documents

Fields marked with an asterisk * are required.

Fields

Description

* Destination file cabinet/document tray

Select the file cabinet or document tray that you wish to transfer a document to.

A drop down list will be populated with all available file cabinets and document trays from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

* Source file cabinet/document tray

Select the file cabinet or document tray that you wish to transfer a document from.

A drop down list will be populated with all available file cabinets and document trays from the associated connection. Alternatively, enter the GUID of the target file cabinet or document tray.

Store dialog

This is an optional selection that allows you to choose the store dialog to be used for indexing the documents being transferred. The store dialog selection is only used when transferring documents under the following scenarios:

File cabinet → file cabinet

Document tray → file cabinet

A drop down will be populated with a list of all store dialogs associated with the selected destination file cabinet or document tray. Alternatively, enter the GUID of the specified store dialog.

*Documents (indicated by Doc ID-)

Specify the documents to be transferred along with the the (optional) index data to associate with them. Specify at least one document. Adding index information is optional.

Keep source

Choose whether you want the source document(s) to be deleted after completing the transfer.

Fill with Intelligent Indexing

This option allows you to choose whether intelligent indexing should be used (if configured) for the documents that are being transferred.

Update index fields

Fields marked with an asterisk * are required.

Fields

Description

File cabinet

Select the file cabinet that contains the document you wish to update the index entries for.

A drop down list will be populated with all available file cabinets from the associated connection. Alternatively, enter the GUID of the target file cabinet.

* Document ID

ID of the document that you wish to update the index entries for.

Document Fields

A drop down list will be populated with all available fields from the associated file cabinet. The field value will need to be set for each field specified.

Date/DateTime fields contain a value as a string in ISO 860 time format.

Example: 2023-04-05T00:00:00.000Z

Keywords are represented through an array.

Example: [“Value1“, ”Value2”]

Tables are nested in an array.

Example: [[“Row 1 Column1“,”Row1 Column2”], [“Row2 Column1“,”Row2 Column2”]].

Table fields with Date/DateTime use the same ISO 8601 time format.