DocuWare Configurations is the central interface for configuring DocuWare applications and features at the organization level. While Server Manager handles the underlying infrastructure, such as services, database connections, and storage locations, DocuWare Configurations covers everything that directly affects how users work with DocuWare, from file cabinets and workflows to indexing and integrations.
DocuWare Configurations is divided into the following sections and can be accessed from the main menu in the DocuWare Client by selecting Configurations:
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Which modules you see depends on your permissions. Organization administrators have access to all modules. Other users only see modules for which they have the required functional rights, which can be granted in the DocuWare Configurations > User management section. Personal settings such as document trays are available to all users.
General
Organization Settings
General settings for your DocuWare organization, including diagnostics, feedback, time, and language. In on-premises systems, you can also view available licenses for users and modules.
required role: Organization administrator
required functional right: none
available in on-premises: yes
Security
Manage organizational security settings such as password policies, single sign-on (SSO), and other authentication options.
required role: Organization administrator
required functional right: none
available in on-premises: yes
User Management
Create and manage users, roles, and profiles. Grant access rights to file cabinets and configurators.
required functional right: Manage users
available in on-premises: yes
User Provisioning
Manage user synchronization between identity providers and DocuWare.
required role: Organization administrator
required functional right: Manage users
available in on-premises: yes
Audit Reports
View all logged events for DocuWare, including document actions such as storing, index changes, display, print, email, and annotations, each with date, time, and user. All audit reports can be downloaded in CSV format.
required functional right: View audit reports
available in on-premises: yes
Mail Services
Connect DocuWare with IMAP or Exchange servers so that users in your organization can archive emails.
required role: Organization administrator
required functional right: none
available in on-premises: yes, also requires a Connect to Mail license
Text and Barcode Recognition
Configure how DocuWare recognizes text and barcodes on documents.
required functional right: Configure text and barcode recognition
available in on-premises: yes, also requires a Barcode+Forms license
Preconfigured Solutions
Import preconfigured solutions using a DWBUC file that contains configuration elements such as file cabinets, forms, deletion rules, email notifications, or workflows.
required role: Organization administrator
required functional right: none
available in on-premises: yes
Capture
Document Processing
Define how documents are imported and indexed with a scanner, when printing, or from watched folders. In a processing configuration, you set the target file cabinet, indexing settings, and details such as metadata files or electronic signatures. At least one processing configuration is required to store documents in a file cabinet.
required functional right: Configuring document processing
available in on-premises: yes, full scope also requires DocuWare Import and Barcode & Forms licenses
DocuWare IDP
Configure DocuWare IDP to index documents as they are stored, for example, through Connect to Mail.
required functional right: yes
available in on-premises: no
IDP Monitoring
Monitor the current state of your IDP jobs from the Scan or Import plugins.
required functional right: yes
available in on-premises: no
Forms
Create electronic forms to capture data in a structured way. Form data can be used as index terms in file cabinets for automatic processing.
required functional right: Configuring Forms
available in on-premises: yes, also requires a DocuWare Forms license
Outlook Email
Store emails from IMAP or Exchange accounts and index them automatically during import.
required functional right: Configuring Connect to Outlook
available in on-premises: yes, also requires a Connect to Outlook license
General Email
Store emails from IMAP or Exchange accounts and index them automatically during import.
required functional right: Configuring Connect to Mail
available in on-premises: yes, also requires a Connect to Mail license
Index
Indexing Assistance
Set up select lists and field masks. After creation, you can assign them to index fields in store or search dialogs within the file cabinet configuration.
required functional rights: Configuring field masks, Configuring select lists
available in on-premises: yes
Intelligent Indexing
Configure Intelligent Indexing to automatically extract and assign index data from documents.
required functional right: Configuring Intelligent Indexing
available in on-premises: yes, also requires an Intelligent Indexing license
Autoindex
Synchronize and complete index data by matching external data sources with documents in DocuWare file cabinets. External sources can be other file cabinets, databases, or files. A match code links records from the external source to documents.
required functional right: Configuring Autoindex
available in on-premises: yes, also requires an Autoindex license
Document Storage
File Cabinets
Set up and configure file cabinets, including fields, store and search dialogs, result lists, select lists, and folder structures.
required functional right: Configure file cabinets
available in on-premises: yes, full configuration scope also requires a Task Manager license
Document Relations
Define links between related documents. These links are available in the result list and in the viewer.
required functional right: Configure file cabinets
available in on-premises: yes
Deletion Policy
Define which documents should be removed from a file cabinet at specified intervals.
required functional right: Configuring deletion rules
available in on-premises: yes
Transfer
Transfer documents to another file cabinet at specified intervals.
required functional right: Configuring document transfer
available in on-premises: yes
Collaboration
Notifications
Set up email notifications that are sent automatically when documents are stored or index entries are modified.
required functional right: Configuring notifications
available in on-premises: yes, also requires a Task Manager license
Stamps
Create stamps that can be applied to documents in the viewer to mark them or modify index data.
required functional right: Configure stamp
available in on-premises: yes
Workflow Designer
Digitize the document-based processes of your organization. Set up workflows in which you assign tasks to employees and automate decisions and work steps.
required role in Workflow Designer: Designer and Controller, more information here.
required functional right: Configure workflows
available in on-premises: yes
Personal
Document Trays
Create document trays to edit, staple, or pre-index documents before storing them in a file cabinet.
required functional right: Configuring document trays
available in on-premises: yes
Integrations
Smart Connectmore information
Connect external applications to DocuWare. Transfer records from any program interface as index data to DocuWare, or search DocuWare directly from within other applications.
required functional right: Configuring Smart Connect
available in on-premises: yes, also requires a Smart Connect license
Web Services
Manage REST and SOAP web services for use in DocuWare modules such as workflows and file cabinet validations.
required functional right: Configuring web services
available in on-premises: yes
Webhooks
Register webhook URLs so DocuWare can notify third-party applications via POST requests when documents are stored or index entries change.
required role: Organization administrator
required functional right: none
available in on-premises: yes
Export Data
Configure the export of document index data as CSV files for use in third-party applications such as ERP and accounting systems.
required functional right: DocuWare Export
available in on-premises: yes, also requires a DocuWare Export license
FTP
Upload documents to document trays via FTP.
required role: Organization administrator
required functional right: none
available in on-premises: no
Power Automate API Keys
Create API Keys to connect DocuWare to Microsoft Power Automate.
required functional right: no
available in on-premises: no
App Registration
Registering your client app, whether it be a web or mobile application, establishes a secure connection between your app and DocuWare, serving as the trusted identity provider.
required role: Organization administrator
required functional right: no
available in on-premises: yes
Trusted Application Users
Manage special DocuWare users who can use DocuWare from external applications.
required role: Organization administrator
required functional right: no
available in on-premises: yes
E-Invoicing
Create a document processing configuration to store your e-invoices.
required functional right: Configure E-invoicing
available in on-premises: no