DocuWare Configuration contains 28 modules that you can use to configure DocuWare. This overview shows which permissions are required for a configuration module to be visible in DocuWare Configuration. The overview refers to DocuWare Cloud; if the on-premises installation differs from the settings, this is noted.
General
Organization Settings
Manage general settings for your DocuWare Organization. You can make general settings for diagnostics and feedback, as well as for time and language. Furthermore, you define security settings for login, passwords, single sign-on (SSO) and the restriction of file types.
required role: Organization administrator
required functional right: none
available in on-premises: yes
Product Overview
View your product subscription and storage volume and assign user licenses.
required role: Organization administrator
required functional right: none
available in on-premises: no
User Management
Create and manage users, roles, and profiles, and grant access rights to file cabinets and configurators.
required role: none
required functional right: Manage users
available in On-premises: yes
Audit Reports
View all logged events for DocuWare and obtain transparency of what is happening with your documents and data. Examples of events that are logged for a document at the individual levels, each with date, time and user, are: Store, index change with old and new value, display, print, send by email, annotate, etc. All audit reports can be downloaded in CSV format and used for evaluations in other applications.
required role: none
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
Customize the settings for how DocuWare recognizes text and barcodes on documents.
required role: none
required functional right: Configure text and barcode recognition
available in on-premises: yes, also requires a Barcode+Forms license
Preconfigured Solutions
Import preconfigured solutions with all necessary file cabinets, workflows, forms, etc. This is done using a DWBUC file that contains most of the 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 monitored folders. In a processing configuration, you set the target file cabinet for the documents, make settings for indexing, and define details such as adding a metadata file or electronic signature. To store documents in a file cabinet, you need at least one processing configuration. Without a processing configuration, you can only store documents in your inbox, but not in a file cabinet. In order to execute such a configuration, you need the appropriate DocuWare Desktop Apps.
required role: none
required functional right: Configuring document processing
available in on-premises: yes, (the full scope of configuration also requires DocuWare Import and Barcode & Forms licenses)
Forms
Record data in a structured manner in electronic forms and use them as index terms in the file cabinet, for example for automatic further processing.
required role: none
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 (see Mail services) and index them automatically during import.
required role: none
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 (see Mail services) and index them automatically during import.
required role: none
required functional right: Configuring Connect to Mail
available in on-premises: yes, also requires a Connect to Mail license
Indexing
Indexing Assistance
Set up select lists and field masks. After you have created a select list or a field mask you you can assign in the file cabinet area to a index field in a store or search dialog.
required role: none
required functional rights: Configuring field masks, configuring select lists
available in On-premises: yes
Intelligent Indexing
Set up Intelligent Indexing to automatically index your documents in order to minimize unnecessary filing work.
required role: none
required functional right: Configuring Intelligent Indexing
available in On-premises: yes, also requires an Intelligent Indexing license
Autoindex
This component is used to synchronize and complete index data. You automatically add external data as index data in DocuWare or pass index data from DocuWare to third-party applications. DocuWare can also use metadata and search words from an external data source to archive documents. Autoindex transfers this data and adds it to the file cabinet as index entries. The external data source can be a DocuWare file cabinet, a database (table, view or SQL command) or a file. Autoindex matches the external data with the documents in the DocuWare file cabinet so that related documents are displayed. A match code is used to match records from the file cabinet and the external data source.
required role: none
required functional right: Configuring Autoindex
available in On-premises: yes, also requires an Autoindex license
Document Storage
File Cabinets
Set up file cabinets: Basic file cabinet components such as the fields are predefined and can be assembled into store and search dialogs as well as lists or result lists according to the modular principle. In addition, you can define database fields, search dialogs, store dialogs, result lists, lists, select lists for fields and folder structures, among other things.
required role: none
required functional right: Configure file cabinets
available in On-premises: yes, also requires a Task Manager license for full configuration scope
Document Relations
Call up documents associated with a document. The links are available both in the result list and in the viewer.
required role: none
required functional right: Configure file cabinets
available in On-premises: yes
Deletion Policies
Define which documents should be removed from a file cabinet at specified intervals.
required role: none
required functional right: Configuring deletion rules
available in On-premises: yes
Transfer
Transfer documents to another file cabinet at specified intervals.
required role: none
required functional right: Configuring document transfer
available in On-premises: yes
Synchronization
Merge data from distributed DocuWare installations or keep two file cabinets at the same level by synchronizing them at set intervals. The documents are mirrored or synchronized from a source to a target file cabinet. It is particularly well suited for data synchronization of local organizations and cloud organizations. In this synchronization, all file cabinets involved are equivalent.
required role: none
required functional right: Configure file cabinet synchronization
ONLY available in On-premises
Collaboration
Notifications
Set up email notifications to be sent automatically when documents are stored or index entries are modified.
required role: none
required functional right: Configuring notifications
available in On-premises: yes, also requires a Task Manager license
Request
Export documents to a standalone digital file cabinet. This means that these documents can also be searched for and displayed without DocuWare. This is helpful, for example, when collaborating with external service providers.
required role: none
required functional right: Configure request
available in On-premises: yes
Stamps
Create stamps that can be applied to documents in the viewer to mark them or modify index data.
required role: none
required functional right: Configure stamp
available in On-premises: yes
Personal
Document Trays
Create document trays to edit documents, e.g. staple or pre-index them, before they are stored in a file cabinet.
required role: none
required functional right: Configuring document trays
available in On-premises: yes
Integrations
Smart Connect
Connect applications of any kind to DocuWare. Transfer records from any program interface as index data to DocuWare or search directly in DocuWare from within other applications.
required role: none
required functional right: Configuring Smart Connect
available in On-premises: yes, also requires a Smart Connect license
Web Services
Manage centrally all web services that you want to integrate into DocuWare. You can create web services of the types REST and SOAP. The stored web services are made available to you in selection lists in the module configurations that work with web services: for workflows, e.g. for connecting signature service providers, in the Workflow Designer (REST, SOAP) and for validations in the file cabinet configuration (REST).
required role: none
required functional right: Configuring web services
available in On-premises: yes
Webhooks
Register webhook URLs for DocuWare's communication with third-party applications. DocuWare sends the notification as a POST request to the URL that monitors the third-party application and thus receives the message. This feature can be used, for example, to notify other business applications when documents are re-filed in a file cabinet or associated index entries are changed. For certain applications, templates are available for user selection.
required role: Organization administrator
required functional right: none
available in On-premises: yes
Data export
Configure the export of document index data to enable data transfer to third-party applications. This is particularly useful if DocuWare is integrated with ERP and accounting systems and the index data of the invoices is to be imported into these systems. The export takes place as a CSV file.
required role: none
required functional right: DocuWare Export
available in On-premises: yes, also requires a DocuWare Export license
FTP
Upload documents to your document trays via FTP.
required role: Organization administrator
required functional right: none
available in On-premises: no