Allow for data exchange with third-party applications by exporting index data from DocuWare in the preferred format of the third-party application. This is particularly useful for integrating DocuWare with ERP and accounting systems. For example, export the index data of invoices to import this data into your accounting system. Any accounting and ERP system capable of accepting a CSV file as input can utilize the data export.
DocuWare covers the entire range of possible conventions that leading accounting systems provide for the structure of data to be imported. In most cases, you only need to specify some of all the possible settings.
Exports are started using the DocuWare Export app that is installed with DocuWare Desktop Apps. This app is opened via the Windows program selection, because the app is independent of the DocuWare Desktop Apps' own interface.
An export is always based on a configuration. You create this yourself, if you have been assigned the Configure export function profile, or your organization administrator can create it in the Integrations > Data export area of DocuWare Configuration. To be able to run an export, at least one corresponding configuration must be assigned to you.
Note:
DocuWare offers two options for exporting data to your own file system.
docXporter exports documents and index data. The index files can be freely configured using templates - for example, in the preferred format of a third-party application. DocXporter requires an additional license.
The DocuWare Export desktop app only exports index data in CSV format. The module is included in the functional scope of DocuWare Cloud.
Running a data export
Export immediately
Open the DocuWare Export App and select an export configuration and the folder where you want to save the output. Click the button for immediate export.
Export on a schedule
Open the DocuWare Export app in administrator mode. Click the link to open Windows Task Manager and schedule the export.
Configuring and testing an export
Format
Choose between an export in the form of a fixed result list and an export with user-defined content. Also set the separator for the CSV export.
Rules
Use index values to specify the documents whose index data you want to export. Here is an example of a condition filter pair:
AND | Document type | Equals | Invoice |
Status | Equals | Ready for export |
File name
For the file name, you can combine fixed values, predefined entries, and index fields.
Encoding settings
Character encoding is done according to the export encoding in your organization settings. You only need to make the appropriate settings here if you need encoding for a different locale.
Custom content
Edit here all specifications for including file and document headers, table fields, and document footers in the export file. The result is displayed in the layout preview of the data sheet on the right.
Include, split, and transform data
Enable the inclusion of the desired data content and add one or more lines to each item of content. To split or transform content, hover the mouse over an entry line to see the functions:
Split content: You can split the index field data into columns. For example, if you are using select lists that contain a cost center number and an associated name, such as "40000 - Sales," but you only want to export the number, because this is used in your financial accounting solution. Or if a field contains project numbers and names and you want to export both separately, such as "2022-01 - Upside-down roller coaster."
In the Separate content dialog, entries that have already been processed are available in a select list. After entering the separator, the columns resulting from the sample and the separator are automatically added to the dialog. The settings for Resulting columns are shown as soon as you have defined at least one separator character and click into another area of the dialog.Transform content: You can convert data, for example, if you want to replace abbreviations with full names. Or if the month name is in a field, but you want to export the corresponding number, so "01" instead of "January."
Content
File header: The CSV file header exists once for each exported CSV file.
Document record (header): The CSV document header exists once for each exported document.
Table field: You can export data from table fields that are used for line items in invoices, for example.
Document footer: Some CSV formats require a document or record footer that typically contains some summary information from the document.
Assign data
To avoid a second export of the same data, index data can be modified automatically after the export, for example the value in a status field.
Export preview
The Export Preview button allows you to run an export without executing the Assign Data step (in which you can change its status to avoid a second export). This way you can test the export as often as necessary.