Exporting Documents to a Standalone File Cabinet
A standalone Request file cabinet is based on a configuration in which the selection of documents, the format, the search options, and the export schedule are stored.
Start exporting documents directly from a list in the DocuWare Client. You search for the required documents or select a Task Manager task list. With the command "Export as Request," all documents in this list are transferred to the standalone file cabinet. The columns of the list with the index entries are also transferred and used for searching and displaying the documents in the standalone file cabinet.
Alternatively, you can start the export directly via the "Request" module in DocuWare Configuration. Here you specify the source file cabinet, filter the documents for export, and choose a list with the columns for displaying and searching in the standalone file cabinet.
Only documents for which the user executing the job has permission are exported. If no filter is used for document selection, all documents in the file cabinet are exported. Table fields are not available for filtering. Table fields are also exported, but are not displayed in the Request client.
Version management and workflow history
If the file cabinet supports version management, you can select whether the document versions should also be transferred to the Request. If the file cabinet does not support the Version management function, this area remains grayed out.
If a document is part of a workflow, the workflow history of the current workflow is also transferred to the Request file cabinet. You open the workflow history in the Request browser using the clock icon next to the document. The workflow history table contains the following entries: Step, Activity, Decision, Date, Time, User, and Document version.
Document format
By default, the documents are exported in their Original format. Documents can be opened from the standalone file cabinet in the original program, provided that this is installed on the user's machine. Documents converted to PDF cannot be re-imported.
If a Request file cabinet is to be imported into a DocuWare system, please select "Original format."
The option Convert to PDF lets you choose whether or not to include existing annotations in the conversion. The annotations can be further edited after a re-import.
In case no PDF reader is installed on the user's machine, DocuWare Request is supplied with a PDF reader.
Documents in a Request file cabinet are read-only. If you edit a document, you must save it outside of DocuWare Request.
Allow electronic signing after download
By default, the name of the zip file of a request file cabinet is automatically changed for the download. However, in order to be electronically signed, the exported file cabinet must be intact in every respect. This option prevents renaming.
Search in standalone file cabinet
You can use the full-text search for the standalone file cabinet if the full-text search is activated for the source file cabinet.
The full-text search searches not only the entries in the index fields, but also the contents of the documents. If you have selected a file cabinet that does not support full-text search, this area is grayed out. In the Request file cabinet, you only search using the index fields that you defined in the results/task list.
Scheduling
You start a job to export the documents to a standalone file cabinet based on the configuration settings. You can execute the job once or regularly at a specific time.
Passing on a standalone file cabinet
The exported Request file cabinet can be loaded as a zip file from the overview page of the Request module in DocuWare Configuration.
Details and more information on the individual options can be found in the user interface of the DocuWare Request module.
Re-importing Documents from a standalone file cabinet into DocuWare
For the re-import, the Request file cabinet must be located in the storage location specified in the import configuration. The storage locations for import and export do not have to be the same.
All documents are imported even if the same documents are already in the file cabinet. The following restrictions apply to the import:
Documents are not imported if index fields have restrictions such as "Not empty," "Unique," or "Fixed value" and the index data of the documents to be imported do not comply with this restriction. For example: A field is specified as "not empty," but the field is empty in the document to be imported. Details are recorded in the log. If in doubt, ask your DocuWare administrator.
Only contents of those fields that are also available in the target file cabinet are transferred.
A workflow history from the Request file cabinet is not restored.
Document versions are imported back as individual documents. If a document has two versions, there are three individual documents in the file cabinet after the re-import.
Documents converted into PDF cannot be imported. Documents can only be imported in their original format.
For table fields to be imported back, the names of the field and the columns as well as the type of columns must be identical in the source and target.
For the user to be able to import the documents, they must also have the "File cabinet owner" right for the target file cabinet.
Only Request file cabinets created with DocuWare 6.12 or later can be imported.