The Profile & Settings section in the DocuWare Web Client is each user's personal control center. Here you update account details, adjust interface preferences, and manage security options such as two-step verification or credentials used by automated jobs. All changes apply only to your own account and take effect immediately across the Web Client.
Access the tabs to edit your profile, security settings and others:
.png)
Profile
Personal data: Edit your name, email or salutation.
Out of office: Set yourself as out of office, so that your workflow tasks will be forwarded to another user. Read more about substitution rules.
General
Region: Switch the DocuWare interface language. Note, that the Help links for English, German, French, Spanish and Japanese inside DocuWare open in the browser's language, not the DocuWare interface language.
Security
Change password
You will need your old DocuWare password to create a new one. Read more about the DocuWare password policy.
Two-step verification
Two-step-verification requires two independent proofs of identity for the login to DocuWare:
You enter your usual DocuWare username and password.
You confirm the login with a six-digit verification code generated by your authenticator app.
With two-step verification, DocuWare allows access only after both factors are confirmed, minimizing the chance of unauthorized logins even if a password is compromised.
Your options for two-step verification
Your DocuWare administrator can select one of the following configurations in the security settings of your DocuWare organization. Depending on the settings, your options in the Security tab are different.
Two-step verification is not enabled for this organization. In this case, the Security tab does not show the word Two-step verification and you cannot activate it.
Two-step verification is enabled for this organization. In this case, the Security tab gives you the option to activate and deactivate the functionality for your account.
With DocuWare 7.14: Two-step verification is enforced for this organization, but your account is excluded from the policy. In this case, the Security tab gives you the option to activate and deactivate the functionality.
With DocuWare 7.14: Two-step verification is enforced for your account. In this case, you had to configure two-step verification before you could login to DocuWare, see the login and authentication article for help. The Security tab gives you the option to reconfigure two-step verification in case you want to change your phone or authenticator app.
How to activate two-step verification for your account
You need a time-based one time password (TOTP) compatible authenticator app on your mobile phone to use two-factor verification.
To configure the authenticator app, follow these steps:
Download the authenticator app. If in doubt, contact your IT department for recommendations.
Go to DocuWare Client > Profile & Settings > Security.
Click the Activate link to open a new browser window, displaying a QR code.
.png)
Take your mobile phone and open the authenticator app.
Scan the QR code in the browser window of your DocuWare Profile. Your authenticator app will automatically create a new app entry for DocuWare.
The authenticator app generates now a new six-digit one-time password every 30 seconds. If a new password is already visible, you can still use the previous one. It remains valid for a short overlap period.
Switch back to DocuWare, enter the first six-digit password in the browser window and click Verify.
.png)
The window displays a success message and you are automatically logged off.
At your next login, DocuWare will prompt you for your username and password. Once those credentials are verified, a second screen appears requesting the six-digit one-time code generated by your authenticator app.
What to do if your phone is lost
If the mobile phone of a DocuWare user is lost, it is not possible to login into DocuWare. In this case contact your DocuWare administrator. Depending on the organization wide security settings, the administrator can
deactivate the two-step verification in DocuWare Configurations > User management, so that the user can login to DocuWare the username and password
orre-initiate the two-step verification in DocuWare Configurations > User management, so that the user can activate two-step-verification with another mobile phone.
Configurations using your account
Automated jobs - such as workflows and notifications - are executed with a specific DocuWare user account and inherit that user's permissions. The list here shows all jobs configured to run with your current credentials. If you revoke the credentials here, the job stops immediately. In this case you cannot reactivate it from Profile & Settings. Go to the respective module in DocuWare Configurations to restart the job.
Applications using your account
DocuWare applications need a user account to login. When a user starts one of these applications for the first time, DocuWare prompts the user to enter credentials. For security reasons, the following applications will prompt the user for the credentials again if they are not used for 31 days:
Desktop Apps (including DocuWare Printer, Import, Scanner, SmartConnect, Edit&Send, Connect to Outlook, Windows Explorer Client, Workflow Designer)
Export
User synchronization
Local Data Connector
Make Connector
Power Automate Connector
Mobile Applications
In addition, Connect to Outlook, Windows Explorer Client and Workflow Designer will always prompt you to re-enter your credentials after 90 days.
You can revoke access here. The application with the user account can still be active for up to one hour after the revocation. After that, the application shows a login screen and the user must re-enter credentials.
Document trays
Document Trays: All your document trays are shown here. Click the eye icon to hide a document tray. You can sort the document trays and additionally change the default document tray.
Store Dialogs
All store dialogs assigned to you are listed here. Use the eye icon to hide any dialog, and sort the list as needed.
Searches
Search Dialogs: All search dialogs assigned to you are listed here. Use the eye icon to hide any dialog, and sort the list as needed.
Result Lists: All result lists assigned to you are listed here. Each result list is used by a search dialog above. Open a result list by clicking the cross icon. Use the eye icon to hide any field, and sort the list as needed.
Multiple File Cabinet Search: All searches across multiple file cabinets are stored here.
To launch a search across multiple file cabinets, switch back to the DocuWare Client and go to Searches > Search multiple file cabinets > Create another search.
Select the file cabinets you want to search along with a search dialog.
Click the Save button in the search dialog.
Note: These steps will allow you to store the combination of file cabinets and search dialog used, but not the actual search term.
Forms
All DocuWare forms assigned to you are listed here. Use the eye icon to hide any form, and sort the list as needed.
Viewer
Viewer: Choose how you want to open a document in a viewer.
Show DocuWare Viewer always in the same window: The Viewer is opened next to the current document tray or result list in the same browser window.
Open DocuWare Viewer in a new window: You may move the browser windows with the Viewer to a second screen, for example, for a better view.
Open DocuWare Viewer with index dialog in a new window: In the index dialog you can edit the indexing or you use One-Click-Indexing to add index values directly from the content of the document.
Viewer Toolbars: Click the eye icon to hide tools you do not need. Rearrange the tools to the left or right sidebar if needed.