DocuWare Mobile

With the mobile DocuWare app, you use the functionality of DocuWare on your smartphone. You access archived documents, participate in workflows, and save new documents.

The mobile DocuWare app is available for Android and iOS, and the feature set is the same for both.

The mobile DocuWare app can be used with DocuWare from version 7.0. For DocuWare Cloud customers, use of DocuWare Mobile is included in the feature set; for DocuWare On-Premises, a license is required.

How to set up the mobile DocuWare app:

  1. Install the app from the App Store (iOS) or Play store (Android) on your smartphone.

  2. Open the DocuWare Client and select Mobile Apps from the main menu.

  3. On the smartphone, go to the "Connections - DocuWare Login" settings menu.

  4. Scan the displayed QR code or manually enter the URL of your DocuWare organization in the mobile app on your smartphone.

  5. Enter your DocuWare credentials.

  6. Finally, specify which document trays, store dialogs, search dialogs, and lists to display in the app.

These are the main features of the mobile app:

Searching for and displaying documents

You can find archived documents in the mobile app using the familiar search dialogs. The documents found are displayed in the same way as in the Web Client, either as tiles with a title or as a list with thumbnail preview, title, and some index entries.

Storing documents

Downloads or newly photographed documents can be stored in a DocuWare file cabinet or document tray using the Share function:

  1. Open a document/image on your smartphone

  2. Tap the Share icon

  3. Select DocuWare from the list of offered apps

  4. Set a document tray or store dialog of a file cabinet as the storage target and confirm with Upload.

  5. Open the mobile DocuWare app to complete the upload: When you select a DocuWare file cabinet as the storage location, you see the Ready for storage area in the app. The assigned store dialog is already stored. You can also index the document before storing it.

Editing workflow tasks

The workflow tasks are displayed in a separate area and can be edited directly on your smartphone. Workflow stamps are available for this purpose, among other things. The stamps are automatically placed on a free space, but can also be moved. You can check the placement if necessary in a preview.

Sharing or forwarding archived documents

Download archived documents to your smartphone. This is possible as a PDF as well as in the original format. To share the documents with others via email, WhatsApp, or other applications, select Share from the document menu and select a contact.

Clipping documents together

Additional documents or photos can be attached to already archived documents. Open the archived document and select the Clip document function from the document menu. Then select the document tray containing the document/photo you want to attach. After you have marked the corresponding document/photo, confirm the operation with Clip.

Editing index data

Index data can be edited directly in the document menu. This applies to both documents and data records. Make decisions about a data record and forward it through the workflow.

Index data can also be summarized in tabular form. Such index tables are used, for example, for the processing of incoming invoices. Individual items are mapped via index tables in DocuWare and thus assigned to different cost centers, for example. In the mobile app, the individual entries of the table fields can be viewed and also changed. Insert new lines or delete existing lines.

Working with index tables is also possible on a smartphone, both as part of workflow decisions and independently of workflows when accessing archived documents and their index entries.

Overview of features of the mobile DocuWare app

Displaying documents

  • Display documents in the DocuWare Viewer specially adapted to mobile devices—regardless of the format in which the documents were archived

  • Call up search dialogs and task lists

  • Use select lists and filtered select lists in search dialogs

Storing documents

  • Store documents in the file cabinet with the share function

  • Load documents from other apps into DocuWare Mobile via the share function

  • Load and display documents in document tray and file them to the file cabinet from there

  • Use select lists and filtered select lists in store dialogs

  • Use Intelligent Indexing suggestions for filing from document trays

Editing documents

  • Control workflows based on Task Manager using mobile devices: Support of the DocuWare stamp functions (keyword fields not supported), including bitmap stamp; edit index data

  • Edit index tables of archived documents, e.g. assign or release individual invoice items to cost center

  • Edit workflow documents (with Workflow Manager license)

  • Tasks to be edited and the documents associated with them are gathered together in an automatic list

  • Edit workflow tasks: Make decisions by setting stamps

  • Edit index tables of workflow documents, e.g. assign or release individual invoice items to cost center

Connecting Mobile DocuWare Apps with DocuWare

  • Set up, edit, and delete connections—with connection name, host name, user name, and organization

  • Open connection details in a list and display with one click

  • Connect with DocuWare via QR code

  • Integrated QR code scanner

Security

  • User authorization via single sign-on

  • Transfer documents from the DocuWare Server to DocuWare Mobile using HTTPS (secure encryption of the protocol using SSL)