In the General tab of a file cabinet you see all file cabinets that you have created or for which a dialog has been assigned to you. To edit file cabinet settings, you need the Operator right. To change file cabinet permissions, you also need the Manage permissions right.
You can only delete a file cabinet if you also have the Owner profile for the Operator permission. If you created the file cabinet, you have the File cabinet owner profile automatically. The profile can be assigned to other users and roles under Permissions.
With DocuWare 7.13 and later, a file cabinet that still contains documents cannot be deleted. Empty the file cabinet first, then remove it.
To change the settings of an existing file cabinet, click the file cabinet name or the corresponding symbol for Database fields, Dialogs, or Permissions.
Color: The file cabinet symbol is shown in this color in the Web Client, so that users can tell file cabinets apart more easily.
More options; Here you find the settings for fulltext search and security.
Fulltext search: overview
DocuWare offers two kinds of search: the default search and the fulltext search.
The default search is always enabled and relates to entries in the index fields. It finds all documents indexed with the entered search term in the relevant field.
In addition, you can enable the fulltext search for a file cabinet. The Full text field is then added to the search dialog. The fulltext search finds entered terms in all index fields, in the document content, in XML tags and, as of DocuWare 7.12, in annotations and stamps. A fulltext search for "SampleTag" and for "SampleValue" finds both terms.
Example: <XMLSampleTag>SampleValue</XMLSampleTag>
You can configure the scope of the fulltext search.
Configuring fulltext search
Documents must be read once before the fulltext search can find them. The Content Server extracts "text shots" for this: they record the document's index entries, its words, and the position of each word in the document.
The Content Server stores the text shots in the DWDATA database and transfers them to the fulltext server at the same time. The fulltext server stores the text shots in catalog files and uses them for search queries.
Here you configure how far documents are read and how the fulltext search returns hits.
Fulltext server
Select the data connection for a fulltext server from the list. One fulltext data connection can be used per file cabinet. If you use several file cabinets with fulltext search, install several fulltext servers for optimum performance.
New fulltext connections are created in DocuWare Administration in the system area under Data Connections.
Indexed pages per file
This setting determines how far documents are indexed for the fulltext search. Example: a DocuWare document consists of a Word file and a PDF. With Indexed pages per file (max.): 100, up to 100 pages are indexed from the Word file and up to 100 pages from the PDF. The next document is then indexed.
The more pages are indexed, the longer it takes until documents are available for the fulltext search, and the more accurate the hit list becomes.
Number of hits
With Unlimited, all hits are displayed. Fewer hits can reduce the search time. To limit the result, enter a maximum number of hits.
Allow list / blocking list
You can add lists of file types as an allow list and as a blocking list. New lists are created in DocuWare Configuration > Organization Settings > Security > Other > Restricted File Types.
Use an allow list to restrict the fulltext search to specific file types. File types other than those in the allow list are not searched.
Use a blocking list to exclude file types from fulltext indexing. This is useful for audio or video files, for example.
An allow list and a blocking list cannot be used at the same time.
Information
Options for resetting and recreating the fulltext catalog are located in DocuWare Configuration > File Cabinets > File cabinet x > General > Fulltext Options > Reset fulltext data.
Reset fulltext
If problems occur with the fulltext search, you can reset the fulltext data.
While the fulltext data is being reset, the fulltext search is not available.
Try the reset with one document or a few documents first and check whether it solves the problem. A reset can take a considerable amount of time and server resources, so make sure it is the right step before you reset the fulltext data for a large number of documents.
To keep the fulltext downtime short, limit the number of affected documents. With DocuWare 7.13 and later, you can use the query builder to filter the documents whose fulltext data is reset. Resetting the fulltext data for documents stored in the last 30 days is a good starting point.
In file cabinets with large numbers of documents, a reset can take a long time. To help you estimate when the fulltext search will be available again, the status is displayed in two stages: the refresh of the document status, and the number of documents already re-indexed. The status updates every ten seconds in blocks of 50 processed documents (0 / 50 / 100 / 150, and so on). If the browser window with the file cabinet configuration is inactive or closed for a while, the display updates when you reopen it.
Reset fulltext for DocuWare version 7.10 to 7.12
For DocuWare versions 7.10 to 7.12, there are three types of reset. If you have selected documents under Documents affected, only the fulltext data for these documents is reset.
Reindex unprocessed documents and failed fulltext extractions
Use this option if your text extraction tools have failed or work incorrectly. Depending on the number of selected documents, this action can put considerable load on your database.
Technical background: the option checks for failed or unprocessed documents within your selection, re-extracts their content, and rebuilds their fulltext data.Delete and reindex data stored within the fulltext database
Use this option if you get wrong search results or highlighting does not work. This is the fastest option.
Technical background: the option rebuilds the fulltext data for the selected documents from the text shots stored in the database. It deletes only the catalog files of the fulltext search, not the text shots. The catalog files can therefore be recreated faster after an upgrade or a reconfiguration of the fulltext server than by reindexing the documents completely.Delete and reindex all data stored within the fulltext database as well as fulltext files stored directly with documents
Use this option if you have updated or changed the configuration of text extraction tools or OCR templates. Depending on the number of selected documents, this action can consume considerable server resources.
Text is always extracted with the currently selected text extraction and OCR methods. If these methods changed since the text shots were created, the newly extracted text can differ and deliver different search results.
Technical background: the option recreates the text shots for the selected documents and then rebuilds their fulltext data.
OCR template
With an OCR template, the fulltext search recognizes the characters of a specific language, or numbers, more quickly and more accurately.
OCR templates are set up in DocuWare Configuration > General > Text Recognition. For details, see the help for OCR configuration.
Version management
Changed documents can be stored as new versions in DocuWare. Current and older versions are then located in the file cabinet, so that every change to a document can be tracked.
The document being processed is locked. Other users can view the document, but not edit it.
Version Management
If Version Management is enabled for a file cabinet, users can check out one or more documents and edit them in the document tray or in the file system. The Checkout function is available in the context menu of a document in the result list. When checking a document in, the user can select a version number, which only needs to be higher than the previous one, and can enter a comment for the new version.
Manual version management is available in the classic DocuWare Client only
Manual version management is not yet available in the new DocuWare Client, introduced with DocuWare 7.15.
Automatically create new versions
This setting affects all documents in a file cabinet. Each document is checked out automatically as soon as it is opened for editing, and checked in with a new version number when it is saved.
If this option is enabled, you can still check out documents manually. The DocuWare edit function is then no longer available for these documents.
Further information about version management
Version history
Older versions remain in the file cabinet like the original and are listed in the version history. You can open the version history from a document context menu, for example in the Web Client and in the Windows Explorer Client. It shows the version numbers, the status, the storage date, any comments, and the user who stored the document.
The columns Modified on and Modified by always track changes to both the document files and the index data. To track changes to the file only, use the columns Modified content on and Modified content by.
Document status
The status of a document shows which version is which: Current for the latest document, In progress for a checked-out document, and Out of date for a version that is no longer up to date.
The status changes automatically when a document from a file cabinet with version management is opened or checked out in the original program. In manual version management, the following users can change the status of a version from Out of date or In progress to Current:
the file cabinet operator
the user who currently has the document checked out
the user who last checked the document out and in again
This can be necessary if a checked-out document is deleted by accident, for example. Only one version can have the status Current. To change the status, open the version history and click Undo check-out or Set as current version in the context menu of the version concerned.
A search in a file cabinet lists only the version with the status Current or In progress. To see all versions, open the version history.
Version number and index criteria
When a document is stored as a new version or checked into a file cabinet, it receives a new version number. On manual check-in, you select a main number and a sub-number; in automatic version management, the system assigns the number.
The index criteria do not change when a new version is created, so all versions initially have the same index criteria. You can change the index criteria of the current version, but the change is not transferred to the older versions.
The document ID is identical for all versions of a document.
Configuring version management
To use version management, a user needs the file cabinet right Checkout. In addition, version management, and if required automatic version management, must be enabled for each file cabinet individually.
Enable the options Open Version overview, Show Old Versions, and Checkin/Checkout in the result list configuration. The corresponding functions in the Windows Explorer Client are enabled automatically with the Version Management option.
Version management needs additional database fields in each file cabinet to store its data. DocuWare creates these fields as soon as version management is enabled in the file cabinet settings.
Important
Version management cannot be disabled again once it has been enabled for a file cabinet.
If a field only allows unique entries, version management cannot be used.
Additional notes:
During a transfer of documents, all document versions are transferred, provided that source and target support version management.
Synchronization cannot be used with file cabinets that have version management enabled.
A document checked in from the document tray is removed from the tray. A file checked in from the file system remains there, but cannot be checked in again.
Users can delete the current document including all versions, provided they are allowed to delete documents from the file cabinet. Individual out-of-date versions cannot be removed.
DocuWare creates a new version on check-in even if the checked-out document was not changed. To avoid this, do not check the document in again, but set the status of the version in the file cabinet from In progress to Current.
Security
The following security options are available for a file cabinet.
Encrypt documents
Documents are stored encrypted, so that direct access through the file system is not possible. If the option Index Data in Storage Location is enabled, the index data remains unencrypted.
Documents stored before the option was enabled cannot be encrypted retrospectively.
You define the length of the symmetric key in the list field. The longer the key, the more secure the procedure, and the longer encryption and decryption take, and with them storage and retrieval.
This option is only available in an ENTERPRISE version.
Trusted application user allowed
Users without a DocuWare account can store documents as well, for example when they access the file cabinet from a DocuWare MFP module.
Check integrity of documents with a checksum
If this option is enabled, a checksum is calculated for every document stored in the file cabinet. It lets you determine whether a document was changed at file level. Open the document in the Web Client viewer and click Check whether document has been edited.
With DocuWare 7.13, you can use the SHA-512 hash algorithm alongside SHA-256 for this function.
Enable security level "High" for this file cabinet
Two conditions must be met before this option can be used. The security level "High" must be enabled for the organization at system level, which is the default in DocuWare Cloud. And the owner of the file cabinet must be a user with the security level "High".
The security level "High" is enabled for a user in DocuWare Administration > User Administration. This requires the functional right User Administration.
Only users with the security level "High" can access high security file cabinets. Assign these users to the file cabinet under Permissions. The white paper on security describes the further options of the high security level.
Important
The change of the security level cannot be undone.
Info for administrators
GUID
The GUID is the identification number of the file cabinet. It is assigned automatically when the file cabinet is created and cannot be changed. You use the GUID to integrate the file cabinet into another application, for example through programming or URL integration.
Name of the database table
DocuWare assigns the name of the file cabinet's database table automatically. It cannot be changed and is used internally by the SQL database.
Database connection and storage location
You select the database connection and the storage location while creating a file cabinet.
Create file cabinet tables
This command sets up new, empty file cabinet tables in the database. It is needed if DocuWare has to be reinstalled after hardware damage, for example. Once the new tables exist, you can restore the index entries from the stored document headers. Document headers are XML files that contain all index data of a document and further information.
Index data backup in the storage location
As of DocuWare 7, metadata such as index entries, system entries, annotations, and stamps is stored completely in the database. It can be reimported from the database backup after hardware damage, for example.
By default, the header files are stored automatically in the storage location of the file cabinet, in an XML file in the DocuWare Exchange (DWX) format.