With the DocuWare Desktop Apps, you can import documents into DocuWare either from a monitored folder via the Import app or directly from a scanner with the Scan app, and both methods can be linked to IDP for automatic processing.
To enable Intelligent Document Processing (IDP) for documents imported via DocuWare Desktop Apps, you need two configurations: one for IDP and one for the respective Desktop App.
IDP configuration: Created by your DocuWare contact, the IDP configuration connects your DocuWare system to the AI agents responsible for document classification and data extraction. The configuration contains the API keys and rules the AI needs to recognize document types and pull out the relevant index data.
Email-import configuration: This configuration defines how emails and their attachments are archived. In this step, you embed the previously supplied IDP configuration so that every attached PDF is automatically classified and indexed before it is stored.
The next sections provide a step-by-step guide to create both configurations.
Creating an IDP configuration
An IDP configuration is generally provided by your DocuWare contact. Here are the steps in detail:
Go to DocuWare Configuration > Capture > DocuWare IDP.
Enter the API key for access to natif.ai and click Connect.
You obtain the key in your natif.ai account. If in doubt, ask your DocuWare contact.After the access to IDP is provided, all document classifiers in your account will be available for selection. Select the IDP classifier for the document types you want to import and automatically index.
Click New Configuration.
Configure the automatic indexing of a document in these four tabs - With this, you have set up the extraction and indexing of the document type “invoice”:
Source
Decide for which document type the current configuration should apply. For each document type to be imported like for example invoice or delivery note, a separate configuration is required.
Upload an invoice – for example from Peters Engineering – as a sample into the configuration. This invoice serves as a template in the step Processing so that terms from the invoice can be mapped to the index fields of DocuWare.
Use for document class: If your classifier is able to distinguish two document types – for example invoice and delivery note – select one document type here, for example invoice. This configuration will always be used for indexing when an "invoice" is detected during classification.
IDP extractor: Select the extraction model for the invoice - this defines how the incoming documents are to be read exactly. Like the classification, the extraction model was also created in connection with the training of the AI.
Target
Select the DocuWare file cabinet in which the document should be stored as a PDF after processing with IDP. This file cabinet must match the storage target specified for the mail import configuration to ensure correct indexing.
Additionally, select the store dialog whose index fields will be available in the next step Processing for mapping with the index terms from the document.
Processing
In this dialog the preview of the sample document in the step Source is shown. On the left side you see all the extracted terms from the sample document. Map the extracted terms to the DocuWare index fields. This determines which contents from the document are transferred as index entries to the DocuWare fields.
Permissions
To embed the IDP configuration into a Connect to Mail configuration, you need user permission for the IDP configuration.
Embedding IDP configuration in a DocuWare Desktop App
After your DocuWare contact has provided the IDP configuration you select it in your Import or Scan configuration:
Open the DocuWare Desktop Apps.
Using IDP for scanned documents
For using IDP through the Scan plugin, click the DocuWare Desktop Apps > Scan tab.
In the Processing configuration dropdown list, select Automatic selection (DocuWare IDP Configurations) to send your documents to the classification AI agent first.
Based on the result of the classification, the system will automatically select and use the right extraction model.
Using IDP for documents imported via a monitored folder
For using IDP through the Import plugin, click the Import tab.
Click Create new import job
Select the Source folder that should be monitored.
Select Configuration > Automatic selection (DocuWare IDP Configurations) to send your documents to the classification AI agent first.
Based on the result of the classification, the system will automatically select and use the right extraction model.
Monitoring IDP jobs triggered by DocuWare Desktop Apps
Documents imported with Intelligent Document Processing (IDP) are classified and indexed by AI services running on DocuWare servers.
To monitor these processes, open DocuWare Configurations and select IDP Monitoring. The list displays each job’s status, file name, timestamp, and other details.
Occasionally, an IDP job may fail for technical or operational reasons. Failed jobs appear with a warning or error status. Click Details to see the specific cause, make any necessary corrections, and then click Retry to restart the job.
A job can fail, for example, if more than one IDP configuration matches the same document—such as when two configurations are assigned to the same document class and use the same sample file. In this situation, DocuWare cannot determine which extractor to apply and stops the job.