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The Local Data Connector is a service embedded in the DocuWare Desktop Service which allows the DocuWare Cloud System to access a local database from the client’s local machine for features like Autoindex or DocuWare select lists.
DocuWare Local Data Connector currently supports the access to the following external databases
Oracle
ODBC
MySQL
Microsoft SQL-Server (MSSQL)
How to set up Local Data Connector
To install Local Data Connector go to DocuWare Web Client and choose Install Desktop Apps in the main menu below your user name. The DocuWare Client Setup will start and a list of Desktop Apps will be displayed. Scroll down and click on Show administrative options, select Local Data Connector and press Install.
After the Client Setup has finished, you will have a new program item alongside a new service installed on your desktop named “Local Data Connector”.
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Note: Local Data Connector is installed to run by default as a local system. This works for connections to databases where you will provide the user name and login. However, if you need to use Windows Authentication to connect to the database, then the DocuWare Local Data Connector Service must run as the same user that will be executing the login to the database. Also, the user must be a local administrator on the machine where the service is running.
Start the desktop to configure the Local Data Connector. Click on DocuWare Credentials and enter your DocuWare username and password.
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Add a new data source.
The following fields are required for the Local Data Connector to access the database instance:
Data Source Name
Database Type (driver)
Database Server Name
Port
Database
Windows Authentication
User Name
Password
Table Name
Note: To use Windows Authentication, the Local Data Connector Service must run as the same user that will log in to the database.
All saved data sources will be listed out in the Local Data Connector homepage. Any data source can be set as Active/inactive, be edited or removed.
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DocuWare does not display or process database fields of type "binary". If you use data from an external database in DocuWare, make sure that your table or database view does not contain a binary type.
Using Local Data Connector data sources with select lists
In DocuWare Configuration open the Indexing Assistance plugin, where fixed and external select lists can be configured.
To connect to a data source click the Import button and choose Database connection:
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For external select lists, the Database connection option must be selected before configuring the data source.
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In both types of select lists, external and fixed, you may choose Local Data Connection as the source and then select your prepared data source. If the data table has multiple columns, you can pick which columns to be used by the select list.
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Once the select list is configured, it can be saved and used like any other.
In the case of external select lists using data source via Local Data Connector, the select lists will have to be reconfigured, if the table structure has been changed (such as added or removed columns).
Using Local Data Connector data sources with Autoindex
Create a new or edit an existing Autoindex configuration. In the Match Data tab, choose to index with an external database.
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Press on Configure data source to choose your prepared Local Data Connector data source in the dropdown menu. Add a filter if needed, then confirm with OK.
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From this point, the data source can be used in the Autoindex Match Code, Assign Data and Write Back tabs.
Note that for Write Back, the database user must have the required permissions to edit the selected table.
Using local data sources in Workflow Designer
In Workflow Designer, local data may be used in Assign data activity to assign a value to a global variable or to a file cabinet field.
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Limitations
The Local Data Connector fetches only 1.000 rows from a database table or view when processing data with Autoindex or with a Workflow. This limit cannot be disabled, as it was set for performance and network utilization. To evaluate which data from the database you will process, check directly with the database you are collecting the information from.
Connect to your respective database and evaluate the tables / views you want to connect to DocuWare Cloud. If you do not have direct access to the information, pass this on to your third-party data provider or check within your external system (e.g. ERP Software).
For evaluating, each database has its respective client, there are also general tools available: MySQL Workbench, Microsoft SQL Server Management Studio (SSMS), ORACLE SQL Developer.