Organization settings overview

Manage global settings for your system here. This new section is only visible to users with administrator rights for a DocuWare organization.

General

In this area, you make all organization-wide settings that do not affect security:

Online editing

Edit Microsoft Office documents – such as Word, Excel, and PowerPoint – that are in DocuWare Cloud online in Office for the Web. A document is not locked for editing by other users while editing, so that several colleagues can collaborate on an archived document.

When you use the Edit function for documents in Word, Excel, or PowerPoint while in the Web Client, the new Edit in Office for the Web option is available in addition to the previous option. This can used for both archived documents and documents in the document tray.

Notes:

  • On the DocuWare side, the function is included in each cloud license package. You will also need a Microsoft 365 subscription, which includes an Office Online business license.

  • Office documents with old file formats (doc, xls, ppt) are converted to the current format (docx, xlsx, pptx) and saved in the file cabinet. This replaces the original document with the new one. A new document version is only created for file cabinets with automatic version management.

  • DocuWare handles the document changes at the frequency that Microsoft saves them. The current guidelines are: every 30 seconds for Word, every 60 seconds for PowerPoint, every 120 seconds for Excel.

  • A new document version is created in DocuWare for file cabinets with automatic version management with every automatic save. In the case of manual version management, use the check-out and check-in functions as usual.

  • If several users are working together on a document, it depends on the application which user is carried over to DocuWare as the last editor: In the case of Word and PowerPoint, it is the user who made the last change to the document. In Excel, however, it is the user who joined the session last.

  • When you use the function, the document is transferred to a Microsoft data center, usually one near the user's geographic location. Since DocuWare has no influence on the data center used, it cannot guarantee that documents will not leave the respective region of the data center used by DocuWare - Australia, Europe, USA, Japan.

Collaboration

Enable Microsoft Teams-Integration to share document links from DocuWare in Microsoft Teams chats and channels. To use this feature in DocuWare on-premises, the Connect to Teams license is required. In DocuWare Cloud, this feature is included.

Diagnose & Feedback

  • GUID: Each organization automatically receives a number from the DocuWare system, which is displayed here. You need this number for URL integration, for example.

  • CEIP: The Customer Experience Improvement Program helps to further improve your DocuWare software and make it even more stable. Private and security-relevant data will naturally not be transmitted. Transmission is over a secure connection. The administrator can withdraw participation in the feedback program at any time.

More information information – this data is transferred

For DocuWare Cloud and DocuWare On-Premises

If you decide to participate in the CEIP, statistical information about DocuWare use in your DocuWare system is collected and transferred to DocuWare at regular intervals. All procedures take place automatically and in the background – participants are never interrupted while working and there is no impact on performance.

For DocuWare Cloud customers, participation in CEIP is enabled by default, DocuWare on-premises customers can enable participation during setup. The administrator of both DocuWare Cloud and On-Premises can withdraw participation in the feedback program at any time.

No personal data is collected.

Which information is collected?

For each DocuWare system:

  • Number of file cabinets, file cabinet dialogs, and document trays

  • Number of users

  • Type of database used

  • Operating system of the server machines

For each client computer:

  • Operating system

  • Screen resolution

  • Browser in which DocuWare is used

  • User interface language of the Web client

  • Installed Desktop Apps, number of associated configurations and how often they are used

  • Information about size and page number of processed documents

Conclusions cannot be made about specific DocuWare users through this process. No personal data is collected, particularly not user names or email addresses.

If the server setup ends in an error, the following data are collected:

  • Details on the version of the operating system

  • Installed Windows updates

  • Installed DocuWare version

  • Any previously installed DocuWare versions (in the event of an upgrade)

  • Setup logfiles

Where is CEIP information stored in your system?

When setting up/upgrading a DocuWare on-premises system, the "Customer Experience Improvement" component is installed. This creates an additional database table called DWAnalytics in the database used for your DocuWare system in which the statistical information is stored. You can also see the information in the database table using the normal database tools.
Even if you do not take part in CEIP, the "Customer Experience Improvement" component is installed, the database created, and the corresponding information written there. However, the data are then not transferred to DocuWare.

All important information about the Time & language and Export encoding functions can be found directly in the DocuWare interface.

Export encoding

This selection determines the method by which digital data is formatted into readable characters. The setting only affects CSV list data generated by DocuWare. It does not change the encoding type of the saved documents. If you are not sure which regional settings you should use, select UTF-8.

CSV files exported from DocuWare should sometimes be imported into older versions of third-party applications. To make this possible without conversion, the "UTF-8 without BOM" format (BOM stands for Byte Order Mark) is now also available for file encoding.

If you select UTF-8 without BOM, it will be used when exporting from the results list. For DocuWare Export, the organization setting is adopted as the default and can then be changed for each export configuration.

UTF-8 does not rely on BOM, so it does not need to be included. If it is included, it can be ignored by the reading application.

Security

In this area, you make the organization-wide settings that affect security.

Single Sign-On

If the Single-Sign-on option is enabled, users can also log into DocuWare with their company username and password.

To make single sign-on available in DocuWare, connect your DocuWare organization to an external identity provider. If an external identity provider offers two-factor authentication, this can also be used for more security when logging into DocuWare.

The interface for connecting to the external identity provider is the DocuWare Identity Service. The logon process is then as follows: The client logs on to the external provider, which in turn generates a token for the DocuWare Identity Service. This token is stored in the browser until it expires or the browser cache is cleared. When the token expires, the customer must log in again to receive a new token.

You can connect DocuWare to all identity providers that support the "Open ID Connect" protocol.

Read examples how to configure the connection to an Identity Proivder.

Network ID - On-Premises only

This option is located in the DocuWare Client in the Main Menu > Profiles and Settings > Profiles > More Options. It is only relevant for DocuWare on-premises users: All DocuWare users can adjust the network ID without administrator rights.

The format for the entry is: "domain\user".

An exception are users with the security level High. They may not adjust their network ID and the field remains grayed out.

Adjusting the Network ID is necessary, for example, to continue using Single Sign-On after the user or domain name has changed.

Automatically assign existing users at login

With this option, DocuWare automatically links the users with the user accounts of the identity provider the first time they log in. This has the advantage that DocuWare users do not necessarily have to be created via the user synchronization app in order to use single sign-on. You can also import users manually or via an interface.

  • Microsoft as identity provider: If you use Microsoft AAD, the same user name and e-mail address must be stored in AAD and in DocuWare, for example:

    Microsoft Azure Active Directoy: peggy.jenkins@peters-engineering.net
    DocuWare: peggy.jenkins oder peggy.jenkins@peters-engineering.net

  • Other Identity Provider: This option must generally be enabled for Single Sign-On to be available.
    In addition, it is also required here that the user name in DocuWare matches the front part of the user name at the external provider:

    User name at the Identity Provider: peggy.jenkins@petersengineering.com
    DocuWare user name: peggy.jenkins

    When a user first logs into DocuWare using Okta Single Sign-On, for example, the corresponding DocuWare user is identified by the username. Once users are mapped in both systems, the DocuWare user is recognized by its external object ID. This means that even if the user name no longer matches, the user will still be recognized.

Enforce single sign-on user authentication for all users

With enforced single sign-on, manual login using DocuWare credentials is only possible for specially defined users or roles—for example, if local applications are to access the DocuWare programming interface directly.

Enforced single sign-on is possible with the identity providers that support Open ID Connect and is available for DocuWare Cloud and the on-premises version.

Test enforced single sign-on before activation. Do not include organization administrators in enforced single sign-on to prevent every employee from being locked out.

Guest Login

Guest login allows a user to access DocuWare without entering any credentials. The rights assigned to the guest user correspond to the rights of the DocuWare user selected as the guest user.

Passwords

Set a password policy that applies to the password settings of all DocuWare users.

  • Minimum password length

  • Maximum number of failed logins

  • Duration of an account block

  • Password expiration

  • Message asking you to change the password

Session timeout

In case of inactivity, a user can be automatically logged out of DocuWare Client and DocuWare Configuration. If no input is made within a certain time, the user first receives a notification with an appropriate message before being logged out and redirected to the login window.

If the timeout is exceeded, the user is logged out of all DocuWare Client browser windows and out of DocuWare Configuration. Clicking anywhere in a browser tab will cause the timer to count down from the beginning. Automatic DocuWare Client activities such as notifications do not reset the timer. Unsaved changes are discarded when you log out.

The automatic logout applies to the entire organization. If it is enabled, the Remind option will no longer be available when logging in.

In forms, automatic logout only takes effect for non-public forms. Public forms do not require a real login and are therefore exempt from the timeout. Even standalone apps such as Connect to Outlook or DocuWare Administration or also authenticated integration links, which contain the login data, do not automatically log out.

Restricted file types

File types entered here are blocked for archiving in DocuWare. Enable one of the lists to block the file types included or create a new list. The restrictions apply to all file cabinets of the organization.

The restricted file type lists are also available as a whitelist and blacklist for configuration of the full-text.