This article covers how user synchronization is performed with the DocuWare Desktop App User synchronization.
The desktop app User synchronization only supports Microsoft Active Directory via LDAP, so it is not compatible with other LDAP user directories such as Open LDAP.
Specify user synchronization
Specify whether the synchronization should be a one-off process or a regular task. Then the desktop application automatically performs the synchronization and tracks the process with progress bars.
Create scheduled job creates a new task in the Windows Task Scheduler. To do this, Windows and DocuWare credentials must be stored. The task can then be executed according to a schedule as usual in Windows.
User synchronization settings
After closing the app, the settings are automatically saved as ADSyncConfiguration.xml in the folder "%ProgramData%/DocuWare/ADSync." This file is loaded every time the desktop application is started. Creating multiple schedules with different configurations is currently not possible because the app only supports one settings file. The execution of various settings requires the configuration file to be exchanged before starting the application.
Options
Include users who are not in the selected user node in selected groups
With this option, the system synchronizes users that belong to a subgroup of a selected group, even if they are not found in the selected user nodeCreate a document tray for each new user
Create a personal document tray for each user you create. The document tray is named like the user and is assigned to both the user and the administrator who performs the user synchronization. This can have a negative effect on the synchronization speed.
Notes
Whenever a new DocuWare user is created by the User Synchronization app, there is a possibility to send a welcome email with a link to reset the password. This link is only valid for 3 hours.
Users created with the User Synchronization app have a random password that meets the highest possible password policies. The use of a fixed password or the transmission of the password is not possible for security reasons.
A user completely removed from the external directory is not automatically deactivated in DocuWare. The User Synchronization app only transfers the changes for defined, existing users. If a user is deleted in the external directory, the app does not detect this as a change and the user remains activated in DocuWare.
The situation is different if the user is moved within the external directory. If the user is no longer in the group to be synchronized, but is still present in the external directory, the app deactivates the user in DocuWare.
The effects of the status changes in the external user directory at a glance:
Status in the external directory | DocuWare app User synchronisation | DocuWare |
|---|---|---|
User is deactivated | Transfers the status | User is deactivated |
User is moved in the external direcory | detects that the user no longer belongs to the synchronizing group | User is deactivated |
User is removed from directory | Does not transfer a change. | User remaines activated |
With DocuWare 7.12, the Skip all groups feature allows all default-selected groups to be skipped during synchronization and selecting only the groups that need to be synchronized.