After defining the Source and the Target of the documents, the process continues by setting up the Processing phase. At this point, you configure actions so that DocuWare can automatically extract information from documents, store them in the correct location, and apply any necessary workflows.
Indexing
Indexing is the process of extracting or assigning key information (metadata) to documents, such as date, client name, and invoice number. DocuWare offers several options for refining how this information is obtained and assigned.
Index fields
Texts that are read out from the document and entered in an Index Field can be defined more precisely using the Edit 
function. As of DocuWare version 7.7, you can also edit dynamic entries in this way.
Text field
Define text
Specify a subarea of the extracted text to use for indexing. Determine whether to use only the text after, before, or between a specific string. You can also specify the exact position, for example, for a barcode, or define a field delimiter by selecting a specific entry. If a barcode contains several lines, you can only select the line(s) to be written to the index field. Invoice contents can therefore be completely transferred from barcodes and distributed to individual fields.Correct text
You can replace individual characters to fix readout errors. For example, if the digit '1' is mistakenly read as an uppercase 'I', or '0' is read as an uppercase 'O' during scanning, you can correct these errors.Replace text
You can substitute all the extracted text in a designated area with alternative text. For example, the term "invoice" read out in a document can be replaced by "invoice - output" for indexing. Create a list of entries to be replaced, and choose whether to replace all values or only those listed.
If all values are to be replaced: In the event that a readout value is missing, you can choose whether the default value is to be accepted or an error created, and the process aborted.
Additional options for date field and numeric field
For the date field, you can also specify in which formats either only the date or the date and time are listed in the corresponding readout area. The formats corresponding to your computer's regional settings are used by default. Specifying the formats is important so that the date read out can be interpreted correctly.
For the numeric field, you can also specify the format in which the number is defined in the associated readout area. By default, the number format that corresponds to the regional settings of your computer is used. Specifying the format is important so that the read-out number can be interpreted correctly.
Identification
Identification is a process in DocuWare in which the system determines which configuration to use for a particular type of document you wish to store or print. This step is necessary when you have multiple document processing configurations set up for different document types, sources, or workflows. You control the automatic selection under Processing > Identification.
When scanning, importing from a file cabinet or printing, no further intervention is required for the documents to be processed with the appropriate settings. For example, for incoming invoices, the configuration created solely for these documents is always selected.
If a configuration is to be selected automatically, you must first enable the following function under Source > Select configuration automatically, as defined under "Processing". Under Processing, the section Identification then appears in the sidebar.
If you use DocuWare Printer as the source, you can also have the correct configuration identified by the source application, e.g., MS Word, from which your documents originate. However, this option only works if you printed the sample document with the DocuWare Printer. This will ensure that the sample document contains the required metadata (file name, etc.) that you see under Application.
Splitting
Splitting is the process of dividing a single document into multiple separate documents within DocuWare. This feature is useful when you scan or import a batch of documents as one file, but you need each item handled individually—for example, splitting a multi-page file containing several invoices into individual invoice documents.
You can specify whether and how a document should be split. Three criteria are available for this:
Splitting after a fixed number of pages
If you often print two-page form letters from applications like MS Word, you can set the configuration to split the document after every two pages. This way, each form letter will appear in DocuWare as a separate two-page document.Splitting according to text criteria
You frequently print invoices whose last pages contain your terms and conditions of business. Select "Total" as the text criteria to always split the document after the end of the invoice and before the start of the terms and conditions, as these are included at the end of every invoice.Splitting after barcode change
You batch scan paper documents, each of which has its own barcode. Each time a barcode with a different value is detected, DocuWare automatically creates a new document.
To split a document according to text criteria, you require a sample document. Without a sample document, you can only carry out a split according to page number.
Letterhead
You can add a letterhead or logo to your documents, which will be displayed on your document. You can add a letterhead either just for the first page or also for all other pages. This is, for example, important if you wish to put a letterhead on the first page of a document, but only a logo on all additional pages. The letterhead is automatically positioned left-aligned at the top, i.e., if letterheads or logos are too large, they may be cut off. In order for your letterhead to occupy the desired area of the page, you must prepare a corresponding PDF as a sample document.
To print documents with a picture or color background, under Processing > Letterhead enable the function Letterhead always in foreground. Otherwise, your letterhead may be covered. If you use this feature together with the Electronic Signature feature, no PDF/A can be created. A PDF will be created instead.
XML documents and PDFs that contain XML as an attachment do not support Letterhead as a function.