With DocuWare URL integration it is possible to implement elements of DocuWare in a third party application. The employees can store or search in file cabinets directly from their main application without opening DocuWare first.
The principle behind URL integration is easy: Each element of DocuWare has an identification number ID. The ID can be accessed via the Platform Service, the central application interface of DocuWare. The IDs and some more parameters are added to the default URL to the DocuWare system. Developer have the possibility to implement this URL into the code to a website or a third party application. A DocuWare element implemented with a URL integration is always embedded in the DocuWare user interface. A result list is shown as it is opened in the Web Client.
In addition to that it is possible to implement dialogs, document trays and other elements of DocuWare in the user interface of a third party application. For this more programming work has to be done than for URL integration. For more info, switch to the Platform Service.
Overview: Integration Types
You can access these elements of the DocuWare Client with the URL integration:
Viewer (V): shows a document in the viewer
Result or task list with viewer (RLV): shows result list or list with documents. A document can be opened in the viewer.
Search dialog: (SRLV): shows a search dialog; user can enter search criteria or open a document form the result list in the viewer.
Download (D): user can download a document archived in DocuWare
Document history (DH): shows a document with its history
Workflow task list (WFTL): displays the Web Client section with the task list of the Workflow Manager
Workflow task (WFST): displays the Web Client section with the task of the Workflow Manager
Send request (SWT): displays a link to a workflow request assigned to a user (receiver)
Sent requests (SWO): displays a link to all workflow requests of a user (sender)
Index dialog (IND): calls up the index dialog related to a document
Document tray (B): offers the document tray with all its features.
Document relation (DL): Document relations provide related documents in a result list or in the Web Client Viewer
Use Cases
Here are some examples how DocuWare URL Integration simplifies the daily work in the office:
1. Link to download a product description
You want to provide product descriptions on your website which are stored in DocuWare? With a download integration you create a link which points to a document in a file cabinet. A click on the link downloads the documents directly. No matter how often you edit the document in the file cabinet you only have to create the document one time.
2. Search dialog for customers
You can customers allow access to a search dialog with a link placed for example on your website. Customers can then use this search dialog to view all documents that concern them, such as purchase orders, invoices and delivery notes. Customers can only access their own documents but they have the possibility to enter certain search terms to for example restrain the search results to a period of time.
Each customer requires a separate license for the access to a document stored in DocuWare. DocuWare URL Integration is not intended for multiplexing.
3. Link to product description
Your customers need to access regularly documents as product descriptions? Therefore you can create an integration with a defined query. The result list is shown directly. The users can select the documents they are interested in.
4. Comfortable Invoice approval
Some employees in your company have to approve invoices regularly. This is easy with URL Integration. Assumed the employees receive invoices to be approved in a list of Task Manager. They can create a shortcut containing the URL on their desktop and use it to call up the list of Task Manager. This allows them to see all the invoices to be approved with one double-click. The list can also be integrated in an accounting software. The employees are able to access the tasks even more easy. If your company uses the Workflow Manager, you can integrate the Workflow Task Lists into an accounting software in a similar way.
5. Make a current price list available
With a viewer integration you can provide customers or business partners with read-only access to the latest price list. With the link the price list is displayed directly in the DocuWare Viewer. This avoids you having to keep resending the latest price lists to customers and partners.
6. Document version history
You want for example to include a link to all versions of a product documentation in your wiki-project. If this documentation is stored in DocuWare, an integration "document history" can display all previous versions of the documentation beside the latest one. Naturally a file cabinet with activated version management is required for this kind of integration.
Creating an URL Integration: Overview
Integration in other applications is implemented by defining a specific URL. To do so, you add the necessary parameters to the HTTP address of your DocuWare Web Client.
There are two ways to create such a URL:
DocuWare URL Creator: With the tool URL Creator you put the base URL and the parameters easily together in four steps. A wizard guides you step by step through the configuration of an integration URL.
Create URL-Integrations manually: DocuWare administrators or developers can compose the parameters for the elements of DocuWare manually.
Both methods are described in this manual:
URL Integration with URL-Creator
Create URL-Integrations manually
Creating an URL Integration requires some information from DocuWare Administration such as the server name. For further details please read the following chapters. In case you are missing a right to see the information in DocuWare Administration, please contact your DocuWare Administrator who can provide you with the necessary information.
At a Glance: IDs of the DocuWare Elements
For a URL integration you need the identification numbers of the elements to be implemented and also the URL of the Web Client: Here you can find it:
URL of the Web Client
Switch to DocuWare Administration > System > Web Connection > HTTP root directory > Web Client
Organisation GUID
Switch to DocuWare Administration > Organisation > General
File Cabinet ID
DocuWare Configuration > Document Storage > File cabinets > File cabinet x > General
List ID (Task Manager)
DocuWare Configuration > Document Storage > File cabinets > File cabinet x > Dialogs > List
Result List ID
DocuWare Configuration > Document Storage > File cabinets > File cabinet x > Dialogs > Result
Search Dialog ID
DocuWare Configuration > Document Storage > File cabinets > File cabinet x > Dialogs > Search
Document Tray ID
DocuWare Configuration > Personal > Document Tray
Document ID
Search in the Web Client for a document. When the document is shown in the result list, open the context menu of the document. Edit index entries will open the info dialog for the document. Click on System entries. In the system entries you will find the Document ID.
Platform Service
You can access the DocuWare Platform Service with this URL http://[servername]/DocuWare/Platform/Home/XSL. If neccessary click on Log in to enter your credentials.
Document relation ID
First collect the name of the file cabinet, which contains the document relation, and the ID of the document related. Both you need to find the ID of the document relation.
Switch to the Platform Service and click on List Organizations and then on file cabinets. Look for the name of the file cabinet, that contains the link. Below the file cabinet click on the link next to documents.
Now search the ID of the document related to the relation link. When you found it, scroll to the section Flags and click on the link next to self.
On the following page scroll again to the section Flags and click on the link next to documentLlinks. Copy the link ID.
Specify Rights and Profiles
With an intgeration URL, the user can access all the search dialogs, file cabinets etcetera, which are assigned to him. The access rights are specified in the DocuWare Configuration > File Cabinets.
The user with which the DocuWare file cabinet is accessed must have been assigned the dialog (result list, list or search dialog) to be used in the access through a file cabinet profile.
To be able to display a document, the user needs a file cabinet profile in which at least the general file cabinet rights Search and Display documents are enabled.
When you integrate a search dialog, you must enable at least the Search field right for each field that will be available to the user for a search.
In order to see the field name in the column header of the result list and the entry per field (column) for each result, the Read right field right must be enabled for that field. Otherwise, the document will certainly be listed in the result list and can be opened, but cannot be identified for lack of entries.
In order to be able to display the versions of a document with a DH (document history) integration, the version management or the automatic version management for the file cabinet in which the document is located must be enabled.