Notify other business applications when documents are newly stored in a file cabinet or associated index entries are modified. The index data of specified documents can be included in the content of the message. Other applications in the company can synchronize their data stock or trigger specific actions and workflows.
DocuWare communicates with third-party applications via a URL that "hooks" the two applications together (webhook). DocuWare sends the notification as a POST request to the URL watching the third-party application and therefore receives the message.
Requirement
Webhooks are only available to customers of DocuWare Cloud and DocuWare On-Premises. In DocuWare Configuration, however, the module is only visible to users who have been assigned the Organization Administrator role.
Configuration
To create a webhook, first set up a REST type web service under DocuWare Configuration > Integrations. In the web service, enter the URL through which DocuWare and the receiving application communicate with each other.
Then go to the Integrations > Webhooks module and configure the notification.
Events
In the Events tab, specify the web service with the URL and the file cabinet containing the documents for which a notification is to be sent. There are two triggers for a file cabinet notification: the storing of a new document or the index data modification of an already stored document.
Then use the filter to select the documents for which a notification will be sent.
Contents of table fields cannot be transferred in the POST request.
HTTP Request Body
The body text contains the content of the notification. By default, the index fields of the file cabinet are already inserted with the index data of the documents selected under Events. The data format is JSON.
You can edit and modify the content, for example, to transmit the index data to the receiving application in a specific format. The only thing that is important is that a valid JSON format is communicated.
Use the "placeholder" value to pass on the relevant index data. This placeholder can be conveniently inserted in the JSON editor for each index field at the click of your mouse.
Clicking the Validate and Format button will display errors in the body text. Incorrect lines are highlighted with an explanation. The validation is performed automatically when saving. If an error occurs, the webhook is not saved.
Permissions
Rights for webhooks can now be assigned for each configuration in the usual way, either individually per user or via roles. A user then sees only the webhooks for which he has permissions and can edit and remove them.
Note:
To send a notification to Microsoft Teams via a webhook, a Power Automate Flow according to this template is required. With this flow, for example, all relevant employees are informed without delay via the Teams channel, when a new presentation is stored in a DocuWare file cabinet.