DocuWare extends an existing IT landscape with resources such as data and documents that can be made available and synchronized centrally in a file cabinet. Documents and data also form the basis for company-wide processes that can be implemented automatically with DocuWare Workflows.In addition, DocuWare file cabinet functions such as document queries, storage, viewing and editing of documents can be made available in third-party programs.
Importing documents
Business-relevant documents are generated in the most diverse areas of companies. DocuWare offers the following import options for archiving documents centrally:
From Windows Explorer: Archived documents are displayed in Windows Explorer in a folder structure. To archive and index one or more new documents or even multiple folders from Windows Explorer, all you need to do is drag them to a DocuWare folder.
From network folders or local folders: Documents arriving in the folders are automatically loaded into DocuWare document trays or file cabinets and processed based on a previously defined configuration. For example, documents can be indexed automatically or used to trigger workflows.
From multifunction devices: Digitized documents stored in a network folder by copiers and scanners can be imported by DocuWare into a document tray or directly into a file cabinet.
From desktop scanners: DocuWare Desktop Apps access the TWAIN or WIA driver with the DocuWare Scan feature and control the scan with settings for contrast, resolution, and alignment, among others. In a second step, DocuWare imports scanned documents into a document tray or file cabinet.
From any software: With the DocuWare Printer virtual printer, documents are saved as PDFs in DocuWare via the print command. A stored configuration controls in which document tray or file cabinet the documents are filed and with which indexing.
From mail systems: DocuWare imports emails – automatically if desired – into a document tray or into the file cabinet. Connection to an IMAP or Exchange server is set up once centrally. All users in an organization can access these connections to archive emails from their mailboxes in DocuWare. Import, email indexing, and authorizations are configured using the Connect to Mail module. A native connector is available specifically for emails from Outlook, enabling storage, indexing, and search directly from Outlook.
From a smartphone: In the DocuWare mobile app, documents or photos from other apps can be stored in a DocuWare document tray or file cabinet, among other functions.
Data exchange and synchronization
Within DocuWare, metadata such as document index information, forms the basis for search queries and control of workflows, among other things. Index information can also be just as important in other enterprise applications. In order to reconcile the data stock across the company, DocuWare writes index information to the data records of external data sources.
Conversely, DocuWare can retrieve information from external data sources thus enriching the data records in DocuWare. Even large volumes of documents can be indexed quickly. Access to a wide variety of data sources is possible, such as a database or limited database view, a DocuWare file cabinet, or a simple CSV file.
This is possible, for example, with the DocuWare Autoindex module or with DocuWare iPaaS Connectors.
Provision of file cabinet functions
Once imported, documents archived in DocuWare are accessible to all authorized employees. The DocuWare Client is available for accessing documents with numerous file cabinet functions, including searching, storing, and viewing documents.
The DocuWare Client is browser-based and can be embedded in third-party applications via its web address. In this case, employees use the documents in a DocuWare file cabinet without leaving their familiar working environment. Individual elements of the Web Client can also be integrated into a third-party application via URL. With a viewer integration, for example, the matching document from the file cabinet is displayed, or a link leads to a DocuWare result list that can be opened directly from the third-party application. This is described in the URL Integration chapter.
Even more deeply interlocked are integrations that incorporate a file cabinet search into the foreign interface, so that the DocuWare elements do not differ from the familiar program. With this type of integration, for example, a button is displayed in the CRM or ERP that opens a new window with all contextual documents: Invoices, orders (outgoing orders), contracts, resumes, job applications, and more. This is possible with Smart Connect as well as via a programmed interface.
Processing of archived documents in the original program
Documents in a file cabinet can be opened directly from the file cabinet in the original program. After editing, the document is uploaded back to DocuWare when saved. During modification it is locked for access by others.
Documents from Microsoft Office can also be edited simultaneously by several colleagues in DocuWare Cloud. For this purpose, the function Edit in Office for the Web is available in the DocuWare Client. Edit your Microsoft Office documents located in DocuWare Cloud—Word, Excel, and, Power Point—online in Office for the web. The archived document can only be accessed via DocuWare and cannot be shared via the usual Office Online functions, so the access rights assigned in DocuWare are also respected.
Networking of processes
Many areas in the company such as sales, human resources, or finance require a reliable interchange of information between colleagues. DocuWare sorts, distributes, and links information to control decision-making processes with workflows.
DocuWare workflows are based on documents whose index data triggers certain actions. By exchanging index data and records with other applications, DocuWare can trigger processes not only within DocuWare, but also across the enterprise.
Examples:
DocuWare regularly notifies the financial accounting system as soon as an invoice has been checked and the document status changes to "Released." The financial accounting system synchronizes the document status and forwards the invoice for payment.
For a project, a new presentation is stored in the file cabinet and a notification is sent to the shared Microsoft Teams channel so that all relevant employees are informed without delay.
In order to sign documents electronically, the DocuWare Signature Service integrates external trust service providers into a DocuWare Workflow. In a freely selectable workflow step, the document is sent to the trust service provider. The person whose signature is required (internal or external) receives a message. As soon as the document is signed, it is forwarded in the workflow.