Documents are retrieved in blocks of 1000 documents. Windows Explorer Client displays the next block automatically when you get to the end of the image slider with the mouse wheel or with the Page Down key on the keyboard, or when you click Load next. Documents are shown immediately with this lazy-loading procedure, even for file cabinets with a lot of documents. To ensure that reloading works properly, a formatted document name is required.
The functions for working with documents in Windows Explorer Client can be called up via a context menu:
Opening Documents
Double-clicking on a document or the Open context menu entry opens the document in the application associated with the file extension in Windows Explorer. For example, a doc file is opened in Word. You can edit the document. The modified document is saved in DocuWare with the Word command Save. You can save the modified document in the file system using the Save as feature in the application.
If a DocuWare user does not have the right to edit documents, they can still use the context menu entry and edit the document but the document will not be stored in DocuWare.
As well as the Display and Change rights, you need the Export DocuWare file cabinet right to use this feature.
By default, documents that contain characters in the index entry used as a file name which are not normally used in Windows Explorer (?!/ etc.) are displayed anyway. These characters are replaced by a "_."
Open with
In Windows Explorer Client, right-click on an archived document and select Open with from the context menu. In the same way as in Windows Explorer, a dialog opens in which you can select the program for opening the document.
If a DocuWare user does not have the Edit documents right, they can still use the context menu entry and edit the document, but the document will not be stored in DocuWare.
As well as the Display and Change rights, you need the Export DocuWare file cabinet right to use this feature.
By default, documents that contain characters in the index entry used as a file name which are not normally used in Windows Explorer (?!/ etc.) are displayed anyway. These characters are replaced by a "_."
Open a document in the Web Client Viewer
To open a document in the Web Client Viewer, select the Open in Web Viewer entry from the context menu. There you can add annotations and stamps to the document, just like in DocuWare.
Printing Documents
Via the document context menu you can print a PDF document straight from Windows Explorer without having to open it in an application first. If the document is in another format, it is automatically converted to a PDF before printing. If the PDF contains comments, you can choose whether or not to print them at the same time. Please note that all sections of the document are printed. The Windows default printer is used.
Displaying the Versions of a Document
You can display a list of the previous versions for each document. To do so, use the “Version history” context menu.
In the Version history dialog, the following columns are displayed:
Version Number
Version Status
Modified by: The user who edited the document and/or index data
Modified on: The date of change of the document and/or index data
Comment: Comment
When you right-click in the Version history table, the following options are available in the context menu:
Open: Opens the document in the Viewer
Export: Exports the document into a file folder without checkout
Print: Prints the document
Send via mail: Opens a new mail in the mail program with the document as an attachment
Change status: A document with the status “Out of Date” can be changed to a document with the status “Up to Date”.
The checkout of a document with the status “In Progress” can be reversed.
The “Version history” option is only available if version management is enabled for the file cabinet.
Checking a Document In and Out
You can check out a document from the file cabinet into the file system. A copy of the document is created and the original document is locked. To check it in, drag the document to a directory in Windows Explorer Client. This automatically recognizes which file cabinet the checkin relates to. The old document is retained; when checking in or storing, a new document version is created. An input dialog opens. Select the version number, comprising the main and the sub-number. As an option you can add a comment.
To use the Check out and Check in function, the user must have the Check out file cabinet right. In addition, version management must be enabled for the file cabinet.
Displaying and Changing Index Entries for Documents
On a document, open the context menu and select Modify index entries to open the viewer with integrated index dialog, which displays the index entries and system data for the document. If you have the appropriate DocuWare rights, you can change existing index entries and/or add new index entries in the dialog.
If you change the entry in an index field that is used for the folder structure of DocuWare Windows Explorer Client, the document will be moved into that folder.
Example:
Your DocuWare folder structure comprises the index entries of the Company and Contact fields. If you access the index entries for a document from the Werner Moser folder and then change the index entry from Corinna Schneider to Werner Moser, the document will be moved to the Corinna Schneider folder, because the document now has that entry in its Contact field.
If you use an entry in the field that did not exist before, a new folder with that name is created.
If in the store dialog you change the entry in the index field that is used to display the document name, the document's file name in Explorer also changes accordingly.
Auto indexing with Smart Connect
Using Smart Connect, information already in the ERP, for example, can be used for automatic indexing in DocuWare. In Windows Explorer Client, the Smart Index option is available in the settings menu of the index dialog. In order to use Smart Index, the Smart Connect app must be installed and a Smart Index configuration set up.
Sending a Document as a Link
Using the context menu command Send to > As link , the Windows Explorer Client calls up the default Windows email client and inserts the URL for the document into the body of the email.
Copying Documents within DocuWare
You can copy documents within the DocuWare folder structure using drag & drop, the context menu or shortcut keys. The document is automatically assigned the index terms of the folder hierarchy to which you copy it. Any other existing index terms will be also be applied.
To move a document in another file cabinet with in DocuWare, you need in the source file cabinet the right to delete documents.
For example, your DocuWare folder structure comprises the index entries of the Company and Contact fields. The Peter Jones folder contains a document which also contains the Plan entry in the Doc.-Type field. If you now copy this document to the Brian Jones folder, the entry in the Contact index field will be updated to Brian Jones for the new document. The entry in the Company field is unchanged because the new document is also located under the main folder Leisure park Jones. The entry in the Doc.-Type field is also applied, as it is independent of the folder structure.
Copy Link to Clipboard
The link to an archived document in DocuWare can be copied to any application like an ERP system or Microsoft Word using the context menu command or [Ctrl]+[V].
Deleting Documents
Just as in Windows Explorer, you can delete individual documents, multiple selected documents or whole folders in the DocuWare folder structure. The condition is that you have the right in DocuWare to delete the documents selected.
Renaming Documents
You can rename files in DocuWare Windows Explorer Client in the same way as in Windows Explorer.
The file name with which a DocuWare document is displayed is the entry in the index field for which the Document name option is enabled. If you change the file name, the index entry will also change. To rename documents you therefore need the Edit index data right.
An exception is an index entry which comes from a predefined list, such as from an external select list. In this case the index entry cannot be changed.
Documents that get their document names from a date or number field can only be modified via “Edit index entries”.
Clipped Documents
Several documents can be clipped together in DocuWare. Double-clicking on the clipped document or View from the context menu opens a list of the files contained in the document. The file you want can be opened and edited in the application linked to it in Windows. These changes cannot be saved in DocuWare.
The context command "Edit" automatically opens the first file of the clipped document in the respective application. Changes that you make here can be saved in DocuWare.
Creating a Link to an Archived Document
You can create a shortcut to a document in the DocuWare file cabinet and place it for example on your desktop, so that you can access the document quickly.
To create the shortcut, navigate to the document in the DocuWare folder structure, copy it by selecting Copy from the context menu (or Ctrl+C) and then paste it at the destination (e.g. on the desktop) using the Paste Shortcut item on the context menu.
To be able to open a document via a shortcut, you must be logged on to the DocuWare system via Windows Explorer Client. You only need to open the top folder on Windows Explorer Client.
You cannot create a shortcut by opening the New > Shortcut > Create Shortcut wizard context menu and selecting the document from the DocuWare folder structure.
Archiving Files
You can archive one or more selected files from the file system using drag & drop, the context menu, or shortcut keys. If you use drag & drop, the files are copied. Drag & drop + [Shift] moves the files.
When you add a file to a DocuWare folder, the viewer with integrated index dialog opens. The index fields corresponding to the folder names in the DocuWare folder structure are already filled. You can add other index entries if necessary. If you do not manually fill in the index field whose contents are used as the file name, it is automatically filled with the existing file name (as in Windows Explorer).
With the integrated index dialog, you can also enjoy the convenience of One Click Indexing in Windows Explorer Client. If you move the mouse over the document, then words, date information, and even figures are selected as an area. If you click on one of these areas, the content is automatically transferred to the active field of the store dialog.
Even if you insert multiple files into a DocuWare folder at once, the viewer with integrated index dialog will still open for the first document. If you don't have any specific index words to assign to individual files, enable Keep index entries. Then the files will all be archived according to the folder structure.
You can use the DocuWare select lists to complete the fields using the arrow symbol next to the field or the arrow button.