With a Smart Search, you search for documents in DocuWare without having to leave your main application, for example your accounting program.
A Smart Search reads contents from the interface of your application and transfers them as search terms to DocuWare. This saves you from manually entering or copying contents into a DocuWare search dialog.
Smart Connect als Desktop App
To use Smart Connect, the DocuWare Desktop App Smart Connect must be installed on the server. In addition, you need to connect the locally installed Desktop Apps with your DocuWare: DocuWare Client > Start menu > Desktop Apps > Connect to Desktop Apps
How to configure a Smart Search
Each Smart Search is based on a specific configuration. In this configuration, you specify, among other things, in which application the Smart Search is embedded and which contents from the application are transferred into the fields of the search dialog.
For different applications and scenarios, you create different configurations.
Go to DocuWare Configurations > Integrations > Smart Connect.
Click New configuration > Smart Search.
Select source:
The source is the application in which you want to integrate Smart Connect, for example your accounting program or Microsoft Outlook.
First, take a screenshot of this application's window. Enter the window title in the next step, Identify, so that Smart Connect can recognize your application.
Identify: Smart Connect identifies the window from which contents are to be transferred using the window title.
You can define identification more precisely by selecting an operator and entering the corresponding string in the title field. If, for example, your application's window is titled "CRM Application", select the operator "contains" and enter "CRM".Recognition technology: When creating the screenshot, Smart Connect checks in the background whether text can be read directly from the third-party application via Windows technologies. If so, this method is selected automatically. If this is not possible, a dialog opens in which you can select the appropriate technology.
Define search in DocuWare:
Assign text or list elements from the captured window to individual index fields of the selected DocuWare search dialog.
Select file cabinet and search dialog: The list shows DocuWare file cabinets in alphabetical order for which at least one search dialog is assigned to you.
Define search: Select a tool.
Text: If you want to integrate Smart Connect into your accounting program, the screenshot can show the window with an open invoice. You want to use the invoice number for your Smart Search.
Click the text tool and draw a reading area over the place where the invoice number usually appears. Connect the reading area with the Index Field "Invoice number", which is listed under the index fields of your file cabinet on the right.Lists: For a list, the read text is filled as individual lines into individual keyword fields.
Anchor: If the text or list area to be read is not always in the same position, first position an anchor, to which you then assign the reading area.
To edit the field entry, click Edit.
Text field
Define text: Here you can define a section of the read text to be used for the search. Specify whether only the text after, before or between a certain string should be used. You can also specify the exact position or (for example for a barcode) define a separator and select a certain entry.
Replace text: You can automatically replace the entire read text of an area with another. For example, the term "Invoice" read from a document can be replaced for indexing with "Invoice - Outgoing". For this, you can create a list with all entries to be replaced. Select whether only the listed or all values should be replaced.
If all values should be replaced: In case a value to be read is missing, you can select whether the default value should be used or an error generated and the process aborted.
Additional options for date field and numeric field
For the date field you can also specify which formats either only the date or date with time are listed in the associated reading area. By default, formats that match your computer's regional settings are used. Specifying the formats is important so that the date read is interpreted correctly.
For the numeric field, you can also specify in which format the number in the associated reading area is defined. As a standard, the number format that matches your computer's regional settings is used. Specifying the format is important so the number read is interpreted correctly.
Execute search:
Specify which kind of element the user should use to start a Smart Search. A button and a keyboard shortcut are available, which can also be combined.
Button: The button is displayed directly in the selected application, for example your accounting program. Click "Button" and draw a frame at the desired position on your screenshot. To adjust the label or icon, click Edit in the frame.
Keyboard shortcut: You set the keyboard shortcut in the right sidebar.
result list instead of Viewer: If only one document is found in the Smart Search, you can display the result list instead of the DocuWare Viewer. To do this, activate the option Always open result list.