With DocuWare Forms, you can create web-based forms without any coding. Use text fields, check boxes, drop-downs, calendar inputs, file uploads, and more to capture information.
Each web form is defined by a configuration that sets up the fields, indexing, storage location, and access rights. Users open the form via a link and fill the fields in any browser. With one click, the form is submitted and saved as a PDF in the file cabinet.
Submitted forms are stored automatically and are immediately available to all authorized DocuWare users. They can add web forms to their lists (Task Manager license required) or task lists (Workflow Manager required).
In addition to that, you can include empty form fields in a workflow so they can be filled in later in the workflow tasks. This is possible with merge forms.
Prerequisites
To create forms with DocuWare, the following preliminary settings are required:
DocuWare Forms functional right: DocuWare users see the area DocuWare Configurations > Forms only if they have the Configure forms functional right.
Assign it in the section DocuWare Configurations > User management.Setting up a system storage path - for DocuWare on-premises only: DocuWare Forms requires a storage location to temporarily saving merge forms. As an administrator of a DocuWare on-premises installation you may set this storage location up in DocuWare Administration > DocuWare System > General > System Storage Path. The specified storage location can be located locally on the server computer or in the network. It must be accessible for all server components.
Assigning store dialog to users: When a DocuWare user submits a form, DocuWare automatically stores it in a file cabinet. Ensure the form’s store dialog is assigned to everyone who needs to fill it out.
You can do this under File cabinets - DocuWare Configurations > File Cabinets > File Cabinet x > Dialogs.Get entries in the form checked by an external validation service
The validation service allows you to compare the entries in a form with an external data source such as CRM before transmission. Only forms with verified index data are saved. You select the web service for validation in the store dialog. In the form configuration, select the desired save dialog in the Output tab to activate validation for the form.
Configurations overview
Each form is based on a configuration.
The forms overview page lists every configuration you have as the logged-in user have created or have access with administrator rights. Configurations appear in order of their creation date.
As soon as a form is configured, DocuWare generates a link to the form that can be used call it up. A simple browser is sufficient for filling out a form.
The corresponding configuration must be activated here in the overview to open the form to be filled out.
Forms can be exported and imported to any DocuWare system running version 6.11 or later. The export package (.DWF) contains all fields, the layout, and any files used by a merge form. After import, the form opens in the forms designer for further editing.
A step-by-step wizard guides you through the entire configuration process. Click on the tabs below for more information about the configuration:
Place the fields that will capture the data on the form. Ten input types are available—text, date, dropdown, and more. You can also add a title, images, and other elements.
Read more about Designing forms.
Define how the form will be stored in the file cabinet. The configuration steps will vary depending on whether you choose to store the form as a web form or a merge form.
Read more about submitting forms.
Select a file cabinet and a store dialog to archive the captured data.
Read more about the output options.
Based on the store dialog you selected in the previous step, assign the data captured in the form to a DocuWare index field.
Read more about the indexing of forms.
Specify who is allowed to edit the configuration and who can fill out and submit the form.
Read more about the forms permissions.