Creating a new file cabinet

You use the wizard to define the basic properties of a file cabinet, such as name, fields, and permissions. You create a file cabinet in DocuWare Configurations > File Cabinets.

General

Name and Description: The file cabinet is shown with this name in Web Client, as well as in the DocuWare modules. The description is optional and only displayed on the Overview page of the file cabinet administration in the DocuWare Configuration.
Color: The file cabinet symbol is shown in this color in Web Client for better differentiation.
More options: Database connections and storage locations are set up in DocuWare Server Manager.

Database Fields

Here you specify which database fields are contained in the file cabinet. The fields are used in the dialogs for storage, search, or results display. By default, new file cabinets consist of 14 predefined fields that cover the most prevalent application cases.

Overview of default fields

Document Type
Company
Date
Contact
Customer ID
Email
Subject
Status
Pending Date
Document Number
Project
Amount
Tax number
IBAN

You can rename a field, choose a different field type (Text, Numeric, Memo, Date, Keyword, Decimal, Date/Time), or add new fields. Index tables can only be added to an existing file cabinet.

You can subsequently create additional fields and delete fields in the file cabinet settings. New fields are automatically added to the standard dialogs. The fields can be disabled as needed in the dialogs.

Permissions

You can control access to a file cabinet and documents with many different rights. The file cabinet rights are divided into four predefined permissions profiles:

Owners
Edit
Read
Delete

The profiles get the following individual rights:

Profile	Administrative permissions	General permissions	Field rights	Overlay permissions
Edit	---	Store Append Edit index data Edit documents Checkout	Change Allow new entries Write	Add annotations Delete annotations Change annotations Set stamps Hide graphical elements
Read	---	Search Display documents Export	Read Search	---
Delete	---	Delete documents	---	---
Owners	Owners Manage permissions Operator Manage dialogs	Store Search Display documents Edit index data Edit documents Delete documents Export Append Check out View document history	Modify Allow new entries Write Read Search	Add annotations Delete annotations Change annotations Set stamps Hide graphical elements

The four default profiles "Edit," "Read," "Delete," and "Owner" cannot be changed. However, you still have the option of creating new file cabinet profiles and assigning users.

Notes on administrative permissions

Which sections in the file cabinet settings are shown depends of the administrative permissions of the user.
Owners: All four sections are shown: General, Database Fields, Dialogs, Permissions
Operator, Manage Dialogs, Manage Permissions: All four sections are shown: General, Database Fields, Dialogs, Permissions
Operator, Manage Dialogs: General and Dialogs are shown
Operator, Manage Permissions: General, Database Fields, Permissions are shown
Manage Permissions: only the Permissions section is shown
Manage Dialogs: only the Dialogs section is shown

Instructions for allocating profiles:

To be able to edit documents, the user needs both the Edit and Read profiles.
To be able to print documents, you need the "Read" right, as the Export right is included in the Read profile.
If another user other than the creator of a file cabinet needs to edit the file cabinet, the file cabinet owner needs to assign them the Admin permission.

So that users are able to access the documents in the file cabinet, they must be assigned to dialogs as well as permissions.

New DocuWare Client: what has changed
In the new DocuWare client, introduced with DocuWare 7.15, only the file cabinet permissions decide which documents users can see. If you hide fields in a search dialog, users with access to a document can still find it by its index values. The search works directly on the file cabinet and ignores visibility settings in dialogs. In concrete terms: confidential information is protected through file cabinet and document permissions, not by hiding dialog fields.
More about permissions and dialogs in new DocuWare