Key features and limitations

The new DocuWare client is the new interface of DocuWare, one part of new DocuWare, the platform for intelligent document work. It works with the file cabinets, dialogs, and workflows you already have: there is no data migration and no second system to set up.

What changes is how you search, how documents are shown, and what you can do with a result list. Some functions have new names, some behave differently, and a few are not there yet. This article shows which.

Supported versions: DocuWare Cloud + new DocuWare client only

What's new

These functions are new. They do not replace anything you know from the classic client.

• DocuWare Aura: Ask questions about your documents in a chat.

• Manage pages: Add, rotate, reorder, and delete the pages inside a PDF.

• Upload activity: While documents are imported into a document tray, you follow the upload, cancel it, and restart failed uploads.

• Workflow overview: Running workflow instances are listed in the workflow overview for users with workflow controller permissions.

  • Controllers stop instances, move waiting instances forward, open the instance history, and reassign other users’ tasks there, also from the instance details page.

• Annotations are set up on the page itself instead of in dialogs, and two marks for quick reviews were added: a cross and a check mark.

• Accessibility: The new DocuWare client is designed to meet the WCAG 2.2 AA guidelines, so organizations with accessibility obligations can use it without additional measures of their own. This includes the following features:

  • Stronger color contrast throughout the interface

  • Visible focus indicators and a logical tab order for working by keyboard

  • Input fields with clear labels, consistent error messages, and guidance for correcting an entry

  • Text alternatives for images and icons, spoken announcements for content that changes

  • A heading and landmark structure screen readers can navigate.

• Responsive design: The layout adapts to the screen, so desktops, laptops, and tablets keep the full range of functions.

• Dark mode: Choose light, dark, or your browser default in Profile & Preferences.

• The three-dot menu is replaced by the header at the top of the window.

  • Your name opens your account menu with Profile & Preferences, Configurations, Security, and Back to Classic DocuWare;

  • The question mark opens help and support links;

  • The light bulb icon opens the feedback portal.

What changes

The following areas and functions exist in both clients. What differs in the new DocuWare client is how you reach them, how they look, and in some cases how they behave.

Searching and result lists

• You choose a search type when you start: one file cabinet with a dialog, or all of them with a keyword.

• The search across several file cabinets is now offered directly, and nothing has to be configured for it. As soon as you have access to a file cabinet, you can search it, without a search dialog being assigned to you.

• Results of a keyword search are grouped with chips, one per file cabinet.

• A shared result list always contains the complete list, without the filters and the sorting you applied. An export as CSV keeps both, so use the export when someone else should see exactly the view you have.

• View related documents is in the document menu of a result list only, no longer in the viewer toolbar.

DocuWare viewer and index entries

• The index dialog no longer follows the search dialog you used. Instead, the default index dialog of the selected file cabinet opens automatically. If needed, you can then switch to a different index dialog.

• The index dialog always opens in read-only mode. With the appropriate permission, you change or add index entries using the Edit function.

• Empty fields are hidden at first. You can show them at any time.

• Documents can be shared with colleagues directly from the viewer, without a desktop application.

Document trays and storing

• One Click Indexing moved out of the viewer into the store dialog.

• Documents in a document tray are printed, downloaded, shared, moved, and copied to another tray from the document menu, without opening them.

• The store dialog checks mandatory fields and field masks. If something is missing or a value does not fit, it shows this at the top, and from there you jump straight to the affected field.

Workflow tasks

• A task is processed either in a side panel next to the list or on a full details page with the complete viewer.

• All assignees of a task are shown.

• Request input and Reassign task are also available in the task details page header, so you do not have to go back to the task list.

• The document actions of a task follow your file cabinet permissions and your license. An action can still be refused for a single document when an index profile excludes it, displaying the message Permissions denied.

Trash Bin

• Documents deleted from a file cabinet you own are open, read-only in the viewer, and can be downloaded.

• One or several documents are restored or permanently deleted at once.

• Filter or sort documents by column.

New names for familiar functions

Several functions kept their behavior and changed their name. If you cannot find something, look for the classic name here.

What's coming soon

The functions listed below are planned for a later release. Until then, use the classic client for them.

Searching and result lists

• Operators in fulltext search

• Actions on multiple documents of a result list at once

• Folders and folder structures

• Recent searches and saved searches

Documents

• Filtering checkbox in the field dropdowns of the index dialog

• Attaching database records

• Manual version management

• Document history

• Editing the index entries of several documents at once

• Copying a document to another file cabinet or to a document tray

• Sending a request from a document

Others

• Intelligent Document Processing

• Notification center

• Arabic as an interface language.

• URL integrations.

• Optimized keyboard shortcuts

• New DocuWare client for DocuWare on-premises