Importing documents into a document tray
Document trays, importing, and storing work much as they do in classic DocuWare, with redesigned document trays for a clearer, faster experience. You can see all the document trays assigned to you. Add documents to the document tray by dragging and dropping files from your local file system, or by clicking the Import button to browse and upload files. Documents are displayed in table view by default. Single click a document to open it in the Viewer on the side, and double click to open the full Viewer window. Store documents from a document tray into a file cabinet one at a time.
You can also add documents by scanning them directly using the Scan App with a locally connected scanner, keeping the same processing configurations as the classic DocuWare. A desktop application dialog opens, similar to the classic DocuWare. Here, select the scanner and processing configuration and store the documents.
Document trays are now displayed as tabs. Each tray appears as a separate tab, and tab sizes adjust automatically as more trays are opened. Switching between trays does not reload content. You can choose which trays to keep open, view the list of all open trays, and close all open trays at once, with the exception of the default tray, which always remains open.
Right-clicking a document in the tray opens a context menu with quick actions. You can also rename a document by selecting it in the document tray and pressing F2 on the keyboard.
When importing documents into a tray with Intelligent Indexing enabled, DocuWare automatically populates the index fields defined in the associated store dialog. Trays and store dialogs that use Intelligent Indexing are marked with a lightbulb icon next to their name. Color-coded markers show how reliable each extracted value is:
Red – Low confidence
Yellow – Medium confidence
Green – High confidence
Smart Index transfers data from the application you are already working with directly into the corresponding DocuWare index fields. You can use Smart Index during the storage process, and existing Smart Index configurations are applied automatically.
Current limitations
Storing is limited to one document at a time; multi-select storing is not yet available.
Zooming functionality in document trays will be improved soon.
Currently, there is no way to set the default document tray in the new DocuWare client. The default tray is still set in classic Web Client and persisted.
Quick start tips
Select your document tray, then drag and drop files or use manual import:
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Single-click a document to preview; open the full Viewer if you need a larger view.
To store, select a document in the tray, choose the destination file cabinet, enter the required index fields, and store.
To import a document using a locally connected scanner, choose the Scan App option:
To open an additional tray, click the + icon next to the tray tabs and select a tray from the list. If many trays are available, use the search field to find one by name.
When many trays are open, click the tray list icon to see all open trays and jump to the one you need.
You can close all open trays at once by clicking on Close other tabs:
Right-click a document in the document tray, or click the three-dot menu, to open the context menu. Select View index entries to check index values and system metadata before storing, or Rename to change the document name. Use Attach files to add files to the document and Delete to remove them from the tray before they are stored.
A lightbulb icon next to a tray name or store dialog indicates that Intelligent Indexing is enabled.
Confidence markers appear in the store dialog. When you select an index field, the matching text is highlighted in the Viewer, so you can check the value against the document before storing. This uses your existing Intelligent Indexing settings without extra configuration.
To start Smart Index, open the store dialog context menu and select Start Smart Index, or press Ctrl + Alt + K.
Merge, separate, and manage PDF pages
Reorganize PDF documents directly in New DocuWare, as in classic DocuWare. The Merge option (previously Staple) combines several PDF documents into one. Separate (previously Unstaple) splits a PDF document into separate documents. Manage Pages adds, reorders, rotates, and deletes pages.
Merge and Separate are available for PDF documents in document trays, which helps prepare and organize documents before they are stored in a file cabinet. Manage Pages is available for PDF documents in both document trays and file cabinets, so document pages can be modified regardless of where the document is stored.
Merge, Separate, and Manage Pages require the Edit permission.
Current limitations
Reordering and deleting pages is not available for a PDF that contains stamps. Adding pages and separating the document still work.
Manage Pages is not available for PDF documents that are rendered on the server, such as electronic invoices that contain embedded attachments.
Quick start tips
Merge documents: open a document tray, select the PDF documents to combine, right-click the selection, and click Merge into single PDF.
Separate a document: open a document tray, select the PDF document, right-click it, and click Separate file.
Right-click a PDF document in a document tray or file cabinet and select Manage Pages. The document opens in the full Viewer with the page panel. Click Edit to reorder, rotate, or delete pages, or click Add Pages to insert pages. In a document tray, the Manage Pages view also includes the Separate option.
One Click Indexing
With One Click Indexing, you can select text directly from a document and populate index fields in the store dialog, similar to classic DocuWare. One Click Indexing has been moved from the Viewer, and now it is located in the store dialog.
One Click Indexing is also available in the index dialog when you edit index entries from a search result list, for both single and multiple file cabinet searches. It is not enabled automatically. Open the index dialog in Edit mode and click the One Click Indexing icon to turn it on.
To use One Click Indexing:
1. Click the One Click Indexing icon in the store dialog to enable it.
2. Select the index field in the store dialog where the value should be inserted.
3. Click on the desired text in the document, or drag over it to select a range.
Current limitations
Autofill table function is not yet available.
Color coding will be improved in a future update.
Quick start tip
Click on the One Click Indexing icon to enable the functionality:
Store dialog
All input fields in the store dialog now support validation rules, including mandatory fields and field masks. If a field does not meet its requirements, an error summary appears at the top of the dialog. You can click an error in the summary to jump directly to the affected field. In addition, tooltips now appear on hover when a field description is too long to display fully.
The store dialog includes a context menu with three options without opening additional dialogs:
Preindex — saves the index values you have entered to the document and keeps the document in the tray instead of storing it in a file cabinet.
Autofill Indexing — fills the index fields in the store dialog with values from the document you stored most recently. Use it when you process a batch of similar documents and want to reuse the previous values as a starting point.
Delete Document from Tray — When selected, the document is removed from the tray after it is stored, this is the default option. When it is unselected, the document stays in the tray after storing.
Quick start tips
Indication of index fields and field masks:
Error summary with links to specific fields:
Tooltip on hover in case the text doesn't fit the visible length of the dialog field:
Preindex, Delete from document tray, and Autofill Indexing function available in the store dialog's context menu:
Organizing documents with Attach
The Attach feature, previously called "Clip" in classic DocuWare, lets you group related documents together in a single location. The first document in an attachment set serves as the cover file, and all additional documents are added as attachments.
The functionality can be accessed directly from the Viewer or through search results in a file cabinet or document tray. In the Viewer, add documents from a document tray or local file system. You also have the option to change the order of attachments and remove individual documents from an attachment set in the Viewer. In a document tray, select multiple documents and attach them in a single action.
File cabinet permissions
Attaching and reordering documents requires the Edit permission in the relevant file cabinet. Deleting attachments requires the Delete permission in the relevant file cabinet.
To reorder attachments:
Open the attachment set in the Viewer.
Click Reorder.
Drag and drop documents to the desired position, or use the arrow buttons to move them.
To delete an attachment, select the document and remove it from the set. The last remaining document in an attachment set cannot be deleted. Deleting a document from an attachment is permanent and cannot be undone.
To separate previously attached documents in a document tray, right-click the document or open the context menu and select Detach files. Each document is then restored as an individual file.
Current limitation
The Attach feature is not yet available for database records.
Quick start tips
Upload documents for attaching From the file system or From DocuWare, which allows you to access the document tray:
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Attach/Detach files From DocuWare (document tray): right-click the document or open the context menu (three horizontal dots) and select Attach files or Detach files. The selected documents are combined into an attachment set in the order you selected them. The first document becomes the cover file.
Attach multiple files together from a document tray:
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Attach a document from a tray in the Viewer: click Attach and choose to add a document from a document tray or from your file system. The document is added to the attachment set. You can reorder or remove it afterward.
Attach files from the file cabinet (Search results): right-click the document and select Attach files.
