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Here you will see all file cabinets that you have created and/or for which a dialog has been assigned. To edit the file cabinet settings, you need the Operator right; to change file cabinet permissions you also need the Manage permissions right.
You can only delete the file cabinet if you also have the Owner profile for the Operator permission. You automatically have the File cabinet owner profile if you have created a file cabinet. It can be assigned to other users and roles under Permissions.
Change the settings of existing file cabinets by clicking on the File cabinet names or on the respective symbol for Database Fields, Dialogs, or Permissions.
Color
The file cabinet symbol is shown in this color in Web Client for better differentiation.
More options
Here you can find settings for fulltext search and security.
Full-Text Search: Overview
In DocuWare you can use the default search and the full-text search.
The default enabled search relates to entries in the index fields: it finds all documents that have been indexed with the entered search term in the relevant field.
In addition you can enable the full-text search for a file cabinet. The "Full text" field is then added to the search dialog. Here the full-text search finds entered terms in all index fields, in the document contents, and even in XML tags. A full-text search for "SampleTag" and "SampleValue" will find both terms.
Example : <XMLSampleTag>SampleValue</XMLSampleTag>
You can configure the scope of the full-text search.
More information about resetting the full text
Configuring Fulltext Search
Documents must initially be read so that they can be found by the fulltext search. To do this the Content Server extracts "text shots" where all the document's index entries, words, and their position in the document are noted.
The Content Server stores the text shots in the DWDATA database and at the same time transfers them to the fulltext server. In turn, the fulltext server stores the text shots in catalog files and uses them for search queries.
Here you configure the extent to which the documents are read and how the fulltext search outputs the hits.
Fulltext server
Select the data connection for a fulltext server in the list. A fulltext data connection can be used per file cabinet. If you use several file cabinets with fulltext search, it is recommended that you install several fulltext servers for optimum performance.
New fulltext connections are created in DocuWare Administration in the system area under Data Connections.
Indexed pages per file
You use this function to determine the extent to which the documents are indexed for the fulltext search. It is assumed that a DocuWare document consists of a Word file and a PDF. Up to 100 pages are indexed for the fulltext search from the Word file and the PDF in each case with Indexed pages per file (max.): 100. Afterwards the next document is indexed.
If lots of pages are indexed, it takes longer for the documents to be available for the fulltext. But the hit list is then more accurate.
Number of hits
All hits are displayed with Unlimited. However, fewer hits can reduce the search time. To limit the number of hits, enter a maximum number of hits.
Whitelist / Blacklist
You can add lists with file types to a whitelist and a blacklist. New lists are created in DocuWare Configuration under Organization Settings > Security > Other > Restricted File Types.
Use a whitelist to restrict the fulltext search to specific file types. File types other than those specified in the whitelist are not searched.
You can use a blacklist to block file types for indexing by the fulltext. This is sensible with audio or video files, for example.
A blacklist and a whitelist cannot be used at the same time.
Options for resetting and recreating the fulltext catalog can be found in DocuWare Configuration > File Cabinets > File Cabinet x > General > Fulltext Options > Reset fulltext data.
Reset fulltext
If problems arise when working with the fulltext search, DocuWare offers you the option here to reset the fulltext data. There are three types of resets, which are described below. In addition, you can select which documents in the file cabinet the reset should apply to.
Try the reset with one or only a few documents first, and check whether this solves the problems you are experiencing. Resetting the fulltext data might take a considerable amount of time and server resources, so you should be sure that this is the right step to do, before you reset the fulltext data for a lot of documents.
While the fulltext data is being reset, the fulltext search functionality is not available.
Documents affected
Here you can select for which documents the fulltext data should be reset.
All documents in this file cabinet
For large file cabinets, it is advisable to filter the documents more precisely. To do this, enable the option below.Custom filter
Only the full text of the filtered documents will be reset.
This is useful i.e., if you know when the fulltext server stopped working, so you can re-create the fulltext index only for documents after a certain date.
Objective of the fulltext reset
There are options to reset the fulltext data. If you have selected documents under Documents affected, only the fulltext data for these documents will be reset.
Reindex unprocessed documents and failed fulltext extractions
Use this option if your text extraction tools have failed or work incorrectly. Depending on the number of selected documents, this action might put considerable load on your database.
Technical background: This option checks for failed and/or unprocessed documents within your selection, re-extracts document content for them and rebuilds their fulltext data.Delete and reindex data stored within the fulltext database…
Use this option if you experience wrong search results or highlighting doesn’t work. This the fastest option.
Technical background: This option rebuilds the fulltext data for the selected documents based on text shots stored in the database.Delete and reindex all data stored within the fulltext database as well as fulltext files stored directly with documents
Use this option if you have updated or changed configurations of text extraction tools or OCR templates. Depending on the number of selected documents, this action might consume considerable resources of your server.
Text will always be extracted using the currently selected text extraction and OCR methods. If these methods have been changed since the last creation of text shots, the new extracted text might differ and deliver different search results.
Technical background: This option recreates the textshots for the selected documents and then rebuilds their fulltext data.
For file cabinets with large numbers of documents, a fulltext reset can take a long time. In order to estimate when the fulltext search will be available again, the status is now displayed in two stages, i.e. the refresh of the document status and the number of documents already re-indexed. The status display updates every ten seconds in blocks of 50 processed documents (0 / 50 / 100 / 150, etc.). If the browser window with the file cabinet configuration is inactive for a while or the window is closed, the display updates when the window is reopened.
OCR Template
Using an OCR template the fulltext search can identify the characters of a specific language or numbers even more quickly and accurately.
OCR templates are set up in the DocuWare Configuration in the General > Text Recognition area. You can find more details on this in the Help for OCR Configuration.
Version Management
Changed documents can be saved as new versions in DocuWare. Both current and older versions are then located in the file cabinet. This means that you can accurately track all changes to a document.
The document being processed is locked. Other users can only view the document but not edit it.
Version Management
If Version Management is enabled for a file cabinet, users can check out individual or multiple documents and edit them in the document tray or file system. The Checkout function is available for this in the context menu of a document in the result list. When checking in, the user can select a version number, which only needs to be higher than the previous number. It is also possible to enter a comment for the new version.
Automatically create new versions
This function affects all documents in a file cabinet. Each document is automatically checked out as soon as it is opened for editing. The document is automatically checked in with a new version number when it is saved.
If this option is enabled, you can manually check out documents. However, the DocuWare edit function will no longer be subsequently available for these documents.
Further Information About Version Management
Show version history
Older versions remain in the file cabinet like the original and can be seen in the version history. This can be called up in Web Client and in Windows Explorer Client via a document context menu, for example. The version history shows the version numbers, the status, the storage date, any comments, and the user who saved the document.
The columns Modified on and Modified by track changes always for both document files and index data. To track changes on the file only, check the columns Modified content on and Modified content by.
Change document status
The status of a document makes it obvious which document version is which. This can be Current for the latest document, In progress for a checked out document and Out of date for a version that is no longer up to date.
The status changes automatically when a document is opened or checked out from a file cabinet with version management enabled in the original program. The following users can change the status of a version in manual version management from Out of date or In progress to Current:
the file cabinet operator
the user who currently checked the document out
the user who last checked the document out and in again
This may be necessary if a checked-out document is accidentally deleted, for example. However, only one version can have the Current status. You can change the status of a document by clicking Undo check-out or Set as current version in the version history in the context menu for the version required.
Note: The search in a file cabinet lists only the version with the status Current or In progress. To display all versions, load the version history (see above).
Version number and index criteria
When you save a new version or check a document into a file cabinet, a new version number is assigned to it. In the case of manual check in, you can select a main and sub-number; in the case of automatic version management, the system assigns a number.
The index criteria do not change when a new version is created, so the versions initially have the same index criteria. You can change the index criteria on the current document version, but they are not transferred to the old versions.
The document ID is identical for all document versions.
Configure version management
The user must have the file cabinet right Checkout in order to user version management. In addition, you must enable version management and possibly automatic version management for each file cabinet individually.
Enable the options Open Version overview, Show Old Versions, and Checkin/Checkout in the Result List configuration. The relevant functions in the Windows Explorer Client are automatically enabled with the Version Management option.
So that the data required for version management can be saved, new database fields are required for each file cabinet. DocuWare creates the new database fields as soon as version management is enabled in the relevant field cabinet settings. Please note: Version management can no longer be disabled.
If only unique entries are allowed for a field, version management cannot be used.
Comments:
During Transfer of documents, all document versions are transferred – provided source and target support version management.
Synchronization cannot be used with file cabinets with enabled version management.
The document is deleted from the document tray when checked in from there. The file is kept in the file system, even after checkin and it cannot be checked in again.
Users can delete the current document including all versions. The requirement is that the user has the right in principle to delete documents from the file cabinet. Individual out-of-date versions cannot be removed.
Even if the checked out document has not been changed, DocuWare automatically creates a new version when it is checked in. If the user does not want this to happen, they should not check in the checked out version again, but instead set the status of the version in the file cabinet from In progress to Current.
Security
The following security options are available for the file cabinet:
Encrypt documents
The documents are stored encrypted so that direct access through the file system is not possible under any circumstances. If you have enabled the Index Data in Storage Location option, the index data will remain unencrypted even with this option.
Documents stored before this option has been enabled cannot be encrypted retrospectively.
You define the length of the symmetric key in the List field. The longer the key, the more secure the procedure, but also the longer the time needed for encryption/decryption and therefore for storage and retrieval.
This option is only available in an ENTERPRISE version.
More on Encryption in DocuWare Administration
Trusted application user allowed
A user without a DocuWare account can also store documents if, for example, they access the file cabinet from a DocuWare MFP module.
Check integrity of documents with a checksum
If this option is enabled, a checksum is calculated for all documents when they are stored in the file cabinet. This lets you determine whether a document was changed at file level. Open the document in the Web Client viewer and click on the button Check whether document has been edited. The SHA-256 algorithm is used for this function.
Enable security level "High" for this file cabinet
Before this option can be used, the security level "High" must firstly be enabled for the organization at system level in DocuWare. This is the case by default in DocuWare Cloud. Secondly, the relevant file cabinet owner must be a user with the security level "High."
The security level "High" can be enabled for a user under DocuWare Administration > User Administration. To do this, the function right User Administration is required.
Only users with security level "High" can access high-security file cabinets. Assign the high-security users to the file cabinet under Permissions. The White Paper "Security" describes the further options offered by the high security level.
Once enabled, the security level change cannot be undone.
Info for Administrators
GUID
The GUID is the identification number of the file cabinet. It is automatically assigned when the file cabinet is created and cannot be changed. The GUID can be used, for example, to integrate the file cabinet into another application via programming or URL integration (More information).
Name of the database table
DocuWare automatically assigns the name for the database table of the file cabinet. It cannot be changed. The SQL database uses this name internally.
Database connection and storage location
You select the database connection and storage location while creating a file cabinet.
Create file cabinet tables
Use this command to set up new, empty file cabinet tables in the database. This is necessary, for example, if DocuWare has to be re-installed following hardware damage. Once the new tables have been created, you can restore the index entries using the saved document headers. Document headers are XML files containing all of a document's index data, as well as other information.
Index data backup in the storage location
Metadata such as index and system entries, annotations and stamps are saved fully in the database as of DocuWare 7 and can, for example, be re-imported following hardware damage via the database backup.
The header files are automatically saved by default - in the file cabinet's storage location in an XML file with the format DocuWare Exchange DWX.