This module synchronizes documents and index data from DocuWare file cabinets of on-premises and Cloud systems, so that, for example, documents from different locations can be mirrored or synchronized.
File cabinet synchronization requires that all servers involved use the same version of DocuWare.
This module is only available for on-premises customers.
Use cases:
The database of several branches is compared with the central office every week. The latest documents are transferred in each case. All branches therefore have the updated forms from the central office. Conversely, new customers who have been entered in the branches are added to the central document pool.
Or you transfer documents from your on-premises system into DocuWare Cloud as a backup.
Synchronization jobs created with this module in DocuWare Configuration are not shown in DocuWare Administration. Neither does the new module support any synchronization workflows that have been created with DocuWare Administration.
Information about version management:
File cabinets with enabled version management cannot be synchronized. To move documents with their versions, please use the Transfer module.
If synchronization has been set up for two file cabinets, these file cabinets can no longer be used for version management. This also applies if the synchronization is deleted.
Prerequisites
To be able to use the Synchronization module, the user requires various rights:
"File cabinet synchronization" functional right
Users require the Configure file cabinet synchronization functional right in order to see the Synchronization module in the DocuWare Configuration. The right is assigned in the DocuWare Configuration in the User Management section.
File cabinet rights
Access to the source and target file cabinet is required to create synchronization jobs. The person executing the synchronization job needs the following file cabinet rights:
Display documents
Store
Search
Delete documents
and the following field rights:
Write
Allow new entries
The file cabinet rights and field rights can be assigned in DocuWare Configuration:
File cabinet rights: File cabinets > File cabinet x > Advanced > User-defined profiles > Profile x > File cabinet > General permissions
Field rights: File cabinets > File cabinet x > Advanced > User-defined profiles > Profile x > Index fields.
Run configuration
In order for users to see, edit, and run a synchronization job in the overview, they must be assigned the appropriate rights in the Permissions tab of the job wizard.
The settings for synchronization of two file cabinets are saved in a synchronization job. You can create any number of synchronization jobs, provided you have the functional right "Synchronization" and the corresponding file cabinet rights.
All synchronization jobs for which you are authorized as a user are visible here.
A synchronization job must be enabled in order for it to be executed.
Following the execution, the user receives the status message Successful. If there are problems during synchronization, you will be notified with the "warning" message (not all documents have been synchronized) or "error" message (no documents have been synchronized). Click on the message to call up the log file with more information.
General information on the synchronization module
General
Name and Description
The name and description of the synchronization job can only be seen on the homepage of the Synchronization module.
Options
Select file cabinets
The user can select from all file cabinets for which a file cabinet profile is assigned directly to him or via a role.
Information about version management:
File cabinets with version management enabled are generally not shown for the synchronization.
If synchronization has been set up for two file cabinets, these file cabinets can no longer be used for version management. This also applies if the synchronization is deleted.
You can use all displayed file cabinets as source or target. Unlike the Synchronization workflow, the file cabinets do not have to be identified as satellite or master.
File cabinets of on-premises organizations are available as a source and target, and cloud organizations as a target for the synchronization. However, it is not possible to synchronize two file cabinets from a different system to the one on which you are logged on.
Transfer documents
In a synchronization, new documents and changes and deletions of documents and index data can be transferred.
There is a filter to limit the synchronization to certain documents. Exclude documents by time or select documents according to a particular field value.
All file cabinet fields are shown in the filter field on the left. On the right, make the entry that a document has to have in this index field so that the document is transferred.
Notes on synchronization of deleted documents, or documents that are in the virtual trash bin (from DocuWare version 7.8):
Source | Process | Target |
|---|---|---|
Document is in the trash bin. | ... synchronizing ... | Document is moved to the trash bin. |
Deleted document has been restored, but is still in the trash bin at the start of the sync in the target. | ... synchronizing ... | Deleted document is restored, but with the data from the source document. |
Deleted document was restored, but already permanently deleted in the target (no longer in the trash bin). | ... synchronizing ... | New document is created. |
Document has been permanently deleted in the source, but is still in the trash bin in the target. | ... synchronizing ... | Document remains in the trash bin. |
Assigning fields
The entry is only transferred from the index field if a field in "File cabinet x" is assigned to a field in "File cabinet y." Entries of unassigned fields are not synchronized.
Table columns are assigned automatically. The names and the type of the columns must be identical for this.
Schedule
If you want to run a job manually, select the No repeat setting in this dialog and start the job on the overview page of the module with Start once.
Or specify the time for automatic job execution. For best performance, the minimum synchronization time interval is ten minutes.
A configuration always displays the time for job execution in the time zone in which the configuration was created. If your Windows time zone is different, a list will appear and you can select your time zone. This makes it easier to customize job execution since you do not have to work out the time difference: However, the execution time is not automatically postponed.
Credentials for Automatic Job Execution
The ID of the user logged on in the system is automatically applied for execution. It's only necessary to enter credentials during configuration if the job is to be executed with the ID of another user.
The credentials have to be saved here for automatic job execution. If you enter the credentials of another user, ensure that they can access the required file cabinets and also have the permission to execute the synchronization.
The configurations continue to run after the password has been changed for the system user. The data does not have to be re-entered within the relevant configurations.
Permissions
Users can then only edit or execute a synchronization job if it is assigned to them or their role in this dialog.
Users also require the access right to the file cabinets and, in addition to that, several specific file cabinet rights. Without these rights, users can see the job on the homepage of the module, but cannot execute or edit it.