Professional Documents
Culture Documents
Base Training
Agenda
Day 1 Day 3
DocuWare Review – Clients and Administration Create email notifications
DocuWare Review – Modules Create Auto Index
DocuWare Installation Create Document Trays
DocuWare User Management
Create Connect to Outlook
DocuWare User Synchronization
Create Smart Connect (Index and Search)
Day 2
Day 4 / 5
Processing Incoming Invoices
DocuWare Forms
Planning a DocuWare File Cabinet
Workflow Manager
Create File Cabinet and Rights
Create Task Lists DocuWare Printer
2
DocuWare System Consultant
Base Training
3
Document Management with DocuWare
5
DocuWare at the Client
Supported Browsers
• Internet Explorer
• Firefox
• Chrome
Needed features
• HTML / HTML 5
• Java Script
6
DocuWare at the Client
DocuWare Desktop
Apps
• Scan
• Smart Connect
• Printer
• Import
• Edit & Send
• Connect to Outlook
• Windows Explorer Client
7
DocuWare at the Client
8
DocuWare at the Client
DocuWare Administration
Separated in
• System
• Organization
9
DocuWare at the Client
DocuWare Configuration
http://<servername>/docuware/settingsui
Needs
• Silverlight
• HTML 5
10
DocuWare at the Client
Workflow Designer
11
DocuWare in General
DocuWare at the Server
12
DocuWare at the Server
Authentication Server
Tasks
• Authentication
• License management
• Ticket mechanism
• Settings management
13
DocuWare at the Server
Content Server
Tasks
• Features of file cabinet
Documents
Search, Store, Edit, Delete
Lock document access
File cabinet rights
• Full text
Create text shots
14
DocuWare at the Server
• DocuWare Mobile
15
DocuWare at the Server
Job Server
16
DocuWare at the Server
Workflow Server
17
DocuWare at the Server
Fulltext Server
Tasks
Creates and updates full text catalogues
Search features:
• by relevance
• for phrases
Based on:
• Apache Tomcat
• Apache Lucene project
• Apache Solr
18
DocuWare at the Server
Storage
Database
location
19
DocuWare at the Server
Thumbnail Server
Task
Creates and saves document thumbnails
• In the database
Thumbnail available at
• Viewer
• Document tray
• File cabinet
20
DocuWare at the Server
Notification Server
Tasks
Event based management of
• E-Mail notifications
• Workflow Instances
Based on
• Storage
• Change index
21
DocuWare at the Server
Workflow Engine
Tasks
Access to workflow database
Save designed workflows
Manage workflow instances
22
DocuWare at the Server
Connect to Mail
Tasks
Import E-Mails directly from IMAP Servers
• Supports
Googlemail
Exchange (Web Service)
Exchange 2007, 2010, 2013
IMAP
Mails are stored as EML or PDF
23
DocuWare at the Server – TCP Ports
24
DocuWare in General
System requirements
25
DocuWare – System requirements
Operating System
26
DocuWare - System requirements
Database
27
DocuWare - System requirements
Storage
Enterprise
EMC Centera
NetApp
Professional
Jukebox
Business
File system
28
DocuWare - System requirements
Web Server
29
DocuWare in General
Client
Applications Web Client DocuWare
DocuWare Configuration Administration Workflow
Mobile Clients Designer
Windows Explorer
DocuWare Desktop
Client
HTTP
Web
Server
Platform Service, Job Server, Settings Service
TCP HTTP
.NET
TCP
Backend Content
Workflow
Server Authentication Server Workflow Thumbnail Notification
Engine
Server Full text Server Server Server
Server
Server
TCP TCP
Infrastructure
File directories User Directory Databases
Windows / Linux / Sun / EMC Centera / Active Directory / NT Domain / LDAP Microsoft SQL / Oracle / MySQL
NetApp / Jukebox
30
Scaling
31
DocuWare Server Versions
Business
• File Cabinet size – one disk with 4 GB
• No external select lists
• Almost no modules
Professional
• User synchronization
• File cabinet synchronization
Enterprise
• Two licenses for every DocuWare server
• Encrypted document storage
• Irrevocable delete
32
DSC BASE Training
DocuWare Modules
33
DocuWare Modules
Barcode recognition
• Page splitting
• Index enhancement
Native and OCR recognition
Used in
• DocuWare Printer
• DocuWare IMPORT
• DocuWare Scan
DocuWare Modules
DocuWare Printer
Virtual printer
• Creates PDF/A
• Document identification
• Text extraction
• Split print job
• Storage to file cabinet or document tray
DocuWare Control
DocuWare Modules
DocuWare Import
DocuWare Scan
Scan application
• Change document page order
Import configurations can be used
• Dynamic and fixed values
• Storage to file cabinet and document tray
Scanner interface
• TWAIN
• WIA
DocuWare Modules
Autoindex
Task Manager
E-Mail Notification
• Generates E-Mails at storage and/or change of
index data
Lists / Task lists
• Administrator creates predefined searches and
assigns them to users
Save search as list
• User creates own searches and can save them
Save search as link to desktop
DocuWare Modules
Workflow Manager
DocuWare Forms
Electronic Forms
• Web Based
• Merge Forms
• Assign to Workflow processes
DocuWare Modules
Smart Connect
DocuWare Request
DocuWare Mobile
PaperScan
Free App
Use your iPhone, iPad or Android device to scan
paper document with flat-bed quality
Organize scans and compile them into multi-page
PDFs
Push them to
• Dropbox
• Email
• Printer
• DocuWare (DocuWare Mobile license)
DocuWare Modules
DocuWare Online
Intelligent Indexing
Web-based service
• Automatically captures metadata from scanned
documents
• System learns from feedback
DocuWare Modules
Connect to Outlook
Connect to Mail
Connect to SharePoint
Search
• In SharePoint and DocuWare
Federated Location
Store
• DocuWare as Record Center
DocuWare Modules
Connect to SAP
Connect to MFP
CONNECT to
• RICOH
• OKI
• TOSHIBA
• XEROX
• SHARP
DocuWare Modules
SDK
54
Training VM
Preconfigured environment
Windows 7
• Service Pack 1
• .Net Framework 4.5
• Silverlight 5
DocuWare Setup
• DocuWare 6.9
55
Training VM
Preconfigured environment
E-Mail Client
• MS Outlook
ERP System
• Peters Invoice
56
Training VM
Sales
• Peter Sanders, Sales
• Fred Winner, Director Sales
Finance
• Peggy Jenkins, Senior Accountant
• Elizabeth Cash, Director Finance
Production
• Brian Ford, Director Production
57
DSC BASE Training
DocuWare Installation
58
Installation task
IIS
59
Installation task
60
Installation task
DocuWare
61
Installation task
DocuWare
Server Components
Client Components
62
Installation task
DocuWare
Desktop Apps
63
DSC BASE Training
User management
64
DocuWare User
Login Name
Password
Email Address
Absence
Network ID
• Used for Windows login
Rights
Functional File
rights
rights cabinet
Stamp Administrative General
DocuWare
Add field Search
Configuration
DocuWare
Change dialog Store
Administration
… … …
66
Profile
DocuWare System
System
administrator
(profile)
Organization
Functional
profile File Cabinet
File cabinet profile Index filter profile
67
DocuWare Role
Role Finance
70
Example
Peter
Company Engineering
Requirement
72
File cabinet profile - company departement
Document
File cabinet Pool
Read
Read
Read
• Groups
• Roles
• Functional profiles for
Production
Sales
Finance
Connect
• Roles and groups
• Roles and functional profiles
75
DSC BASE Training
User management
User synchronization
76
Task
Sales
Fiannce Production
DocuWare
External user directory
78
User synchronization
79
DSC BASE Training
Installation manual
80
Why use an installation manual?
81
DSC BASE Training
Installation manual
82
Why use an installation manual?
83
DSC BASE Training
Planning a DocuWare System
84
Incomming invoices
Assigned Approved
--------- Ford
Invoice
---------
Jenkins Assigned
Rejected
Enters invoice
Winner
Accounting
Think about a possible
solution with DocuWare
86
Task
Use file
87
DSC BASE Training
DocuWare Configuration
88
Task
File cabinet
Document trays
90
Task
DocuWare Import
List
Search criteria
• Document type
• Status
Task
93
Task
Further lists
AutoIndex
E-Mail Notification
96
Task
DocuWare Printer
DocuWare Control
Connect to Outlook
99
Task
Smart Connect
DocuWare Request
Intelligent Indexing
102
Task
DocuWare Mobile
Connect to Mail
105
Workflow Manager
Components
Workflow
Workflow Designer
Engine
Workflow
Tasks
Workflow Instance
Doc.-Type: Invoice in
Status: New
New
Document
107
Substitution rules
1. Peter King Paul Kennedy Brian Ford Paul Kennedy Paul Kennedy
Out of office
2. Jane Golding Peter King Paul Kennedy Peter King Peter King
108
Task
Substitution rules
110
Task
Substitution lists
If …else • Condition
End
112
Task
Workflow – Invoice in
Substitution
Status: Assign to form
rule: Rejected
New field
Finance
Assign to
substitution rule
Finance
DSC BASE Training
Further tasks
114
Task
115
Task
Index filter
117
General database information
Datafile
Database1
Logfile
SQL
Datafile
Instance 1 Database
2
Logfile
…
MS-SQL
Server Datafile
Database
SQL 1
Logfile
Instance 2
…
…
General database files
Files
121
Maintenance plan
Important options
Differential Backup
4
t9
Log
t8
Log
t7
Log
Differential Backup
3
t6
Log
t5
Log
t4
Log
Differential Backup
2
t3
Log
t2
Log
t1
Log
Full DB Backup
1
DB Creation
Backup
File1
File2
File3
Log
Time t
DSC BASE Training
Internet Information Service (IIS)
125
Internet Information Service
w3wp.exe
Pool
.NET
Process
Identity
127
Internet Information Services
https / SSL
128
Internet Information Services
•
Internet Information Services
•
Internet Information Services
•
Internet Information Services
•
https://www.surveymonkey.com/s/en2015
133
Thank you for your attention!