The basic principle of DocuWare is based on the normal office environment and
its established procedures. Documents initially arrive in electronic baskets that
mimic the in-box on your desk, and you work with them as you normally would--sort
documents in your basket, staple or clip them together, or add notes, comments,
signatures and stamps.
From the baskets the documents are stored in digital file cabinets, forming the
document pool. You can decide how many file cabinets you’d like, or how they are
organized, whatever makes sense for your company. DocuWare’s powerful indexing
features make sure all document types are filed away in the right place.
Letters, invoices, reports, drawings, notes and other printed or handwritten documents
can be imported using almost any type of scanner. DocuWare integrates a wide range
of convenient control features from simple workstation devices to high-performance
scanners. Similarly, network scanners and multifunction copiers can be integrated
directly in the DocuWare system without the need for additional software.
Once scanned, documents are held in the DocuWare baskets for further processing
or for storing in the file cabinets. One option uses an add-on module to extract
data directly from documents by OCR (text recognition) or barcode recognition
during the scanning process. Then, using this extracted data, the documents are
automatically categorized, indexed and stored in a file cabinet.
MS Office, CAD, and more
DocuWare offers several ways to import files. Drag and drop them into DocuWare
baskets or use the Import menu. DocuWare can monitor any folder in the file system
to automatically import large volumes of files into baskets or file cabinets.
The DocuWare Client is available in a browser for storing and processing documents.
DocuWare also offers an alternative, convenient method of working through direct
integration in Windows Explorer. With the Windows Explorer Client, a DocuWare
folder appears within the Microsoft file system. This folder contains the file
cabinets. Documents or even entire Explorer directories can be stored from within
Windows Explorer using drag and drop, with each file being indexed automatically,
or store documents directly from any Windows application with the “Save As” command.
File information such as file size, extension, or the last change date can be
used for categorization and indexing. You can choose to store files automatically
or manually with supplemental information. Or, you can easily add custom storage
features with the DocuWare Software Developer Kit (SDK).
DocuWare imports files in their original format, and displays them either with
the integrated DocuWare universal viewer or with the original application program
that created them.
File while you print
Choose DocuWare Printer from any application’s print dialog box, and an exact
replica of the document is generated from the print data stream and stored in
the DocuWare file cabinet as the document is printed. In the case of documents
that follow a standard format, such as outgoing invoices, proposals, quotes or
reports, index words are extracted directly from the document and stored with
the documents automatically.
Mass documents and legacy data
DocuWare can be integrated into any business solution by means of universal functions
and interfaces. Documents created in-house such as invoices, reports, and other
lists are archived by DocuWare automatically. DocuWare imports the Windows operating
system’s print data stream using the standard feature, DocuWare Printer. The print
data is stored as individual documents, categorized, indexed and stored in the
file cabinet. Optionally, DocuWare can also overlay forms and letterheads. This
allows the ability, if needed, to combine print data into exact replicas of the
Legacy data, or data that must be retained for legal reasons, can be imported
by DocuWare automatically. If the data is needed at a later date by the original
system or an analysis tool, DocuWare exports it in its original format along with
the original file name.
The documentation of business processes also includes email. DocuWare can import
and store email from Microsoft Outlook, Exchange, and IMAP email providers such
as Gmail,* either automatically or with confirmation or correction by the user.
Email can be organized in combination with other kinds of documents on the same
subject and by the same criteria. DocuWare uses the sender, recipient, date, subject
and other mail information for automatic indexing, and even pulls company and
personal information from address books and other databases.