White Paper Integration

DocuWare Version 7.9

Copyright DocuWare GmbH September 2023

Copyright © 2023 DocuWare GmbH
All rights reserved
The software contains proprietary DocuWare information. It is provided under a license
agreement containing restrictions on use and disclosure and is also protected by
copyright law. Reverse engineering of the software is prohibited.
Due to continued product development this information may change without notice. The
information and intellectual property contained herein is confidential between DocuWare
GmbH and the client and remains the exclusive property of DocuWare. If you find any
problems in the documentation, please report them to us in writing. DocuWare does not
warranty that this document is error-free.
No part of this publication may be reproduced, stored in a retrieval system, or transmitted
in any form or by any means, electronic, mechanical, photocopying, recording or
otherwise without the prior written permission of DocuWare.
This document was created using AuthorIT™.

Disclaimer
The content of this guide is furnished for informational use only, is subject to change
without notice, and should not be construed as a commitment by DocuWare GmbH.
DocuWare GmbH assumes no responsibility or liability for any errors or inaccuracies that
may appear in the informational content contained in this guide.

Gender Neutral Communications

DocuWare communications are gender-neutral. All past and future communications issued
by the company are inclusive of all genders, even if not explicitly stated in the wording.

DocuWare GmbH
Planegger Straße 1
82110 Germering
Germany
www.docuware.com
Contents
1. Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

2. Possibilities for integration with DocuWare. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

2.1 Importing documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
2.2 Data exchange and synchronization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2.3 Provision of file cabinet functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
2.4 Processing of archived documents in the original program. . . . . . . . . . . . . . . . . . . . . 7
2.5 Networking of processes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

3. Methods for integration with DocuWare. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

3.1 Native connectors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
3.1.1 For Windows Explorer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
3.1.2 For Microsoft Outlook. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3.1.3 For Microsoft Teams. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
3.1.4 For SAP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
3.1.5 For special third-party applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
3.2 Universal Modules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
3.2.1 Smart Connect: Integration of search and store operations. . . . . . . . . . . . . . . 12
3.2.2 Virtual printer, DocuWare Printer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
3.2.3 Autoindex: Data exchange. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
3.2.4 Indexing assistance - external select list. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
3.2.5 DocuWare Export: Exporting index data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
3.2.6 Web Services: Communication interface for applications. . . . . . . . . . . . . . . . . 14
3.2.7 Webhooks: Transferring index data as JSON. . . . . . . . . . . . . . . . . . . . . . . . . . . 14
3.2.8 Signature Service for electronic signatures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3.2.9 DocuWare Mobile App. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
3.3 Integration Platform as a Service (iPaaS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
3.4 Programming. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.4.1 URL integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.4.2 Software Development KIT (Platform Service). . . . . . . . . . . . . . . . . . . . . . . . . . . 17
3.4.3 Validation of index entries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

4. Embedding DocuWare systems in existing IT infrastructure. . . . . . . . . . . . . . . . . . 19

5. Table: Integration with DocuWare. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

3
 Introduction

1 Introduction
Data and documents are already structured in business applications. However, if several
different programs are used, for example for office management, accounting or personnel
administration, this can lead to different data stocks in the company or to the formation of
information silos. Cloud systems in particular are often isolated and not initially designed
to communicate with each other.
By connecting existing applications to a central document management system like
DocuWare, data and documents can be accessed across the enterprise in different
contexts and combined into workflows.
Thanks to its web-based, open architecture, DocuWare offers numerous connection points
and interfaces for integration with almost any IT system.
The types of integration and data exchange that are generally possible are described in
Chapter 2. Chapter 3 goes into the technical background of DocuWare connectors and
modules for integration and shows the possibilities of programming and Integration
Platform as a Service. Finally, the prerequisites for using DocuWare in the IT system are
explained, and the chapter concludes with a tabular overview of the integration options.
The Integration white paper is geared to the technical staff of a prospect as well as
customers, consulting firms and sales partners. Basic technical knowledge of the structure
of software applications - ideally of document management systems - is all that’s required.

4
 Possibilities for integration with DocuWare

2 Possibilities for integration with DocuWare

DocuWare extends an existing IT landscape with resources such as data and documents
that can be made available and synchronized centrally in a file cabinet. Documents and
data also form the basis for company-wide processes that can be implemented
automatically with DocuWare Workflows.In addition, DocuWare file cabinet functions such
as document queries, storage, viewing and editing of documents can be made available in
third-party programs.

2.1 Importing documents

Business-relevant documents are generated in the most diverse areas of companies.
DocuWare offers the following import options for archiving documents centrally:
• From Windows Explorer: Archived documents are displayed in Windows Explorer in a
folder structure. To archive and index one or more new documents or even multiple
folders from Windows Explorer, all you need to do is drag them to a DocuWare folder
(page 8).
• From network folders or local folders: Documents arriving in the folders are
automatically loaded into DocuWare document trays or file cabinets and processed
based on a previously defined configuration. For example, documents can be
indexed automatically or used to trigger workflows.
• From multifunction devices: Digitized documents stored in a network folder by
copiers and scanners can be imported by DocuWare into a document tray or directly
into a file cabinet.
• From desktop scanners: DocuWare Desktop Apps access the TWAIN or WIA driver
with the DocuWare Scan feature and control the scan with settings for contrast,
resolution, and alignment, among others. In a second step, DocuWare imports
scanned documents into a document tray or file cabinet.
• From any software: With the DocuWare Printer (page 12) virtual printer, documents
are saved as PDFs in DocuWare via the print command. A stored configuration
controls in which document tray or file cabinet the documents are filed and with which
indexing.
• From mail systems: DocuWare imports emails – automatically if desired – into a
document tray or into the file cabinet. Connection to an IMAP or Exchange server is
set up once centrally. All users in an organization can access these connections to
archive emails from their mailboxes in DocuWare. Import, email indexing, and
authorizations are configured using the Connect to Mail module. A native connector
(page 9) is available specifically for emails from Outlook, enabling storage,
indexing, and search directly from Outlook.
• From a smartphone: In the DocuWare mobile app (page 15), documents or photos
from other apps can be stored in a DocuWare document tray or file cabinet, among
other functions.

5
 Possibilities for integration with DocuWare

2.2 Data exchange and synchronization

Within DocuWare, metadata such as document index information, forms the basis for
search queries and control of workflows, among other things. Index information can also
be just as important in other enterprise applications. In order to reconcile the data stock
across the company, DocuWare writes index information to the data records of external
data sources.
Conversely, DocuWare can retrieve information from external data sources thus enriching
the data records in DocuWare. Even large volumes of documents can be indexed quickly.
Access to a wide variety of data sources is possible, such as a database or limited database
view, a DocuWare file cabinet, or a simple CSV file.
This is possible, for example, with the DocuWare Autoindex (page 13) module or with
DocuWare iPaaS Connectors (page 16).

2.3 Provision of file cabinet functions

Once imported, documents archived in DocuWare are accessible to all authorized
employees. The DocuWare Client is available for accessing documents with numerous file
cabinet functions, including searching, storing, and viewing documents.
The DocuWare Client is browser-based and can be embedded in third-party applications
via its web address. In this case, employees use the documents in a DocuWare file cabinet
without leaving their familiar working environment. Individual elements of the Web Client
can also be integrated into a third-party application via URL. With a viewer integration, for
example, the matching document from the file cabinet is displayed, or a link leads to a
DocuWare result list that can be opened directly from the third-party application. This is
described in the URL Integration (page 17) chapter.
Even more deeply interlocked are integrations that incorporate a file cabinet search into
the foreign interface, so that the DocuWare elements do not differ from the familiar
program. With this type of integration, for example, a button is displayed in the CRM or
ERP that opens a new window with all contextual documents: Invoices, orders (outgoing
orders), contracts, resumes, job applications, and more. This is possible with Smart
Connect (page 12) as well as via a programmed interface (page 17).

6
 Possibilities for integration with DocuWare

2.4 Processing of archived documents in the original

program
Documents in a file cabinet can be opened directly from the file cabinet in the original
program. After editing, the document is uploaded back to DocuWare when saved. During
modification it is locked for access by others.
Documents from Microsoft Office can also be edited simultaneously by several colleagues
in DocuWare Cloud. For this purpose, the function Edit in Office for the Web is available in
the DocuWare Client. Edit your Microsoft Office documents located in DocuWare Cloud—
Word, Excel, and, Power Point—online in Office for the web. The archived document can
only be accessed via DocuWare and cannot be shared via the usual Office Online
functions, so the access rights assigned in DocuWare are also respected.

2.5 Networking of processes

Many areas in the company such as sales, human resources, or finance require a reliable
interchange of information between colleagues. DocuWare sorts, distributes, and links
information to control decision-making processes with workflows.
DocuWare workflows are based on documents whose index data triggers certain actions.
By exchanging index data and records with other applications, DocuWare can trigger
processes not only within DocuWare, but also across the enterprise.
Examples:
• DocuWare regularly notifies the financial accounting system as soon as an invoice has
been checked and the document status changes to "Released." The financial
accounting system synchronizes the document status and forwards the invoice for
payment.
• For a project, a new presentation is stored in the file cabinet and a notification is sent
to the shared Microsoft Teams channel so that all relevant employees are informed
without delay.
• In order to sign documents electronically, the DocuWare Signature Service (page 15)
integrates external trust service providers into a DocuWare Workflow. In a freely
selectable workflow step, the document is sent to the trust service provider. The
person whose signature is required (internal or external) receives a message. As soon
as the document is signed, it is forwarded in the workflow.

7
 Methods for integration with DocuWare

3 Methods for integration with DocuWare

Three general methods can be distinguished for providing file cabinet functions and
enabling data exchange and networked processes.
Native connectors connect DocuWare to a certain third-party application and enhance it
with numerous document management features.
Universal modules are DocuWare components that offer integration options for multiple
programs and can be configured within DocuWare.
Integration Platform as a Service (iPaaS): DocuWare connects to other cloud applications
via iPaaS connectors. Data and documents can be exchanged code-free via corresponding
platforms and combined into automated workflows.
Programming can also be used to integrate individual DocuWare resources or create
individual programs that provide comprehensive DocuWare functionality in any third-party
applications.

3.1 Native connectors

Native connectors provided by DocuWare are tailored to the respective application and
also adapt in appearance. They can only be used with this one application.

3.1.1 For Windows Explorer

The DocuWare Windows Explorer Client integrates DocuWare into the Windows Explorer
folder structure. DocuWare is visible in the Windows folder structure with its own node,
including DocuWare document trays and file cabinets. The folder structure within the file
cabinets is based on the index fields and the index entries. When storing in Windows
Explorer Client, the new document is assigned the folder name as index words. For a file
cabinet to be displayed in Windows Explorer, a folder structure in the file cabinet
configuration is required.
Programs installed under Windows such as Microsoft applications can also be accessed
using the file cabinet structure shown in Windows Explorer. With "Save as..." in Microsoft
Word or Excel, the desired file cabinets and folders can be selected in Windows as the
user is accustomed to doing. New documents are therefore archived in DocuWare. The
names of the folders and subfolders are assigned as index words. Accordingly, access to
already archived documents is possible via the 'open file' functionality of the third-party
applications.
• Installation: via DocuWare Desktop Apps on individual client computers
• Module license: not required
• More information on Windows Explorer Client

8
 Methods for integration with DocuWare

3.1.2 For Microsoft Outlook

DocuWare Connect to Outlook is an add-in that uses the interface MAPI (Messaging
Application Programming Interface) for search and research operations in DocuWare from
Microsoft Outlook by granting access to emails and inboxes, for example. DocuWare is
integrated into the "Start" menu bar in Outlook and also has its own menu bar. Emails can
also be stored in DocuWare via the context menu of emails or a quick search for filed
documents can be used.
With quick search, the user can perform a search in DocuWare from a selected email. It
uses a previously defined configuration that contains the search criteria. For example, at
the touch of a button, all archived documents from a specific period relating to a contact
can be displayed for an email, including emails that the contact has sent to a colleague.
The emails found are displayed in a DocuWare result list result list in Outlook.
For storage, the email is marked and the corresponding configuration selected in the
additional DocuWare menu bar. Such a configuration specifies, among other things, in
which file cabinet the email is to be saved and with which data is to be used for indexing.
In addition to fixed values, email metadata and even content from attached PDF
documents can be selected.
• Installation: via DocuWare Desktop Apps on individual client computers
• Module license: DocuWare Connect to Outlook is included in the feature set of
DocuWare Cloud. A module license is available for customers of locally installed
DocuWare solutions with PROFESSIONAL or ENTERPRISE Server.
• More information on Connect to Outlook

3.1.3 For Microsoft Teams

DocuWare Connect to Teams is composed of the DocuWare app for Microsoft Teams and
a sharing feature in DocuWare Client.
With the app, the DocuWare functions Store in file cabinet and Store in document tray are
available in a Microsoft Teams chat or channel. When storing in a file cabinet, the
DocuWare store dialog also opens directly in Microsoft Teams—including the usual tools
such as One Click Indexing. After archiving, DocuWare users can access the files from
Microsoft Teams at any time—provided they have the right permission to read, edit, or
forward them. Once indexed, the documents can also be integrated into business
workflows.
Conversely, it is possible to post links from DocuWare to archived documents in Microsoft
Teams. Documents shared by link remain protected in Microsoft Teams by the permissions
defined in DocuWare. The sharing function is accessed either from the context menu of a
document in a result list or via the sharing tool in the DocuWare Viewer.

9
 Methods for integration with DocuWare

• Installation: The app is available to users in the Apps section of Teams, the Microsoft
Store. After the installation in the Microsoft organization, the app is connected to the
DocuWare organization during the first use. To do this, the DocuWare Cloud URL must
be entered. This URL is the same for the entire Microsoft organization. To post
archived documents from DocuWare to chats and channels, you only need to activate
the sharing function for Microsoft Teams once in the organization settings of the
DocuWare Configuration.
• Module license: Connect to Teams is included in all DocuWare Cloud license
packages. For on-premises DocuWare systems, the additional Connect to Teams
module (subject to license) is required.
• More information on Connect to Teams

3.1.4 For SAP

Two modules are available in SAP for integration of DocuWare:
• DocuWare Cloud Connect to SAP connects a DocuWare Cloud organization to an SAP
ECC 6.0 or S/4HANA system.
• DocuWare Cloud Connect to SAP version 2 connects a locally installed DocuWare
system to an SAP ECC 6.0 or S/4HANA system.
DocuWare's connector module is used as a content server in the SAP Knowledge Provider
Management Service. Communication between SAP and DocuWare takes place via SAP's
ArchiveLink interface.

From SAP, documents are stored in DocuWare or requested for display. For example, an
invoice can be displayed for an SAP posting record. The assignment is made via a unique
value such as a barcode or the SAP DocID. Content repositories in SAP can be specifically
linked to individual file cabinets in DocuWare, so that storage can be made in any file
cabinet in DocuWare.

10
 Methods for integration with DocuWare

DocuWare supports various SAP storing scenarios such as early and late storing. In early
storing, an invoice is first archived in DocuWare and then posted in SAP. The reverse is true
for late storing: The invoice is first entered in SAP and then stored in DocuWare.
DocuWare Connect to SAP can be supplemented with modules from Varelmann
Beratungsgesellschaft mbH.
Document Indexing: Indexing of documents in DocuWare with master and transaction
data from SAP
Document Link: Linking documents without barcodes to SAP documents, starting
workflows in SAP
Document Viewer: Display of documents archived in SAP directly in DocuWare Client
Integrity Control: To check whether all documents that are to be archived according to
SAP Customizing have actually been archived and are accessible. Assists in proving
completeness to auditors.
Simple Invoice: For easy transfer of invoice data from DocuWare to SAP: When invoices
are posted via SAP Business Workplace, index data is read from DocuWare when jumping
to the SAP standard transactions and the SAP input mask is pre-populated with this data.
The transactions FB01, FB60, FB70, MIR7, and MIRO are supported. Simple Invoice is
based on batch input technology and requires the use of the SAP GUI.
• Installation: locally with the customer, also for connection to DocuWare Cloud
• Module license: The connection can be made from DocuWare Cloud as well as from
locally installed DocuWare systems with PROFESSIONAL or ENTERPRISE Server to
SAP. Special licenses are required in each case.
• More information on Connect to SAP

3.1.5 For special third-party applications

Interfaces, created by external cooperation partners and certified by DocuWare, are
available for some special third-party applications. Those that are current are listed in the
"DocuWare Certified Products" section of the DocuWare website on integration options.

11
 Methods for integration with DocuWare

3.2 Universal Modules

Universal modules connect to (almost) any software. A large number of configurations can
be created per module and adapted to the specific requirements of each company. The
configurations can be created and edited by DocuWare administrators and users with
appropriate authorization.

3.2.1 Smart Connect: Integration of search and store operations

The DocuWare Smart Connect module reads terms from the user interface of an ERP, CRM,
or other application, uses them to search the DocuWare file cabinet and provides the
documents with matching index words. This makes it possible to view contextual
documents related to each record - contracts, employee files, orders (outgoing orders),
invoices - and much more. The documents are also displayed in the DocuWare Viewer.
The terms read from the interface can also be used as index words for documents, both for
archiving as well as for adding or modifying indices later. It is not necessary to enter index
words manually. In this way, typing errors are avoided and identical spellings of company
names etc. are ensured across different systems.
• Installation: via DocuWare Desktop Apps on individual client computers
• Module license: Smart Connect is included in the feature set of DocuWare Cloud. An
additional license is available for customers with locally installed DocuWare solutions
with PROFESSIONAL or ENTERPRISE Server.
• More information on Smart Connect

3.2.2 Virtual printer, DocuWare Printer

To archive documents from any application, DocuWare hooks into the Windows printer
manager as a printer driver. An image corresponding to the printout is created from the
printing data flow. The document is stored in the PDF/A long-term archiving format.
Expressed in simple terms, the document is indexed and saved in the file cabinet with the
print command.
The user specifies any further processing of the new documents in a configuration. This
can be used to split documents automatically after a certain number of pages, for
example, or to create templates such as company letterheads. Moreover, DocuWare can
adopt the document type and central terms such as index data for systematic storage.
Documents can be controlled directly from the application using DocuWare Printer with
the "DocuWare Control" font. To do this, invisible text commands are written on
documents or document templates. The commands are run if the document concerned is
imported into DocuWare. The user can select a complete printer configuration to be run
for the relevant documents by text command. Alternatively, individual commands can be
applied according to DocuWare Printer functionalities.

12
 Methods for integration with DocuWare

• Installation: via DocuWare Desktop Apps on individual client computers

• Module license: Not required, only depending on options within the document
processing configuration, customers with locally installed DocuWare systems need
DocuWare Import.
• More information on DocuWare Printer

3.2.3 Autoindex: Data exchange

The Autoindex module retrieves index information from an external data source and
enriches the records in DocuWare with this data. Conversely, DocuWare data can be used
to populate the records of another system.
The data records are assigned based on a match code that must appear as an index word
such as the document number in both the external data source and the DocuWare file
cabinet.
The process is as follows: A new document is stored in DocuWare with the document
number as the index word. The Autoindex run starts, DocuWare searches the data source
and finds the matching record based on the document number. From this, further
information such as company, amount, and date are transferred to the DocuWare file
cabinet as index words.
It is possible to communicate with any databases such as Microsoft SQL, MySQL, Oracle,
and others via OBDC. When accessing databases, SQL commands can be used to access
the tables. In addition, Autoindex also supports DocuWare file cabinets as databases and
text files with fixed field lengths or field delimiters, e.g. in CSV format.
• Installation: not required separately
• Module license: Autoindex is included in the feature set of DocuWare Cloud. An
additional license is available for customers with locally installed DocuWare solutions
with PROFESSIONAL or ENTERPRISE Server.
• More information on Autoindex

3.2.4 Indexing assistance - external select list

Select lists help to enter values in search and store dialogs fields as well as in forms. The
select list is assigned to a field from which the user takes content - such as customer names
from the CRM. This is faster than manual typing, avoids incorrect spellings, and guarantees
consistent spellings across multiple systems.
DocuWare can populate the select lists from external sources, for example from an SQL
table or from a simple text file. Data is integrated using a database or file connection.
DocuWare stores the external select list permanently or dynamically. A fixed select list is
saved internally. The advantage is quick access, the disadvantage is that it is not
automatically updated. In contrast, this is the case with the dynamic select list - DocuWare
accesses the external data source anew each time.
• Installation: not required separately
• Module license: not required
• More information on select lists

13
 Methods for integration with DocuWare

3.2.5 DocuWare Export: Exporting index data

DocuWare Export exports document index data from DocuWare as a CSV file. In this way,
index data from invoices is transferred to ERP and accounting systems, for example. Any
accounting and ERP system capable of accepting a CSV file as input can utilize the data
export.
Configurations are used to specify which index data is to be included in the CSV file. In
addition, settings for file encoding and CSV file structure can be made according to the
requirements of the target system.
• Installation: via DocuWare Desktop Apps on individual client computers
• Module license: DocuWare Export is included in the feature set of DocuWare Cloud.
An additional license is available for customers with locally installed DocuWare
solutions with PROFESSIONAL or ENTERPRISE Server.
• More information on DocuWare Export

3.2.6 Web Services: Communication interface for applications

DocuWare can exchange data with third-party applications based on web services. The
web service acts as an interface via which the systems or applications communicate with
each other: A client sends a request to a server, triggering an action at the server. Then the
server sends a response back to the client.
This allows information to be created, updated, or deleted. Conversely, data from other
programs such as FiBu or CRM can be used in DocuWare.
DocuWare integrates REST and SOAP type web services. The web services are thus
available throughout the organization for workflows, webhooks, (page 14) and for
validation of index data (page 18) among other things.
• Installation: not required separately
• Module license: not required
• More information on Web Services

3.2.7 Webhooks: Transferring index data as JSON

With webhooks, index data can be transmitted to another application as JSON. The
communication takes place via a URL, which is integrated via a web service (page 14).
DocuWare sends a notification as a POST request to the URL when certain documents are
newly stored in a file cabinet or associated index entries are modified. The third-party
application monitors the URL and thus receives the message.
The index data for specified documents can be included in the content of the message.
Other applications in the company can synchronize their data stock or trigger specific
actions and workflows.
• Installation: not required separately
• Module license: not required
• More information on Webhooks

14
 Methods for integration with DocuWare

3.2.8 Signature Service for electronic signatures

To sign documents, DocuWare integrates external signature service providers. The
interface is the "DocuWare Signature Service" web service, which is integrated into
DocuWare workflows as a so-called activity.
This allows documents in a workflow to be transmitted to an external signature service
provider. The identity of the signatory is verified and the signed document is returned to
DocuWare with the signature certificate.
DocuWare cooperates with Validated ID and DocuSign as external signature service
providers offering multiple authentication options and numerous signature application
functions, such as multi-signature, seal, biometric signature, or automatic reminder for
signing.
• Table for licensing
• More information is available in the White Paper Electronic Signatures with DocuWare

3.2.9 DocuWare Mobile App

The DocuWare app can be downloaded from the Apple AppStore for iOS and from the
Google Play Store for Android. The DocuWare app also allows users to archive
documents, edit workflow tasks, view and share archived documents, and use many other
DocuWare features on their smartphones. The app integrates colleagues into DocuWare
processes on the go.
• Installation: on smartphone
• License: DocuWare Mobile is included in the feature set of DocuWare Cloud. An
additional license is available for customers with locally installed DocuWare solutions
with PROFESSIONAL or ENTERPRISE Server. The app itself is free of charge.
• More information on the DocuWare mobile app

15
 Methods for integration with DocuWare

3.3 Integration Platform as a Service (iPaaS)

Cloud systems are usually effectively compartmentalized for security reasons, which
presents a particular challenge for integrations. Automatic data exchange and other
connections that require system access are only possible with complex programming and
company's own IT infrastructure.
To conveniently enable data exchange and automated workflows of cloud applications,
automation platforms provide "Integration Platform as a Service" (iPaaS). This allows cloud
applications and services to connect by means of universal connectors..
Coding is not necessary. Integration takes place - depending on the provider - with the
help of a clickable interface. There is also no need to regularly update individually
programmed interfaces, since individual providers maintain their connectors on the iPaaS
platforms.
DocuWare has developed its own connector for integrating cloud applications on the
Make platform, which provides a feature set for exchanging data with other cloud
applications. These include downloading files and documents, deleting, storing in
DocuWare file cabinets and setting stamps.
Other iPaaS platforms such as webmethods.io and elastic.io also offer connectors for
DocuWare - where integrations with locally installed applications are also possible
Data that is integrated into workflows via iPaaS platforms is protected. At Make, for
example, with one AWS data center each in Germany and the U.S., both the European and
U.S. data protection space is covered. More details can be found on the platforms of the
iPaaS providers.
• Installation: not required
• Module license: not required, transactions settled with each platform provider
• More information on DocuWare iPaaS Connectors

16
 Methods for integration with DocuWare

3.4 Programming
It is possible to integrate DocuWare resources into a wide array of environments and
applications using programming.

3.4.1 URL integration

Thanks to its web-based architecture, elements of DocuWare can be addressed specifically
via a URL and integrated into other applications using the modular principle. Document
trays, documents, result lists, and more are loaded within the third-party application using
DocuWare's user interface. For such URL integration purposes, the standard URL for
DocuWare is extended to include more parameters. Task Manager list, document tray,
result list, document, download, version history, or search dialog are all available as
integration types.
• Installation: not required separately
• Module license: not required
• More information on URL integration

3.4.2 Software Development KIT (Platform Service)

Software solutions for customer-specific tasks are often created on different platforms
using different programming languages. DocuWare's Platform Service provides a central
programming interface for all development environments.
Resources such as DocuWare file cabinets, task lists, or search queries can be used on a
platform-independent basis via XML or JSON in the program code of a third-party
application. The task list can be integrated into whatever financial accounting software the
customer uses.
All resources also available to the Web Client can be controlled and retrieved. In contrast
to URL integration, however, the resource is called up without integration in the Web
Client components. It may also necessary to develop the user interface yourself.

17
 Methods for integration with DocuWare

Resources are embedded through XML or JSON into the third-party application and
transferred via HTTP.
The basis for this is the REST-based platform service architecture. One of the principles of
REST is that all resources have a URL. This means that data can be retrieved independently
of the device used – as long as it's HTTP-compatible – and regardless of the operating
system.
• Installation: not required
• Module license: not required
• More information on Platform Service
• More resources on DocuWare Developer Documentation

3.4.3 Validation of index entries

DocuWare offers the option of integrating validation services as a web service (page 14)
and, for example, checking the entered index values for plausibility during document
storage. This ensures uniform data stocks in the company.
Whenever an index entry is written or updated, the system calls up the customer-specific
validation service and checks the entries. For example, a check against the CRM system
can determine whether the customer number entered matches the customer name. The
user then has the opportunity to correct their entries.
• Installation: not required separately
• Module license: not required
• More information on Validation of Index Entries

18
 Embedding DocuWare systems in existing IT infrastructure

4 Embedding DocuWare systems in existing IT

infrastructure
The requirements for embedding DocuWare in an existing IT landscape vary depending
on the DocuWare solution used.

DocuWare Cloud
The DocuWare Cloud infrastructure is hosted on Microsoft Azure. Relevant in terms of
system requirements for customers is therefore only the client-side access, the
corresponding requirements for operating system and browser are listed here. In principle
documents can be accessed from any supported browser and on any operating system –
including Linux and MacOS. In non-Microsoft environments, it is possible to use DocuWare
Cloud, but some features are limited. The DocuWare Desktop Apps can only be installed
on Windows and on Linux, for example, no documents can be sent directly from the
DocuWare Client.
For the possibilities of integrations of external user directories and identity providers, see
below. More information on the technical features is available in the DocuWare Cloud
White Paper.

DocuWare as On-premises solution

Operating systems
The DocuWare servers are implemented based on Microsoft architecture. However,
DocuWare can be integrated with infrastructures based on other technical architectures,
so that DocuWare file cabinets can also be used as a "black box" in Linux and other non-
Microsoft environments.
Detailed information on this indicating the components and technologies used by
DocuWare and how these interact, can be found in the White Paper on-premises.
Database systems
DocuWare requires a relational database to store its own settings as well as for index data.
This can be a dedicated database system for DocuWare only. However, many companies
already have a central database system which will also have to be used by DocuWare. One
easy method of integrating DocuWare is with the Microsoft SQL Server. In addition MySQL
is supported for the DocuWare servers. Further databases can be accessed via an ODBC
connection, e.g. for queries. However, it is not possible to store documents in the file
cabinet via ODBC.
Storage systems
DocuWare supports a broad spectrum of storage media for storing documents. This
includes local hard disks, as well as (virtual) network storage media, and external storage
systems. Which media actually come into use depends on the volume of the documents to
be stored and requirements concerning access and safeguarding. Read more about
storage systems in the on-premises white paper in the chapter Storage Locations.
System Requirements
The current system requirements for DocuWare as an on-premises solution are listed here.

19
 Embedding DocuWare systems in existing IT infrastructure

DocuWare Cloud as an on-premises solution

External user directories
Users and groups that exist in external directories do not have to be additionally created
manually in DocuWare. This significantly facilitates user management, especially for larger
DocuWare systems. Integration ensures that users and groups in the domain and in
DocuWare are automatically consistent.
To create or update DocuWare users, the User Synchronization desktop app connects to
Microsoft Active Directory (LDAP) or Microsoft Azure Active Directory (Microsoft Graph).
The app is available for both DocuWare Cloud and on-premises systems.
Identity Provider
External Identity Providers are integrated into DocuWare Cloud or into a locally installed
DocuWare system via the "DocuWare Identity Service". This web service enables single
sign-on in DocuWare: The credentials from one single account are used for all DocuWare
applications: for the Web Client, the Desktop Apps, in configuration and administration, as
well as for user synchronization.
DocuWare can connect to identity providers that support Open ID Connect, for example
Microsoft Azure Active Directory, Microsoft Active Directory Federation Services (4.0) or
Okta. Enforced single sign-on is also possible with these providers. This minimizes security
risks such as password theft. Manual login using DocuWare credentials is only possible for
specially defined users or roles — for example, if local applications are to access the
DocuWare programming interface directly.

20
 Table: Integration with DocuWare

5 Table: Integration with DocuWare

Overview of IT components capable of connecting to DocuWare

Integrated Required DocuWare module Benefits

components

Device

Multifunction printers DocuWare Import Automatic import of

documents from the file
system

Scanner with TWAIN DocuWare Scan Import scanned documents

or WIA interface

Other scanners that DocuWare Import Automatic import of

store scans in the file documents from the file
system system

Smartphones with iOS DocuWare Mobile App Among others, search and
or Android store in file cabinets, display
and stamp documents,
display and edit workflow
tasks.

Software

Nearly any software, URL integration Integration of parts of the

FiBu, Office, etc. DocuWare Client into a third-
party application

Virtual printer Importing documents in PDF

format

Smart Connect Uses terms from the user

interface of a third-party
application to search for
documents in DocuWare or
for indexing.

Programming Integration of DocuWare

resources into third-party
programs

21
 Table: Integration with DocuWare

Integrated Required DocuWare module Benefits

components

Cloud applications DocuWare iPaaS Connectors Automated workflows and

data exchange between
DocuWare Cloud and other
cloud applications

Windows Explorer Windows Explorer Client Integration of document trays

and file cabinets as a folder
in Windows Explorer

Microsoft Outlook DocuWare Connect to Integration of DocuWare

Outlook functions in the Outlook
interface

Microsoft Teams DocuWare Connect to Teams Store and index files from
Microsoft Teams in
DocuWare. Sharing
documents from DocuWare
in Microsoft Teams chats.

SAP DocuWare Connect to SAP Searching and storing in

Version 2 DocuWare, data exchange
DocuWare Cloud Connect to
SAP

Email server

IMAP-compatible DocuWare Connect to Mail Automatically imports emails

servers, Exchange
Servers

Databases

MySQL, Microsoft SQL DocuWare Autoindex Database synchronization

Database connection Integration of select lists

User Management

Windows Active User Synchronization Synchronization of DocuWare

Directory, LDAP users with external user
administration

22
 Table: Integration with DocuWare

Integrated Required DocuWare module Benefits

components

Microsoft Azure Active DocuWare Identity Service Enables single sign-on and
Directory, Microsoft multi-factor authentication in
Active Directory DocuWare
Federation Services,
Okta and other
providers (Open ID
Connect)

23