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Features
- Functions
- Functions marked with * are only available when using the ENTERPRISE Server. All other functions can be used with PROFESSIONAL and with ENTERPRISE Server.
- Capturing Documents
- Scans paper documents from business card size to E-size drawings in B&W and color
- Supports TWAIN and ISIS scanner drivers
- Standard image file formats: TIFF, JPEG
- Memory requirement per scanned letter format: approx. 50 KB (B&W)
- Add-in for MS Office for the direct storage of Word, Excel and PowerPoint documents
- Import documents from file system by drag & drop or via menu command in DocuWare
- Import any PC files with automatic or manual assignment of viewing and application program
- Monitor file folders for automatic import of files stored there
- Automatic filing of e-mail
- TIFFMAKER
- Windows printer driver for converting documents out of Windows applications into unchangeable graphic format files
- Can be used in conjunction with existing printer drivers, enabling automatic filing during normal printing or faxing
- Optional layering of scanned letterhead, invoice forms, etc.
- Direct storage in DocuWare file cabinets
- Automatic extraction of index criteria from the document
- Editing Documents
- Mark and annotate documents with overlays
- Text passages can be highlighted using a rectangle or circle containing any color selected, in either transparent or opaque mode
- Freehand writing and drawing for mouse and Tablet PC digitizer pen with adjustable line colors and thickness
- Textmarker function at the click of a button for mouse and Tablet PC digitizer pen
- Notes and text can be positioned anywhere; font, font size and color can be customized
- Five overlay levels can be defined (each may be activated and deactivated separately)
- Printing overlays are optional
- Scanned documents always remain “genuine,“ i.e., unaltered, tamper-free
- Option: merge comments with document
- Option: automatically merge overlays with document during export (graphic formats)
- Voice annotations can be attached
- Version management: check-out button with document lock-out in file cabinet
- Direct editing of documents in a file cabinet
- Extract text from graphic documents by OCR; copy to clipboard or enter in store dialog
- Barcodes: read directly from document, copy to clipboard or enter in store dialog
- Stamping Documents
- Customization of personal and public stamps, e.g. with scanned-in signature as well as stamp date, time and user ID of person signing
- Assignment of stamps to users and profiles
- Stamps with handwritten signatures for Tablet PCs; maximum security by storing biometric information
- Automatic updating of up to five selectable index entries in a document
- Customize stamps by adding form fields: input variable information when applying stamps (including using fixed and external selection lists)
- Accelerate the workflow: option to automatically close viewer after applying stamp
- Use stamps for both scanned documents and for Microsoft Office, PDF and other file formats
- Electronic Signatures
- Simple, Advanced and Qualified Electronic Signatures
- Electronic Time Stamp
- Support for mass signatures: automatic placement of signature stamps for all documents in basket, e.g. for scanned documents; optional quality control by displaying every X document
- Signature is added by placing stamp; no other user interaction necessary on DocuWare client
- Simple integration of external Time Stamp Services for creating signatures
- Custom definition of signature content (e.g. current page, current page with overlays, document, document and overlays, etc.)
- Signature types: set up requirements for using stamps; filter for certification authorities
- Signature check/verification takes place within system
- Organizing Documents in the Basket
- Electronic in-baskets temporarily hold scanned or imported documents
- Pre-sort documents by moving and copying with drag & drop
- Staple to create multi-page documents/unstapling
- Display documents as lists or thumbnails
- Choice of basket color
- Auto rotate: correct alignment of upside-down/skewed documents
- Export of documents out of a basket
- Displaying Documents
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Display computer-generated files with either DocuWare viewer or the original program, or viewer of choice
- Support for all common file formats
- Display different file formats within a logical document-ideal for archiving e-mail with attachments
Three parallel display windows
- Print directly from the display, including selected sections
- Copy selected sections to the Windows clipboard as an image or text (with integrated OCR) and paste into other applications
- Convert scanned documents into other image formats, e.g. BMP
- Browse directly within viewer to next or previous document in result list or basket
- Storing Documents
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Index words can be entered using customizable store dialogs
- Support for input using field dialogs
- Check index terms for plausibility, validation
- Over 4 billion documents per file cabinet
- Manage scanned documents, COLD data, PC files and e-mail in shared file cabinets
- Option: store files and references instead of file copies
- Option: save compressed files*
- Option: save encrypted documents by integrating AES and RSA procedures*
- Fast indexing by pre-indexing documents in a basket
- Adopt search terms from stored documents during storage process
- Select lists of previously entered terms for each database field
- Fixed select lists for certain fields to ensure single classification structure
- External select lists with classification terms provided from external files or databases
- Automatic storage of pre-indexed documents in batch mode
- Scanned letter size pages per CD: 12,000 approx. DVD: 88,000 approx.
- Finding Stored Documents
- Search using index words and with wildcards
- Check index terms for plausibility, validation
- Support for input using field dialogs
- Complex searches with relational or logical operators and by alphabetical ranges within individual fields
- Hierarchical search with Explorer display
- AND/OR searches within one field or between fields
- Select lists for each database field
- Search in one or multiple file cabinets
- Display retrieved documents along with the corresponding index words in a result list
- Dynamic linking: retrieve documents with identical index entry in a defined field directly from the result list or viewing program
- Refine hits in the result list using a nested search
- Export located documents to another file cabinet, basket, file directory or e-mail message
- Export retrieved database entries to dBASE or *.txt file
- Print, fax and send retrieved documents
- Fulltext Indexing and Searches
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Automatic fulltext indexing of a file cabinet regardless of database used
- Powerful OCR reads text from scanned documents, while an integrated text filter sorts through text and other common PC files
- Locate documents using words from document text, memo fields, COLD files
- Search with wildcards before and after a word
- Highlight located hits when displaying documents in viewer for scanned, COLD and other CI (Coded Information) documents
- Option: display hits after fulltext search with document page in the viewer
- E-mail/Fax
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Send any document or individual pages via e-mail directly from DocuWare, from basket, file cabinet or viewer
- Use MAPI-compatible mail systems (MS-Mail, Internet, etc.)
- Automatic storage of incoming and outgoing e-mail from MS Outlook using basic integrated version of ACTIVE IMPORT
- Use mail attributes such as sender, recipient, date, subject as index criteria or index words in file cabinet
- Automatically assign index criteria of filed e-mail using a matchcode, e.g. an e-mail address
- Send faxes directly from DocuWare using normal Windows fax programs
- Usability
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Size and position of main DocuWare window, icon bars, viewer, baskets, result lists and search/store menu can be customized and adjusted for different monitor resolutions
- Column width, icon bar and buttons in result list can be customized
- Search/store dialog and result list can be customized for individual users or groups
- Maximum reading clarity due to interpolation procedure for optimizing display
- Comprehensive context-sensitive help in both the DocuWare client as well as DocuWare Administration
- System and File Cabinet Administration
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Access to DocuWare system optionally via Intranet or Internet, communication using standard protocols (TCP/IP)
- User authorization via login name and password of user or Single Sign-On
- DocuWare Administration: transparency using a directory tree, all configurations within one program
- System, organization and file cabinet administration all handled with DocuWare Administration
- Control accessible functions for users via rights: settings options for which users have no rights are not displayed
- Client capability: multiple organizations possible per system*
- Simultaneous access to file cabinets from two different systems, e.g. network installation and mobile workstation
- Option: irrevocable document deletion*
- DocuWare Servers
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Authentication Server: manages licenses and users, granting of user access to features and documents, manages all settings
- Content Server: manages documents, access control to files and index data
- Workflow Server: manages and controls batch processes and workflows
- SAP HTTP Server: stores documents from SAP in DocuWare
- Load balancing: automatic load balancing when accessing file cabinets*
- System Administration
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Management of the overall DocuWare system and its integration in the IT environment and connection to external service providers
- Storage paths: central administration independent of physical medium
- Connections and authorizations (databases and files): administered centrally at system level, all can be integrated via databases tested by DocuWare (MS-SQL, Oracle, MySQL)
- Administration of DocuWare Servers: Authentication Server, Content Server, Workflow Server, SAP HTTP Server
- Performance and scalability: use of multiple Content Servers on different physical machines (volume), use of multiple databases: file cabinets can be distributed across multiple databases on different physical machines (volume), no restrictions in terms of database program (different databases allowed within the same system)
- Organization Administration
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Management of user organization, licenses, feature rights, users, stamps and select lists
Static select lists: one-time read of data from external systems (databases, text files) or one-time entry of data
- External select lists: dynamic queries of external systems generate select lists (e.g. ERP systems, databases)
- Assignment of select lists to index fields and menus in file cabinet administration
- Management of display, editing programs including setting parameters for opening etc.
- Definition of validation configurations using program libraries
- Central setup of baskets for clients or one basket on network for multiple clients
- Rights Administration
- Central administration of users and rights in DocuWare Administration
- Function rights: access to individual menu functions, stamps, select lists and templates; definition at organization level
- File cabinet rights: access rights to documents in file cabinets, definition at file cabinet level
- Profiles: grouping of functional rights into function profiles and file cabinet rights to file cabinet profiles
- Roles: combination of function profiles and file cabinet profiles according to task
- Predefined roles: System Administrator, Organization Administrator and File Cabinet Owner
- System administrator: administers the overall DocuWare system
- Organization administrator: administers organizational settings, e.g. user and rights management
- File cabinet owner: administers the structure of rights within “his/her“ file cabinet
- User Administration
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Optional structuring of users into groups
- Direct assignment of individual rights, profiles and roles to different users
- Assignment of roles to groups
- Easy user and group administration: integration and running synchronization of users and groups in external Directory Services with those of a DocuWare system, support for LDAP and Active Directory Services
- File Cabinet Structure and Rights Administration
- Option: implementation of a hierarchical file cabinet structure (tree view)
- Specify criteria to link a displayed document to associated documents
- File cabinet identification using globally unique ID
- File cabinet name: up to 64 characters in length
- File cabinets on hard disk, CD, DVD, WORM in manual or jukebox system, Content Addressed Storage (CAS), e.g. EMC Centera*, Storage Area Network (SAN), NetApp Storage Solutions*, RAID systems; hierarchical storage management
- Organization of storage into logical disks, userdefined capacity restrictions, e.g. on CD/DVD
- Up to 999,999 logical DocuWare disks per file cabinet
- Document management via integrated or external databases
- Select database types for each file cabinet individually and combine in any configuration within a DocuWare system
- Automatically generate log fields for each file cabinet: user name and date, time of storage, of last change and of last access
- Number of database fields (text, numeric, date) per file cabinet: max. 50
- Text fields: length 1-255, any size within is possible
- Maximum length of numeric fields depends on database type selected
- GMT as internal time format for all date and time information
- 8 keyword fields per file cabinet, each with up to 64 entries (maximum keyword length: 20 characters)
Assignment of select lists to index fields and dialogs
- Detailed rights definition (e.g. display, edit, delete, change) for each file cabinet and index field and in relation to overlays
- Additional definition of field rights: field must not be empty, entry must be contained in select list, no new entries; access to search dialogs, store dialogs and result lists
- Link file cabinet rights with index entries of a document (index filter)
- Automated Document Handling
- Automatic workflows for synchronization, export, migration from/to file cabinets
- No limit in number of automatic workflows
- Managed with DocuWare Administration
- Custom set-up of filter criteria for documents
- Optional fixed login in file cabinets for workflows
- File Cabinet Synchronization
- Synchronization of central master file cabinets and decentralized satellite file cabinets
- Satellite file cabinets on laptops (important documents available locally, make changes locally) or at remote company locations (synchronization carried out at times of minimal network load)
- Different structures in master and satellite file cabinets possible, mapping of index fields
- Detailed transfer options from master file cabinet to satellite file cabinet and vice versa
- Conflict resolution configurable using option settings
- Option: start synchronization workflow from client
- Export
- Export existing file cabinets within system, selected file cabinet can be a new or existing file cabinet
- Export to another system
- Migration
- Automatically copy/move documents e.g. from hard disk to optical media within a file cabinet
Recording: optionally create a copy of the data to be recorded for later recording with any program
- Deletion
- Automatically control the life cycle of documents, including document deletion and optionally, database entries
- Logging and Monitoring
- Default logging of all changes in system, all runtime changes in documents as well as all workflows
- Specification of changes/activities to log by system administrator, organization administrator, file cabinet owner, according to level
- Case-by-case definition of content of logging entries
- Definition of logging configuration based on access rights
- Option: filter logging information, e.g. entries in a special database field or log the activities of a particular user
- Logging destinations: database, XML file, text file
- Alarm feature: additional output options for critical errors, such as e-mail
- Copyright Protection
- Scanned documents in database show as “copyright protected“
- No simultaneous access to copyright protected documents
- Controlled printing of protected documents to individual pages
- Security
- Double data retention: additional storage of database entries in document file(s) as XML header file(s)
- Option: encrypt documents and headers by linking to AED and RSA procedures*
- Restore corrupt databases using information stored in XML header files
- Option: encrypted communication, communication between client and server using Windows mechanisms
- Option: server inter-communication via SSL
- Log on using DocuWare or Windows login (Single Sign-On)
- Transactions: system always protects data integrity, document changes and storage transactions, both for index data and for document
- Access to documents only possible via Content Server, no direct user access to document directories
- Access to database only possible via Content Server, setting up database clients or ODBC clients on client-side not necessary
- Option: high security level for file cabinet and users; only users with high security level authorization (no Single Sign-On) can access a file cabinet with a high security level*
If you would like to find out further information, please contact us. |
