Docuware What’s New Version 7.4


Headline Features

Collaborating live on MS Office documents

Live editing during the meeting: You've created and archived a roadmap in Excel for your cross-departmental project. During a status meeting, all participants enter the current status live.

Internal event list: For your corporate health and wellbeing day, you offer your employees a wide range of courses that they can sign up take. You create the list in Word, archive it, and send everyone the DocuWare link to the list with the invitation. Employees can now sign up at the same time.

Mobile collaboration: You need to make a few changes to your presentation just before an event. Make the changes in your PowerPoint presentation live with your colleague in the graphics department so the new content looks perfect.


Highlight Search

Highlight the text, press the hotkey, and the relevant document will be displayed: Searching for documents in the DocuWare file cabinet has never been easier with the new Highlight Search from Smart Connect. Once set up, it works from any application such as a CRM, accounting software, chat, or no-frills Word. You only need one configuration. Unlike Smart Search or Smart Index, Highlight Search doesn't relate to a specific application. Whatever program you're working in, simply highlight a term or a number with the mouse, press a keyboard shortcut, and all the relevant documents will be displayed.


Electronic Signatures

Advanced and qualified electronic signatures ensure the authenticity of important business documents. DocuWare has been providing its Signature Service since May 2020 in order to integrate external signature providers into a DocuWare workflow. This web service automatically transfers documents in a signing workflow to the signature provider, Highlights of the version 7 and the users also receive an automatic message notifying them when a document is available for signature. The signed document is archived with the signature certificate in DocuWare


Signing Documents with Validated ID

DocuWare has been working with the signature provider Validated ID since May 2020. There are the following three options for signing documents in a workflow:

• Remote: When a document is ready for release, the relevant user receives an email with a link to open, sign, or reject the document on the Validated ID website. This method uses multi-level authentication via an SMS code, which is sent to the user.

• Biometric: This type of signature is intended for on-site signatures. The user signs on a tablet with a pen. The tablet must be registered with Validated ID.

• Centralized: After prior authentication with Validated ID, the signer then receives a signature PIN from Validated ID. The signer uses this PIN to sign a document on the Validated ID website.


Signing documents with DocuSign

Signing works in a similar way to Validated ID: DocuSign also sends an email with a link to the document. Clicking on the link opens the document on the DocuSign website, where the user can view and sign it after authentication. The type of authentication can be specified when setting up the workflow. Possible options are, for example, authentication by access code (as with a password) as well as by SMS or telephone.


Client and desktop apps

Filtering lists by date and number ranges

The filter options for result lists and lists have been enhanced. As with text fields since version 7.3, you can now narrow down the results listed using the filter function for date fields and numeric fields. To do this, simply specify a from-to range.


Search in System fields

Use DocuWare system fields in search dialogs, result lists, and lists. Until now, filtering documents based on system data was only possible through user-defined fields populated with system data. This is no longer necessary. The following system fields are available for document query:

• Document identity
• Last modification on / Last modification by
• Saved on / Saved by
• File extension
• Document size
 • Disk number


Installation of desktop apps improvements

The DocuWare Client Setup for installing Desktop Apps has been thoroughly updated based on the latest technology and with improved user guidance. Can Set up custom installations and uninstall unnecessary apps.


Replying to archived emails in EML format

Reply directly from DocuWare to emails that have been archived as EML files. To do this, click on an email in the result list and select Reply from the context menu. This will automatically call up the email program set as default under Windows. Until now, this was only possible for email in MSG format.


Docuware supports new ZUGFeRD version

DocuWare supports version 2.1.1 of the German e-invoicing standard ZUGFeRD (PDF with embedded XML metadata), which was released in July 2020. This version also includes the XRechnung format, which DocuWare has been supporting independently of ZUGFeRD since DocuWare Version 7.2.


Authentication

New Identity service for on-premises

Single sign-on is supported with Windows NTLM as before and via Microsoft Azure Active Directory (AAD) and Microsoft Azure Directory Federation Services (ADFS). This means that you can now use secure multi-factor authentication in applications in a DocuWare onpremises system—provided you have the appropriate configuration in AAD or ADFS.


New Identity provider for Docuware Cloud

The identity service for DocuWare Cloud was introduced with DocuWare version 7.3. Since that time, cloud customers have also been able to provide their employees with secure and convenient login via single sign-on. Since June 2020, cloud customers have had access to Microsoft ADFS, another identity provider, in addition to Microsoft AAD. The identity provider is selected in DocuWare Configuration in the Organization settings area. To use Microsoft AAD or ADFS, additional settings are required, which are described in Configuration Help.


Enforcing single sign-on for secure login

Ensure that all employees log in to DocuWare using a secure single sign-on method. With enforced single sign-on, 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. Enforced single sign-on is possible with the identity providers Microsoft ADFS and AAD and is available for DocuWare Cloud and the on-premises version.


New single sign-on for URL integration

Cloud customers can now use single sign-on in integration URLs. This was previously only possible in locally installed DocuWare systems. For this purpose, the option Attempt Windows Login is replaced by Attempt Single Sign-On in the App URL Creator. The integration link authenticates the user using the identity provider as defined in the Organization settings.


Mobile app login with single sign on

Users can also log into DocuWare with their usual Office account in the smartphone app, provided that single sign-on is enabled for the organization. Enforced single sign-on (page 14) is also supported, as well as Microsoft AAD and ADFS as identity providers.


Workflows

Exporting and importing workflows

You can now export a workflow and import it into another file cabinet. The selected file cabinet can belong to your organization or be in another system. The import is possible as a new workflow or as a new version. It is essential that the source and selected file cabinets match for an import.


Prefilling table data in task

For Workflow tasks, you can now pre-fill entire tables with the table contents from documents that have already been stored. The target columns can be flexibly defined.


Editing and automatically replacing variables

You can now edit the names of variables in the variables list even if they are already used in the workflow. Until now, a variable had to first be removed from all configurations.


Configuration

The functions from DocuWare Administration are being gradually moved to DocuWare Configuration so that your DocuWare can be set up easily in a single software area. The security settings have been moved to the Organization settings area. The Security tab is visible to cloud and on-premise customers. Changing the pass phrase no longer requires an additional login, otherwise the functions mentioned behave as usual


Improved document filter

The Autoindex trigger File Cabinet Event filter can now combine the AND and OR operators to specify documents more accurately for automatic indexing when they are stored or when changes are made to the index entries. Nested queries with AND and OR were previously only possible with the File Event and Scheduled triggers.


Automatically connecting mailbox to exchange online

Cloud customers who access mail online via Microsoft Exchange no longer need a dedicated mail service. Selecting Exchange Online as the service is sufficient when connecting the mail account; DocuWare will then automatically establish the connection.


Document splitting with barcode change

A document can be split with the criterion that the barcode in the readout area changes from one page to the next.

If a barcode contains several lines, you can select only the line(s) to be written to the index field. The invoice contents can therefore be completely transferred from barcodes and distributed to the individual fields.