Highlights:

  • E-Invoicing
    • Display embedded file attachments - Electronic invoices may contain embedded data that is needed to complete the invoicing process. DocuWare displays these attachments in the viewer so that you can scroll through them as well
    • Reading out Complex Tables - When importing electronic invoices using Connect to Outlook or Connect to Mail, DocuWare reads data from these invoices and transfers it to index fields
  • DocuWare IDP
    • IDP Features - DocuWare IDP DocuWare Intelligent Document Processing (IDP) seamlessly extends existing document management solutions with AI-powered features
    • Use IDP in Email Capturing - The IDP functions classification and extraction are then carried out for attached PDF files according to this configuration
  • Analytics
    • API for Workflow Analytics - With the new Workflow Analytics API, organizations can perform in-depth analysis of business processes. The API provides structured data that can be integrated directly into Microsoft Power BI (using the new DocuWare Power BI Connector) or into other analysis and integration solutions.
    • Power BI connector for Workflow Analytics - The Power BI Connector provides seamless integration between Microsoft Power BI and DocuWare. This allows you to access and analyze content and workflow data from DocuWare directly in the Power BI environment. You can seamlessly import CSV exports from DocuWare into Power BI for comprehensive analysis
  • New Features for Users
    • Fulltext search includes annotations and stamps
    • Clickable hyperlinks
    • Workflow task notifications in Microsoft Teams
    • Improvements for DocuWare Forms
      • Filtered dropdown auto-refresh: When autofill single value is enabled and the user selects a different value from a drop-down list, the drop-down lists for the dependent fields are reloaded. This prevents errors caused by mismatched dropdown values.
      • For dropdown lists, a search field with built-in wildcard search makes it easier to find the desired entry
      • After submitting a form, users can start a new form with previously submitted values pre-filled, saving time for repetitive data entry.
      • Automatic numbering can be configured to count on form load or form submission, broadening the range of use cases
      • New configuration options for hidden fields help prevent edge cases
  • News & Changes in Configuration
    • New component 'Security' - For the organization-wide security settings, there is a new component called “Security” within the DocuWare Configuration. Corresponding settings are no longer part of the component “Organization Settings”. The security settings include a new option: You can whitelist URL domains to make URLs clickable that are used as index entries.

      • For all DocuWare organizations created from version 7.12 onwards, a secure password policy is activated by default: passwords must be at least 10 characters long and contain at least one lower case letter, one upper case letter and one number.

      • The passphrase is no longer displayed in plain text to protect against visual hacking, and it can be easily transferred using a copy button if needed.

      • “Guest login” has been renamed ‘Restrict public access’ to emphasize the security aspect.

      • There is a new category in “Restricted file types”, called “security-related files”. It contains executables and scripts. If this category is activated, it prevents potentially dangerous executable files to be imported into DocuWare. For new organizations, the category is activated by default; for existing organizations, an administrator needs to activate it.

    • Product Overview part of 'Organizational Settings'

    • Assign licenses to groups

      • It is now possible to assign or revoke user licenses to all users in a group at once.

    • New component 'User Provisioning'

      • For DocuWare Cloud, the User Provisioning service leverages the System for Cross-domain Identity Management (SCIM) protocol to streamline and automate the management of user identities across various applications and systems. It’s the successor of User Synchronization.

    • Skip all groups in User Synchronization

      • he new “Skip all groups” feature in the User Synchronization enables administrators to easily manage synchronization by setting all default-selected groups to be skipped during synchronization and selecting only the groups that need to be synchronized.

    • Export CSV user list

    • Practical features for workflow designers

      • Various new features for several activities make designing workflows even easier and more precise.

        Activities “Task”, “Condition” and “Assign data”

        New workflow expressions are available for converting data and checking values within list variables.


        “Web Service” activity

        For configuring index tables, you can use a new “Replace” checkbox option for rows.


        In addition to JSON, you can now also use the XML format to assign the values that are returned by RESTful web services. Thus, you can map lists of values to specific columns in index tables within workflows.


        To specify a test document when sending an HTTP request to a RESTful web service, you can now attach such a document. This is done by using a new button.


        “Email” activity

        The labels of the global variables are now displayed when defining a recipient. This makes it easier to identify the correct variable when dealing with languages that use different character sets.


    • Workflow history: user permissions restricted

      • The workflow history of a document is only accessible to users who have at least one of the two permissions “Search” and “Display document”

 

Technical Release Notes:

This article is primarily for DocuWare administrators: Please review the technical notes before updating your DocuWare Cloud or manually updating your locally installed DocuWare (on-premises).

All articles apply to both DocuWare Cloud and on-premises, with exceptions clearly marked.


Modified System Requirements

Read the modified system requirements and limitations before updating.


Grant Permissions for Workflow History View

Breaking Change

Ensure that all users who need to view the workflow history of a document are granted at least one of these file cabinet permissions:

  • Search

  • Display Document

This change applies to workflow history in the Web Client and when accessed via the API.

You may assign the permissions in DocuWare Configuration > File Cabinets > File cabinet x Permissions > Advanced Permissions.


Check SMTP Connections for Password Reset

For On-Premises Only

Breaking Change

When users request to reset their password, DocuWare sends an email with a secure, time-limited link.

After the update, sending the password reset email requires a functional SMTP connection. Without it, users may not be able to change their passwords. Previously, DocuWare required an SMTP connection, which did not necessarily need to be functional.

To ensure that your SMTP connection is working and active, follow these steps:

  1. Go to DocuWare Configuration > Mail Services.

  2. Switch to the tab Sending:

    • Check if the SMTP connection is working and the server behind this connection is active.

    • Or create a new SMTP connection and check if the connection is working before saving it.

    • Activate the connection via the bell icon.

Note: There is no automatic check to ensure a connection is configured correctly. You must manually verify the connection's configuration.


New Security Plug-in

The security settings of the DocuWare organization have been moved. To configure, for example, Single Sign-On or a password policy, go to DocuWare Configuration > Security.

Previously, the security settings were bundled as a subsection of Organisation Settings.


Password Policy for Enhanced Security

For all DocuWare organizations created from version 7.12 onwards, a secure password policy is activated by default: passwords must be at least 10 characters long and contain at least one lowercase letter, one uppercase letter, and one number.

The password policy may be changed afterward by a DocuWare administrator.

The password policy applies to both DocuWare Cloud and DocuWare on-premises.

DocuWare Cloud

  • New organization: All administrators and users need to set their password according to the policy.

  • Updated organization: After the update of a DocuWare organization to 7.12, the policy is available in the security settings but not activated. Existing users will not need to change their password until the policy is activated by the DocuWare administrator.

DocuWare On-Premises

  • New system: The setup of a new DocuWare will enforce the password policy for the DocuWare user (organization and system administrator) which is created during the setup.

    If the password does not comply with the policy, the setup will issue an error message.

    A simple password, as it may be used, for example, for a test system, will not work anymore. You will need a proper password even for test systems.

  • Updated DocuWare system: After the update of a DocuWare system, the policy is available in the security settings but not activated. The existing users will not need to change their password until the policy is activated by the DocuWare administrator.

    Note: If you update your DocuWare system and afterward create a new organization, the password policy will be applied to the new organization.

Additional Attributes for Database Connections

Add additional strings to a database connection, for example, to include encryption certificates to tailor the connection to meet specific requirements, such as setting timeouts or enabling specific features.

Attributes can be added in two places:

  1. In DocuWare Administration for individual database connection settings.

    Find the new key in DocuWare system > Database connections.

    • Examples for a connection string for Microsoft SQL Server:

      • Connection string without additional attribute:

        • Data Source=mssqldatabaseserver;Database=dwdata;Trusted_Connection=yes;Pooling=True;Encrypt=False

      • Connection string with additional attribute:

        • Data Source=mssqldatabaseserver;Database=dwdata;Trusted_Connection=yes;Pooling=True;Encrypt=False;TestAttribute=TestAttributeValue

  2. In the dwmachine.config file. Find the new key DatabaseAdditionalAttributes which is used for the system database connection

New API Methods and Endpoints for Integrations

DocuWare 7.12 introduces new API methods and endpoints to enhance integration capabilities. These additions provide more flexibility and efficiency when connecting external applications to DocuWare.

New API Endpoints

  1. Expanded Document Processing Capabilities

    • New API methods allow direct processing and manipulation of documents, reducing dependency on the Web Client.

  2. Workflow Enhancements

    • Additional API endpoints now enable external systems to interact with workflows more effectively, including:

      • Retrieving workflow history

      • Assigning tasks via API

      • Triggering specific workflow actions

  3. File Cabinet and Index Data Management

    • New methods streamline data retrieval, making it easier to access and update index fields in file cabinets.

    • API endpoints now support bulk updates for enhanced performance.

  4. Authentication and Security Improvements

    • Support for OAuth 2.0 enhancements ensures better security and integration with third-party authentication providers.

    • Improved token management for more reliable session handling.

  5. Export and Reporting Enhancements

    • New APIs allow for automated report generation and data export, helping organizations streamline reporting tasks.

Impact on Existing Integrations

  • If your application integrates with DocuWare via API, review the updated documentation to take advantage of new methods.

  • Existing API calls remain supported but may have improved alternatives available in 7.12.