Please find below What's New in Version 7.13. If you need any more information please email info@doctech.co.uk or call 0161 667 3390 and speak to one of our team.

Highlights / In Brief:

• Two Factor Authentication now available for sites not connected to an external directory
• Pre Filled forms available
  • Excludes Signature, Attachment & Table data types
• Workflow on Web generally available
• Automatic eInvoice Identification introduced
• On Prem : Workflow Analytics API introduced, including PowerBI Connector
• On Prem : Forms Improvements including new select list interface and reworked Forms UI
• On Prem : User Provisioning Introduced

Full Details:

Workflow on Web Released

Discover the enhanced convenience of web-based workflow creation. With the new, HTML-based Workflow Designer, you can organize and streamline your processes more efficiently than ever before. Create, edit and manage your workflows directly within DocuWare Configuration, from any browser-enabled device. Elevate your productivity and enjoy seamless workflow management, anytime and anywhere.
Migration of existing workflows created in the Workflow Designer Desktop App will be available when cloud systems are updated.

The new Workflow Designer is now available for DocuWare Cloud. For on-premises systems, it is planned to be released in spring 2026. The Workflow Designer Desktop App will remain available until at least then.

New and improved features and options

·       Decision makers (formerly Assign to) per task: Assigning Decision makers directly within individual tasks provides greater flexibility and clarity.

·       Auto-saving: All changes are saved automatically to prevent data loss.

·       Undo & redo: Easily undo or redo changes during editing - quickly fix mistakes without starting from scratch.

·       Multi-action selection: Copy, paste, duplicate, or delete multiple actions at once to speed up workflow building.

·       Connector toggling: Hide the regular, error, or timeout connectors for a cleaner workspace.

·       Selective workflow exporting: Export only selected workflows instead of all at once.

·       New keyboard shortcuts: Access more keyboard shortcuts for designing workflows.

·       Custom error handling: Define specific behavior when workflows encounter unexpected interruptions.

·       Migration support: Migrate your existing workflows in a few clicks (see below).

Benefits

·       Design workflows faster than ever before

·       Access workflows directly in DocuWare Configuration

·       Profit from an even more user-friendly interface with updated terminology

Here’s how

You can access the new Workflow Designer in the DocuWare Configuration under “Collaboration”.

Dashboard

The Workflow Designer dashboard provides a comprehensive overview of all file cabinets with the workflows running on them. It displays a consolidated list of workflows, including both those created in the new web-based Designer and those from the Desktop App. You can quickly filter this list - for example, to view only workflows that still need migration or only published workflows. To edit a Desktop App workflow, simply migrate it to the web-based Workflow Designer in a few clicks. See "Workflow Migration" below.

Designer canvas

On the canvas of the new Workflow Designer, you can easily define your processes. Use the Feedback menu item at the bottom to share your opinion and suggestions.

Workflow migration 

Migrating workflows created with the Desktop App is done in the new, web-based Workflow Designer. There, you select the workflow you wish to transfer and click Migrate.

Migrating a workflow generates a new version of it that only becomes active once it has been published. Running instances continue to operate on the published version and are not affected. Users need a designer permission to migrate workflows. Before migrating your workflows, please refer to this background information [link will follow soon].

Automatic e-Invoice Identification

The new identification of e-invoice formats is the next step in automation, along with processing central UBL/CII e-invoice formats with a single standard configuration, a feature that was already released in January 2025. DocuWare now also automatically recognizes and processes e-invoices in formats that are not UBL/CII-based. E-invoices in any international format can be sent to a universal e-invoice mailbox having just one folder. You only need to create a processing configuration once for each single invoice format. 

UBL/CII formats such as XRechnung can continue to be handled together in one configuration.

Components: DocuWare Cloud, DocuWare on-premises, Connect to Mail

Application

·       Your company receives e-invoices from Germany, Spain, Italy and Poland. Therefore it has to deal with the formats XRechnung, FacturaE, FatturaPA, and KSeF. Since the first two e-invoice formats are UBL-based, you create a single configuration for both of them. For each of the other two formats, Italian and Polish, you create a specific configuration.  Based on the set of configurations, all incoming e-invoices will be automatically identified and processed. 

Benefits

·       Process many different invoice formats with ease

·       Also use automatic identification for other UTF-8 based XML documents such as delivery notes

·       Further automation

Here's how

1.    Setting up the Document Processing configuration

In DocuWare Configuration, go to Document Processing > Configuration > Source tab and activate the automatic configuration selection.

On the Processing tab, activate the option XML file has the same type.

2.    Setting up the General Email configuration

In DocuWare Configuration, go to General Email > Configuration > Import Options. Activate “Automatic processing of documents (for indexing only)” and choose Automatic selection (Combination of all configurations).

Pre-Fill option for DocuWare Forms

DocuWare Forms can now be pre-filled to support various use cases.

Applications

·       You can partially fill out a form and save it to complete and submit it later.

·       You can partially fill out a form and share it with a colleague for completion.

·       Administrators can pre-fill the form via editing the link by passing field IDs and values as URL parameters.

·       Within workflows, already captured data from specific index fields can be used to pre-fill the forms. 

Benefits

·       Collaboration option when filling out forms

·       Pre-filling forms with already existing data from workflows

·       Ensure data accuracy

Here's how

To enable the pre-fill option, go to Forms configuration > Submission tab > Pre-fill the Form section.

New section within the Forms configuration to allow forms to be pre-filled.

Check the Allow the form to be pre-filled option to enable the feature in general for this form. Administrators can pre-fill the form via editing the link by passing field IDs and values as URL parameters. Or they can use the workflow Assign data activity to set global variables as URL parameters.

To allow end users to pre-fill forms, select in addition the second option Show ‘Copy form link’ button. End users who are not able to complete the form in one session can fill out the form as usual and save their progress by copying and saving the form link. This will include the entered data as URL parameters.

The new Copy form link button positioned next to the Submit button, along with an info box explaining the functionality.

Restrictions

·       The pre-fill option is not supported for the field types Table, Attach file, and Signature . 

·       To ensure that predefined values are also invisible and uneditable in the URL, make sure to set the related fields to Read-Only. 

·       The pre-fill option is only available in Forms opened in the new version, not in the classic one. (You can see the difference in the URL: the new version includes "formsweb", whereas the former version includes "forms”.)

In the Knowledge Center, we will provide more information on how-to use this feature and add field IDs and values to the URL.

Security and Configuration

2 Factor Authentication now available via DocuWare Authentication

From now on, DocuWare allows you to add an extra layer of security to your DocuWare accounts by providing a two-step authentication. With this feature activated, users must enter a six-digit one-time password each time they log in to DocuWare. They therefore need an authenticator app on their mobile phone such as Microsoft Authenticator or Duo Mobile.

Benefit

·       Higher security level for user login

Here's how

Step 1: An organization administrator enables the feature for the organization within the Security component of the DocuWare Configuration:

Step 2: The individual users activate the two-step authentication for the own account on the Security tab within Profile & Settings:

Options for organization administrators related to two-step-verification in the User Management component:

·       The list of users contains a new column called 2SV (two-step-verification) providing the information which users activated the option.

·       For an individual user, administrators can disable two-step-verification on the General tab. This is to ensure that users can log in to DocuWare even if they lost their mobile phone with the authenticator app.

Additional Hash Algorithm for File Cabinet Checksum

To further improve document integrity checking, DocuWare now offers the SHA-512 hash algorithm alongside SHA-256. This applies to newly stored documents and already archived documents that are modified. The Secure Hash Algorithms (SHAs) are a family of cryptographic hash functions published by the National Institute of Standards and Technology (NIST) as a U.S. Federal Information Processing Standard (FIPS).

Benefits

·       Enhanced information security

·       Compliance with new French standard NF Z42-020 on digital safe components 

Here's how

The SHA-512 algorithm is selected in the configuration and is applied when documents are stored or when documents that have already been stored are modified.

1.    Go to DocuWare Configuration > File cabinets. Edit a specific file cabinet > General tab > More options > Security. 

2.    Activate Check integrity of documents with a checksum. This enables a dropdown list from which you can select SHA-256 (default) or SHA-512.

Revised Controls for Deleting Cabinets / Trays

As long as a file cabinet or a document tray still contains documents, it cannot be deleted. 

Benefits

·       Enhanced security

·       Accidental document deletion is excluded

Component: DocuWare Cloud

Configuration Menu Changes

The following configuration elements have been moved from DocuWare Administration to Configuration or within DocuWare Configuration.

Trusted application users

For organization administrators, the DocuWare Configuration now contains the Trusted application user component. The definition of such users is no longer part of the DocuWare Administration.
Background information: A trusted application user is a special DocuWare user which you can use to access DocuWare from external applications without the user having an active login. 

License conversion for on-premises systems

The license conversion is now part of the Organization Settings component as an additional tab. 
The conversion roles have not changed, you can convert four named client licenses into one concurrent license. If you purchased concurrent licenses prior to DocuWare version 6.12, you can convert one concurrent license into two named client licenses.

Central gateway for DocuWare Cloud

Instead of having a separate configuration component, the central gateway settings are now part of the Security component. Therefore, the External connections section includes the entries Portal Integrations and IP-based access control where you list the allowed domains or IP addresses.

Click on the new items of the Security component to specify the allowed domains and/or IP addresses.

Benefit

·       Simplified configuration and administration of DocuWare

On Premises Exclusive Changes

Workflow Analytics API

The Workflow Analytics API is also available for DocuWare as a local installation now and 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 DocuWare Power BI Connector) or into other analysis and integration solutions.

Applications, benefits and use of the API are the same as for DocuWare Cloud.

Forms Improvements

The technical migration of DocuWare Forms, which was previously released for DocuWare Cloud in version 7.12, is now also realized for on-premises systems. This updates provides all users of web forms, i.e., those filling out the forms, with an improved user experience. In addition, form configurators have more options. 
The update will not change the processing of submitted forms.

Improvements for users

·       Filtered dropdown auto-refresh: When autofill single value is enabled and a 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.

·       Dropdown lists: A search field with a built-in wildcard search makes it easier to find the desired entry.

·       Submit multiple forms with (partly) same values: After submitting a form, users can start a new one with the previous values pre-filled, saving time on repetitive data entry.

Additional configuration options

·       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.

User Provisioning

The User Provisioning service – successor of User Synchronization – is now also available for DocuWare on-premises systems.

Applications + Benefits

·       Automated User Provisioning: Automatically create, update, and deactivate user accounts across multiple applications (Identity Providers <-> DocuWare), reducing the need for manual intervention and minimizing errors.

·       Centralized Management: Manage user identities and access rights from a single interface, providing a unified view of all user accounts and their permissions.

·       Data Synchronization: Ensure that user information is consistently updated across connected systems, maintaining data integrity and accuracy.

·       Group Provisioning: Efficiently manage access for groups of users, allowing for quick and easy assignment of permissions based on roles or departments.

·       Security and Compliance: Enhance security by ensuring that only authorized users have access to necessary applications, and maintain compliance with industry standards and regulations.

Here's how

Please refer to the Knowledge Center for a step-by-step guide on How-to configure the User Provisioning desktop application.