White Paper Integration

White Paper
Integration
Version 1
May 2010
©2010 DocuWare AG, 82110 Germering

http://www.docuware.com
Legal notice:
DocuWare AG
Therese-Giehse-Platz 2
82110 Germering, Germany
Telephone: +49.89.89 4433-0
Fax: +49.89.841 9966
E-mail: infoline@docuware.com
Disclaimer:
This document was compiled to the best of our knowledge and with great care. The product Smart
Connect will come on the market with the Release 5.1c. This white paper sets out to describe the
basic principles behind the integration options of DocuWare. There may be small or temporary
differences with respect to individual functions in a particular version.
© Copyright 2010 DocuWare AG. All rights reserved.

Table of Contents
Table of Contents
1 Introduction ...................................................................................................6
1.1 Objective and Layout of the Paper .................................................................6
1.2 DocuWare Architecture ..................................................................................6
1.2.1 DocuWare Web Client ..............................................................................................7
1.2.2 Security when Using Web Client ...............................................................................8
1.3 Overview of Interface Types ..........................................................................9
2 Universal Interfaces ....................................................................................11

2.1 Importing Source Documents via Printer Drivers (TIFFMAKER) ..................11
2.1.1 Document Generation and Indexing........................................................................ 11
2.1.2 Form Storage .........................................................................................................11
2.1.3 Control from the Leading Application ...................................................................... 12
2.1.4 Additional Indexing (Including Layout-Independent) ................................................ 12
2.2 Importing Files .............................................................................................13
2.2.1 Importing from a File System (ACTIVE IMPORT) .................................................... 13
2.2.2 Importing from MAPI Programs............................................................................... 13
2.3 Database Update (AUTOINDEX) .................................................................15
2.4 Importing Printouts (COLD)..........................................................................16
2.4.1 Importing Spool Files ..............................................................................................16
2.4.2 Form Overlays........................................................................................................16
2.4.3 Retrieval .................................................................................................................17
2.4.4 Technical Mode of Operation .................................................................................. 17
2.5 Integration via User Interface (Smart Connect) ............................................18
2.5.1 Smart Connect Functionality ................................................................................... 18
2.5.3 Authorizations ........................................................................................................19
3 Special Interfaces........................................................................................20
3.1 Office Add-Ins ..............................................................................................20
3.1.1 Microsoft Office Add-in ........................................................................................... 20
3.1.2 Other Office Programs............................................................................................20
3.2 CONNECT to SharePoint.............................................................................20
3.2.1 Storing Documents in DocuWare ............................................................................ 21
3.2.2 Searching and Displaying Documents..................................................................... 22
3.2.3 Administration ........................................................................................................22
3.3 CONNECT to Notes .....................................................................................22
3.3.1 Special Features of Notes/Domino.......................................................................... 23
3.3.2 Storing Documents and E-Mails in DocuWare......................................................... 23
3.3.3 Searching and Displaying Documents in DocuWare................................................ 24
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Table of Contents
3.3.4 Configuration and Administration ............................................................................ 24

3.3.6 CONNECT to Notes Toolkit .................................................................................... 24
3.4 CONNECT to SAP .......................................................................................24
3.4.1 Storage Scenarios ..................................................................................................25
3.4.2 Searching by SAP Users ........................................................................................ 26
3.4.3 Searching by Non-SAP Users ................................................................................. 26
4 Individual Interfaces ...................................................................................28

4.1 URL Integration ............................................................................................28
4.1.2 Example: Web Client in Outlook ............................................................................. 29
4.2 Software Development Kit, SDK ..................................................................29
4.2.1 General Application Programming Interface, GAPI.................................................. 30
4.2.2 Web Service Interface ............................................................................................31
4.2.3 Java Application Programming Interface, JAPI........................................................ 32
4.2.4 Toolkit ....................................................................................................................32
4.2.5 Validating Index Entries ..........................................................................................33
5 Integration in Existing IT Environment .....................................................34

5.1 Storage ........................................................................................................34
5.1.1 Jukeboxes ..............................................................................................................34
5.1.2 Content Addressed Storage.................................................................................... 34
5.1.3 Other Hard Disk-Based Storage Systems ............................................................... 35
5.2 Scanners .....................................................................................................35
5.3 Integration of Multifunction Copiers ..............................................................35
5.4 Database Server ..........................................................................................35
5.5 External User Administration ........................................................................36
5.6 Linux, Apple and other Non-Microsoft Environments....................................36
5.7 External Time Stamp Agencies ....................................................................37
6 Integration of Special Customer-Specific Modules from Third Parties ..39
6.1 Capturing and OCR .....................................................................................39
6.2 Display Modules...........................................................................................39
6.2.1 Adobe Acrobat Reader ........................................................................................... 39
6.2.2 Other Third-Party Providers .................................................................................... 39
7 Solutions by Application Area ...................................................................40

7.1 Overview of Storage/Indexing ......................................................................40
7.2 Overview of Search and Display ..................................................................41
7.3 Integrating DocuWare in E-Mail Programs ...................................................41
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Table of Contents
7.4 Integrating DocuWare in Microsoft Office .....................................................42

7.4.1 Storage/Indexing ....................................................................................................42
7.4.2 Search and Display ................................................................................................42
7.5 Integrating DocuWare in ERP and CRM Programs ......................................43
7.5.1 Storage/Indexing ....................................................................................................43
7.5.2 Search and Display ................................................................................................44
8 Table of Figures ..........................................................................................45
5
Objective and Layout of the Paper
1 Introduction
1.1 Objective and Layout of the Paper
This White Paper is aimed at technically literate readers and explains all of the different ways in which
the DocuWare system can be integrated with other system worlds: the underlying technologies and
the way they are used by the DocuWare system.
This will enable the technically versed reader to form an opinion about the DocuWare system and to
assess its capabilities in terms of how easy it is to adapt to existing infrastructures. This document also
gives the reader an idea of how the DocuWare system behaves within an IT environment shared with
other systems, and to what extent customization may be required to ensure maximum return on
investment and minimum administrative costs (total cost of ownership).
The White Paper addresses clients (users), consulting companies, IT magazines and distribution
partners. It assumes a certain level of technical knowledge about the structure of modern software
applications, ideally of document management systems. Detailed knowledge of current or previous
DocuWare systems is not required.
This introductory chapter begins with an overview of DocuWare architecture and the integration
options offered by the different types of interface provided by DocuWare. Chapters 2 to 4 explain the
individual interfaces and their application areas in more detail. Chapter 5 and chapter 6 show how
DocuWare can interact with existing hardware systems and customer-specific software modules used
for capturing and display. Chapter 7 explains integration from the user perspective (rather than the
technical perspective). For the details, links to the preceding chapters are provided here. Chapter 7
therefore mainly offers another view of the integration options already described.
1.2 DocuWare Architecture

For better general understanding, the general DocuWare architecture will first be described in brief.
Naturally, multiple DocuWare systems can also be operated together, e.g. across different locations,
and DocuWare offline file cabinets, e.g. of mobile users, can be synchronized with central file cabinets.
These options are described in detail in the "System Architecture" white papers and are not repeated
here.
DocuWare consists of a client-server architecture (see Figure 1). DocuWare works with a range of
servers (software services) each of which performs a different task. Authentication Server, for
example, is responsible for registration and user administration, and Content Server for access to
documents. In the figure these are combined as "DocuWare Servers".
On the client side the basic functionalities like displaying, storing and searching for documents are
available. Via the Windows-based rich client (DocuWare 5 Client) on the user's Windows PC or via the
Web Client, DocuWare can in principle make these functions available to any device with an Internet
browser. In addition, documents can be stored and searched in DocuWare file cabinets directly from
the Windows file directory via Microsoft Windows Explorer. There is no need to install a DocuWare 5
Client; you only need to install the Windows Explorer Client components delivered as standard.On the
client side there is also the Administration Client, which allows the different administrators to configure
the system individually.
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DocuWare Architecture
Figure 1: General DocuWare architecture
The DocuWare server is also capable of being integrated into the existing IT environment. For
example, DocuWare can authenticate users using existing user administration programs, save the
documents to different storage systems, and administer the index criteria in existing database
systems. Users need only be created once in DocuWare, and indeed can be created automatically via
"User Synchronization". The DocuWare server is therefore an important enhancement to a company-
wide infrastructure yet without establishing new redundancies for existing functionalities.
1.2.1 DocuWare Web Client

The Web Client plays a key role in the integration options described below and is therefore described
here in brief. It allows the use of DocuWare on the local PC without installation of software and is a
component delivered as standard. Internet access with a standard browser is all that is required to be
able to view, edit, and store the information in the DocuWare file cabinets from any location worldwide.
The Web Client allows you to search for and display documents from the file cabinets, regardless of
how these documents reached the DocuWare file cabinet (whether scanned or otherwise imported).
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DocuWare Architecture
Figure 2: Example of a Web Client
Documents found are displayed directly in the browser. DocuWare supports all common document
formats, without needing to install a plug-in for the browser for every format. When the documents are
accessed, DocuWare converts them automatically into PNG format and displays them in the Viewer.
Text annotations and electronic stamps can also be displayed and printed. If necessary, documents of
different formats can be converted to PDF.
If you are using the Web Client, you can define "task lists". If a user uses a task list via the Web Client,
a predefined search automatically takes place in the background without a search dialog opening and
without the need to enter index criteria. The user simply activates the task list in the Web Client and the
documents are searched for and displayed. The task lists are suitable for supporting daily work. If, for
example, the search terms Incoming invoices in the Document type field and New in the Status field are
predefined in the search dialog, the user can view all new incoming invoices every morning with a
single mouse-click.
If necessary documents can be downloaded and edited on the local PC. Documents found can also be
sent directly by email. The Web Client also supports workflows. There are therefore no major
restrictions on the use of DocuWare via a Web browser. The full functionality is available via Microsoft
Internet Explorer and Mozilla Firefox.
1.2.2 Security when Using Web Client

Accessing documents via Web Client is secure because the security mechanisms of the DocuWare
system apply. Employees, business partners, and customers can access all documents to which the
administrator provided rights centrally.
In the case of access via URL, the user ID and password can also be transferred as parameters with
the URL, meaning that users do not have to log on manually. Data is transferred in encrypted form so
that the login data cannot be tapped in plain text.
If the user works in the same domain as the server, the login data of a Windows user can be
transferred automatically (Single-Sign-on). In the case of DocuWare login, use of a key (login
credentials key) in place of user name and password in the URL is possible. Alternatively, a guest
login can be used, i.e. without the need to specify a user name and password.
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Overview of Interface Types
Further details can be found in the separate "Security" white paper.

1.2.3 Windows Explorer Client
You can use Windows Explorer Client to store, search, open and edit documents in DocuWare file
cabinets from the Windows file directory. It allows the use of DocuWare on the local PC without
installation of the DocuWare 5 Client and is a component delivered as standard. A DocuWare node
can be integrated in the folder structure of Windows Explorer and below this the individual file cabinets
appear in the tree structure with the index field entries from DocuWare represented as folder and
document name. By navigating in the Windows folder structure, you can store documents using drag &
drop and open them with a click of the mouse. Using the Save or Save As feature, documents can
also be stored in DocuWare directly from almost all applications via Windows Explorer Client. The
same applies to the Open features on most applications, which you can use to access the file cabinets
directly and open and edit documents.
The folder structure, in which the file cabinets are displayed together with the documents they contain,
is defined using a DocuWare result list in the tree view, which is created in DocuWare Administration.
When you store it, the document is automatically assigned the index words corresponding to the folder
structure. You can also use Windows Explorer Client to modify index words in the individual
documents.
Figure 3: Archived documents in Windows Explorer with an info box for modifying the index entries
1.3 Overview of Interface Types

In connection with document management, the term 'integration' can have a number of different
meanings. To suit different requirements and customers, DocuWare offers different interfaces of which
there are three main types:
• Universal interfaces
Import documents and index data into DocuWare file cabinets via virtual printers or from file
systems. There is also a universal interface for running searches from third-party applications.
• Special interfaces
Exchange of documents and if necessary index data with widely distributed applications and
systems, e.g. SAP, Microsoft Office, IBM Notes Mail/Groupware system.
• Individual interfaces
Individual integration of DocuWare functionality with the customer's own applications.
9
Overview of Interface Types
Most of these interfaces are offered as additional modules, although some are components of the
basic product. The breakdown is given in the following chapters.
Figure 4: Interface types
DocuWare also includes options for using existing infrastructure systems (e.g. databases, user
directories) to minimize administrative work for the customer.
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Importing Source Documents via
Printer Drivers (TIFFMAKER)
2 Universal Interfaces
Most applications can store their documents and their data in DocuWare-compatible formats in the file
system. These documents and their associated meta data can be imported into DocuWare file
cabinets via universal interfaces. Documents output from applications via virtual printers can also be
imported automatically. At the same time, data synchronizations can be carried out and connections
established to third-party applications, including searches in file cabinets from the third-party
application. For these requirements DocuWare offers various universal interfaces that can be used
without accessing the third-party application.
The applications of these modules are described below, starting with the different scenarios.
2.1 Importing Source Documents via

Today companies use a wide variety of applications in their processes. These applications generate
documents, which must then be archived. However, most of these applications do not have the
relevant archive interfaces. Thanks to the TIFFMAKER virtual printer driver, these source documents
can be imported directly into a DocuWare file cabinet. What's more, the document can still be sent to a
real printer before being stored. In this case TIFFMAKER is connected between the application and
the "normal" printer. This avoids the need to access the application.
2.1.1 Document Generation and Indexing

From the stream of print data, a true-to-original, unchangeable copy is generated in an image format
supported by DocuWare clients (TIF, BMP, JPEG or PNG) and saved to the DocuWare file cabinet. By
default, DocuWare uses TIF for black & white and PNG for color documents. The activities of
TIFFMAKER can run automatically in the background on the client.
Categorization and indexing are read directly from the document and the documents thereby saved
fully automatically and if necessary printed out as hard copy. The relevant position of the desired index
terms is specified using straightforward settings, depending on the type of document, e.g. outgoing
letter, order confirmation. For full-text searches the entire text can also be extracted from the source
document.
The data is read using the extraction functions of the RECOGNITION add-on module, which together
1
with TIFFMAKER read the data directly from the print data stream, i.e. without OCR errors. Zones are
defined on the document for this which are assigned to particular fields in the index database.
Provided the structure and layout of the output documents does not change, this configuration can be
used for all subsequent documents from the application in question.
If different configurations are needed, e.g. to handle different document types, TIFFMAKER can be
installed more than once (multiple printers).
2.1.2 Form Storage

When applications print to forms or note paper that are normally located in the printer's paper tray, this
information can also be included in the file cabinet. Here the form is scanned once and from then on it
is always automatically overlaid by TIFFMAKER during archiving. This ensures that the archived
document matches the print-out exactly.
Different forms can be selected for the first and following pages. You can also decide whether to print
with or without a form, for example because preprinted letter paper is being used in the printer. These
settings can be defined separately for recto and verso, for example so that the terms and conditions of
business are always printed on the reverse of the first page of a document type.
1
OCR = Optical Character Recognition
11
Importing Source Documents via
2.1.3 Control from the Leading Application

You can control TIFFMAKER processing directly from the application using TIFFMAKER CONTROL.
When the original document is created, special control codes are incorporated which are not visible
but which can be evaluated by TIFFMAKER. This has the advantage that different TIFFMAKERs no
longer need to be set up and administered for different document types.
Technically, the control codes are defined as separate device fonts which can be displayed and used
(e.g. in Word) in the same way as other fonts. The following can be defined directly in the document
and/or in the document template:
• Type of indexing
• Target file cabinet
• Background form
• Actual printer for further printing
Before conversion these commands are read into TIFFMAKER's target format and run following
conversion.
Figure 5: Example of TIFFMAKER Control
2.1.4 Additional Indexing (Including Layout-Independent)

By combining the TIFFMAKER and ACTIVE IMPORT products, printing and indexing can also be
organized independently of the layout of the output documents. The documents are stored with
(provisional) index terms in the DocuWare basket. From here they are adopted by ACTIVE IMPORT
which then uses the recognized data as the basis for controlling the subsequent process flow, e.g.
forwarding or distributing the documents. The actual archiving and final indexing takes place in other
ACTIVE IMPORT jobs where necessary.
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Importing Files
2.2 Importing Files

Documents or files generated by other applications can be automatically archived via the ACTIVE
IMPORT add-on module. Apart from importing the document, what's important is for the relevant index
data (= metadata) to be imported in as automated and verified a way as possible. The import, data
recognition and data comparison steps can all be very complex, which is why DocuWare offers its own
powerful modules for each one:
• ACTIVE IMPORT monitors folders in a file or e-mail system and imports the files stored there
into DocuWare baskets and file cabinets. Documents are indexed and classified automatically.
This feature can also be used to import documents scanned externally (scan service provider).
ACTIVE IMPORT also supports Outlook and other Extended MAPI mail systems and enables
digital copy systems to be connected to DocuWare.
• RECOGNITION reads barcodes and text from scanned documents using OCR (Optical
Character Recognition) and imports the information for indexing the documents. This index
terms are imported into predefined database fields that automatically index the documents.
• AUTOINDEX imports information from other applications such as financial accounting
programs and transfers it to the file cabinet as additional indexing and search terms for
documents already stored.
• COLD/READ reads and archives the spool files of invoices, delivery notes, account
statements and journals generated for printing by data processing systems. The data is
reproduced in its original format by overlaying forms or letterheads.
The configuration and options for the modules named are described in the following subsections.
Further information is provided in the relevant product descriptions.
2.2.1 Importing from a File System (ACTIVE IMPORT)

To enable a document stored in the file system (e.g. a scanned image) to be indexed automatically, a
"meta index file" is required which contains the index information. For every document to be imported
a meta index file of the same name must be available.
The third-party application can output the meta index file in CSV format (CSV = Comma Separated
Value), in accordance with the conventions predefined by DocuWare. If the application cannot
generate this format directly, the output index files must at least be convertible into CSV. This can be
done using tools such as MS Excel.
To determine which index information is to be assigned to which field of the index DB, a meta index
description file (*.ini) is also required.
The parameters for setting up an ACTIVE IMPORT job include:
• Source directory for documents and index files
• Destination for document storage (basket or file cabinet)
• Index assignment: The file name is assigned to a file cabinet field, e.g. file reference
• Index enhancement: additional index data is transferred from external sources
Archiving without meta index fields is only possible if the file name of the documents to be stored
matches a unique index term.
2.2.2 Importing from MAPI Programs

The Messaging Application Programming Interface (MAPI) is a programming interface from Microsoft
which allows a wide variety of different programs to access e-mail functions. It can be used for
example to send e-mails directly from an application program, without having to open the e-mail
program.
For the automatic archiving of e-mails in Outlook/Exchange and other MAPI environments, DocuWare
uses the ACTIVE IMPORT add-on module, which uses the MAPI interface. Mails from Notes/Domino
systems can be imported via the special "CONNECT to Notes" interface, which does not work via
MAPI.
13
Importing Files
The complete function library is called MAPI 1.0 or Extended MAPI and is required by DocuWare.
Simple MAPI contains only a reduced number of functions. Extended MAPI enables full control of the
messaging system on the client computer, the creation and administration of messages, management
of the client mailbox, access provider, and so on.
Document Transfer
Documents can be sent via the MAPI interface from almost all Windows applications. This allows
documents created in other programs to be sent direct to the DocuWare basket, from where they can
be processed and archived.
E-mails can be indexed semi-automatically, e.g. the details of sender, date and subject line can be
transferred to the corresponding index fields. The sender's e-mail address can also be used for
conversion e.g. into a longer name, based on a predefined assignment. The text of the e-mail and its
attachments can optionally be used for full-text indexing.
Figure 6: Folders monitored by ACTIVE IMPORT for e-mail archiving from Outlook
Importing from MAPI programs, e.g. Outlook is carried out as follows:

1. A folder to be monitored by ACTIVE IMPORT is determined in the e-mail program. Multiple
folders can be monitored simultaneously (e.g. mail outbox, mail inbox).
2. The e-mail folder to be monitored is specified as the source. Here filters can also be activated
which include or exclude certain e-mail addresses. You can also specify e.g. whether in the
case of e-mails with file attachments the e-mail texts should also be stored and whether the
files should be converted.
3. Destinations are a DocuWare basket and the file cabinet. During index assignment information
contained in the mail header such as subject, sender's name, and date of receipt are specified
and assigned to the relevant file cabinet fields. Fixed values can also be specified, e.g. that
"incoming mail" should always be entered in the "document type" file cabinet field.
4. For further automatic indexing of the e-mails, an external data source must exist (see "Index
Enhancement" below): this will either be an e-mail address book such as "Outlook Contacts",
a DocuWare file cabinet containing the "e-mail address" field, or an external database.
This procedure allows mails from MAPI systems to be archived as automatically as possible. However
the structural information of an e-mail (sender, recipient, subject, etc.) is often not sufficient, which is
why index enhancement can be required.
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Database Update (AUTOINDEX)
Index Enhancement
Index enhancement involves adding additional data from an external database (see also Database
Update). This data can originate from an e-mail address book like Outlook Contacts and can be the
name of the person and of the company, depending on the entries in "Contacts".
Data from an external database, e.g. an address database, can also be used. Also, the data can
imported from a DocuWare file cabinet that contains an "e-mail address" field. The term "e-mail
address" is used as the match code. This "connecting term" must be unique.
Once the job has been set up and started, the defined mail folder is monitored continuously and the e-
mails received there, unless excluded by filters, are automatically stored in the DocuWare file cabinet,
with full indexing.
2.3 Database Update (AUTOINDEX)

If the data in an external database is not continuously available, the index enhancement feature in
ACTIVE IMPORT cannot be used since this enhancement takes place immediately after ACTIVE
IMPORT has imported the files in the source directory for processing.
In this case the AUTOINDEX add-on module can be used - including together with ACTIVE IMPORT.
Here the index data of documents already archived is supplemented with additional data from other
sources. DocuWare AUTOINDEX transfers data that exists in table form in databases or files to
DocuWare file cabinet databases. One column of the table must contain a "match code" which
AUTOINDEX uses to search for the matching document in the file cabinet and to define the entries for
this. If, for example, when invoice data is entered, a barcode is also entered in the ERP system, the
invoice data can be added later by AUTOINDEX to the archived document in DocuWare as index
data, if the barcode is also recognized in DocuWare (e.g. using the RECOGNITION module) and is
defined as a match code.
Depending on the configuration, AUTOINDEX either automatically processes the records in the
external database and uses the match code to search for matching documents in the DocuWare file
cabinet, or AUTOINDEX works the other way round and searches for external records that match the
documents in the DocuWare file cabinet. In both cases additional indexing is created for documents
already stored in DocuWare. Additional indexing does not have to be done at the same time that data
and documents are entered in the system. Provided the external data source can be edited, i.e. it can
be opened in read/write mode, you can use AUTOINDEX to complete and edit fields in that external
data source. For example, you can set a status field to show that the record has been edited. You can
also define whether external data records should be deleted once the index enhancement of the
documents in DocuWare has been successfully completed.
Figure 7: How AUTOINDEX works
Assuming you have write authorization, AUTOINDEX can also write information to the third-party
system, e.g. to record that for a given data record the document now exists in the file cabinet. Field
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Importing Printouts (COLD)
contents can also be overwritten. If data is modified or added during processing, AUTOINDEX can be
used to synchronize the databases and thus ensure integrity on both sides.
AUTOINDEX supports a range of formats for tabular data. This includes both database tables and
views and files with fixed field lengths or delimiters, e.g. Comma Separated Values (CSV) or
DocuWare file cabinets. Access to the external database tables is also possible using SQL
commands.
Jobs are defined in the configuration which define the structure of the source data and target file
cabinet and the index assignment. This means that both the sequence and the naming of the fields
can differ in the two data sets. During configuration you also define how AUTOINDEX should behave if
a match code cannot be found or if multiple hits exist.
2.4 Importing Printouts (COLD)

Companies that send out a large number of documents (such as invoices) are often under an
obligation to archive these documents. To be able to do this electronically rather than on paper, the
COLD procedure was established some time ago. COLD stands for Computer Output on Laser Disk,
although it is many years since it was tied to this storage format.
Mass data (invoices, delivery notes, lists, etc.) created by third-party systems which exist as a printer
spool file in ASCII or ANSI format are automatically archived by DocuWare COLD/READ. During this
process index criteria are read and the data converted to DocuWare COLD format (CL5). The
documents contained in the files can be displayed and printed out true to the original.
The initial task is to separate the spool files, which were prepared by the computer (often a server) for
certain printers, from the printer characteristics and to extract the actual documents and the index
data. Documents and index data can then be imported via the mechanisms of the archiving system.
2.4.1 Importing Spool Files

The import process is initiated manually by an event or at a specific time, e.g. at night. The index data
for storage is read from the data using the customization specifically created for that spool data. The
index data is entered in the file cabinet database and the converted spool data is stored in the file
cabinet. If the file cabinet is set up for full-text retrieval, DocuWare creates the full-text index from the
document contents.
DocuWare converts the documents either into the standard DocuWare COLD format (independent of
the source system) or to TIF format. In the second case, a TIFF document is created for each
document contained in a spool file. The TIFF document enables annotations and stamps to be set on
the documents. It also allows these documents to be integrated in workflows controlled by stamps.
2.4.2 Form Overlays

During the conversion to COLD format, forms are not archived with every document but saved once as
a TIFF file (overlay) when COLD/READ is set up and then electronically overlaid on the documents
when these are rendered at a later date.
If in the case of a COLD document the form changes due for example to a change of name, the
DocuWare Viewer displays the documents archived from this date onward with the new form; older
documents continue to be displayed with the old background form. This is on condition that a new
customization has been created.
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Importing Printouts (COLD)
Figure 8: COLD document as entry in the result list and in two views
To display the documents in COLD format, DocuWare offers text mode, which displays only the raw
data, or image mode, which displays the formatted user data together with any form that may exist. In
this view a document can also be printed out true to the original or sent by fax, like a document
converted to TIFF format.
2.4.3 Retrieval
As with all other documents in the DocuWare file cabinet, documents imported via COLD/READ can
also be searched for index data or using the full text search. This allows the COLD documents in a
process to be linked with any other documents in a process and found together.
All DocuWare search functions can be used and, when using TIFF, its editing features (stamps, notes)
are available too.
2.4.4 Technical Mode of Operation

COLD/READ runs as an autonomous process on a workstation PC or server that has access both to
the spool data and to the DocuWare file cabinets. Storage can take place on any of the storage media
supported by DocuWare. Access can be made via Windows Client or Web Client and all security
features can be used.
The customization of COLD/READ to the spool files is done using script programming. Because of the
wide variety of third-party systems, the suitability of the printer spool data created by the third-party
system for import with COLD/READ must be checked in each individual case. Due to some very
specific output formats - particularly of mainframe systems - different filters, conversions and, where
necessary, character set conversions can be necessary.
For the third-party application, the following conditions apply to using the COLD method of archiving:
• A spool file to be processed with COLD/READ must contain the formatting information in plain
text. No graphical commands can be used.
• Inside the spool file, printer control characters are used that are interpreted by the printer as
line breaks and page breaks, for switching font and font size, and for general formatting.
These printer control characters must be interpreted by COLD/READ in the same way as they
enable the document to be displayed true to the original later on.
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Integration via User Interface (Smart Connect)
• To enable COLD/READ to recognize these printer control characters in the spool files, the
meaning of the printer control characters must be defined in a COLD customization. This
customization must also describe how COLD/READ should index the documents read. Mostly
this is done by specifying a fixed position on the page for the information to be read, although
a variable position can sometimes be used.
2.5 Integration via User Interface (Smart Connect)

As of DocuWare 5.1c, Smart Connect allows documents archived in DocuWare to be integrated in
existing applications simply and without any programming. A click of a button is all it takes to access
all the documents belonging to the current context in the relevant application, e.g. delivery notes for
the current accounting record in an ERP system.
In order to assign documents to the data records of such an application, it must be possible to import
index data from this application, but without being able to modify the application itself. For this purpose
the module reads the programs' screens at specific points and transfers the texts to DocuWare as
search or storage criteria. To read the data, Smart Connect either accesses objects on the application
screen directly or uses OCR technology.
This functionality was previously offered by the "DocuWare LINK" product. Smart Connect however is
a completely new development which uses Microsoft .NET software technologies.
2.5.1 Smart Connect Functionality

DocuWare is integrated in the application environment in such a way that it does not function like an
additional application. To the user it appears to be an integral part of the leading application that he or
she is currently using. Smart Connect offers the following functionalities for application integration:
• Fixed search
Here the user or administrator defines a dialog or an application window from which one or
more search criteria is read from the application and used to search in a file cabinet. Once set
up, a search can be reused at any time.
• Index enhancements
The user or administrator defines a dialog or an application window in which one or more
index features of the application are read and then stored. A Smart Connect button then
appears in the relevant Web Client dialog and is used to import the index entries from the
dialog or application window.
The search results are displayed in DocuWare Web Client.
Figure 9: Application integration via Smart Connect

Following the installation of Smart Connect on the local PC as a "click once application" - e.g. using a
link sent by e-mail, or from DocuWare Web Client - the presence of Smart Connect is displayed as an
icon on the Windows taskbar.
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Integration via User Interface (Smart Connect)
The following figure provides an overview of the architecture of a Smart Connect application. The
application can be either a local Windows application or an application with a Web interface. In both
cases Smart Connect allows access to the objects on the user interface.
Figure 10: Smart Connect architecture
The central DocuWare servers are accessed by the local Smart Connect client. Smart Connect
establishes the connection to the servers via Web Services. Following the (possibly automatic) login,
the Smart Connect client first obtains the user's data from the central configuration.
Since the integration is based on the user interface of the leading application, it can be necessary to
adapt the Smart Connect configuration if the application's developer makes changes to the interface
and the dialogs.
2.5.3 Authorizations
Administrator rights are not required to connect to an application. DocuWare administrator rights are
required only to create new configurations and distribute them to other users.
Smart Connect requires users to be authenticated and this - as is generally the case with DocuWare -
can be carried out automatically in a "trusted login". Details can be found in the "Security" white paper.
19
Office Add-Ins
3 Special Interfaces
For companies that use widely distributed products such as SAP, IBM Notes and Microsoft Office,
special customizations are available as an add-on module that implement direct document and data
exchange between these systems and DocuWare.
• For direct exchange with widely used Microsoft Office packages, the Office Add-in creates a
direct connection between the document-generating Office applications and the DocuWare file
cabinet. Connection to the Office systems of other developers is nonetheless also possible.
• CONNECT to SharePoint connects Microsoft SharePoint with DocuWare. SharePoint users
obtain an ideal solution for archiving documents directly from SharePoint in a permanent,
audit-proof format, thereby lightening the load on their libraries.
• CONNECT to Notes imports e-mails and documents from Lotus Notes and archives them in
DocuWare. These are categorized and indexed automatically using information in the e-mail
such as sender and recipient. And vice versa, DocuWare sends scanned and archived
documents for further processing in Lotus Notes.
• With the certified CONNECT to SAP interface DocuWare uses the features of the SAP
ArchiveLink interface to archive documents and files in DocuWare file cabinets. DocuWare
provides access to documents even without a SAP client.
Even the basic version of DocuWare includes options for integrating the Microsoft Office package and
the Outlook and Exchange mail systems.
3.1 Office Add-Ins

3.1.1 Microsoft Office Add-in
The DocuWare Add-In for Microsoft Office applications allows you to transfer a document you have
just edited direct from Word, Excel or PowerPoint to DocuWare baskets or file cabinets.
A button integrated on the toolbar of the Microsoft Office program adds a "storage feature" to Word,
Excel and PowerPoint. This button can be used to archive a file currently being edited to the central
DocuWare file cabinet. The DocuWare store dialog opens so that you can enter the index criteria.
Further index attributes can be added if necessary using the automatic indexing features.
3.1.2 Other Office Programs

Similar features to the add-ins described for Microsoft Office are offered by third-party providers for
integrating DocuWare with other Office programs. Provided the Office product can handle URLs,
documents can also be accessed via Web Client's URL integration. Individual storage functions can
also be easily integrated via the different universal interfaces and the options provided by the
DocuWare SDK.
3.2 CONNECT to SharePoint

Many companies are already using Windows SharePoint Services (WSS) or products based on them
like Microsoft SharePoint Server (MSS), e.g. for collaboration in projects. However, the question arises
as to how the final versions can be archived in an audit-proof format. If documents need to be retained
indefinitely or if archived documents are to be used in the processes, DocuWare can be integrated in
SharePoint for this purpose. This reduces the load on the SharePoint database because the
documents are not stored within the SharePoint database but in the DocuWare storage system. This
offers major performance advantages and increases the stability of the SharePoint installation.
CONNECT to SharePoint offers not just a "window to DocuWare" but close integration with the storage
and search functionality of SharePoint itself, including customer-specific modifications, for example for
deleting successfully archived documents in SharePoint later on. Use of MSS terminology includes
both the use of DocuWare as a "Records Center" and the integration in the search as a "Federated
Search Location."
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CONNECT to SharePoint
CONNECT to SharePoint integrates DocuWare in MSS as a "Records Center." This Records Center is
a basic feature of MSS 2007 and is designed as the central storage location for documents and for the
standard connection of document management systems.
CONNECT to SharePoint therefore requires Microsoft Office SharePoint server: there are a number of
ways of integrating DocuWare as a Records Center. For example, you can predefine a file structure in
which you specify for each document type where within the file structure it should be placed when
archived and which retention guidelines must be applied. Workflows and process-dependent
requirements always require detailed SharePoint know-how. Its successful use therefore always
demands prior planning and design by an internal or external consultant.
3.2.1 Storing Documents in DocuWare

To store a SharePoint document in DocuWare, right-click and select the item from the context menu.
This feature copies the selected document in its original format into a DocuWare file cabinet.
CONNECT to SharePoint ensures that every archived SharePoint document is automatically assigned
the appropriate index criteria. This can be done interactively or - with special programming - based on
rules.
Figure 11: Example of archiving SharePoint in DocuWare
Microsoft Office SharePoint Server also enables index data to be assigned automatically. Each
document is assigned to a specific type in MSS. A document type is always linked with a series of
properties known as "Records Repository Properties." These properties include a set of index data. At
storage, DocuWare imports this index data and writes it to the index fields of the file cabinet. The
administrator defines an assignment of the SharePoint index data with the DocuWare index fields
once for each document type: this is then used to index the documents automatically in DocuWare.
Any DocuWare file cabinet can be selected, depending on the document type.
To allow automated, rule-based storage, DocuWare uses SharePoint's user-dependent "custom
policies". For example, you can define a period after which documents should be sent to DocuWare for
long-term archiving and then automatically deleted from SharePoint.
Archiving can be customized by programming self-contained, individual "custom actions" to the
application requirements. These can then be used for example to initiate the deletion of SharePoint
documents from SharePoint immediately after they have been successfully archived.
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CONNECT to Notes
3.2.2 Searching and Displaying Documents

With CONNECT to SharePoint, a search in SharePoint Search Center can automatically include a
search in DocuWare file cabinets. Searches are initiated in parallel in SharePoint and DocuWare with
the same search terms and the user then receives two results lists from which the documents can be
selected. This allows documents already archived in DocuWare to be included in any search.
Figure 12: List of results in SharePoint
With CONNECT to SharePoint, DocuWare acts from the perspective of MSS as an integrated search
source (Federated Location). Using "Open Search" you can look for matching documents in the full
text and in the index data of the DocuWare file cabinets. A configurable results area in SharePoint
displays the results from the DocuWare file cabinets separately and also enables you to display the
documents directly in DocuWare Web Client.
DocuWare therefore works transparently in the background. The search and display of results takes
place with due consideration for the authorizations assigned in DocuWare, thereby ensuring that no
documents are accessed without authorization.
3.2.3 Administration
CONNECT to SharePoint has its own administration, in which both the organization-specific settings,
e.g. login type, results list display), and the document-specific configurations (e.g. assignment of
transfer of index data and position in storage structure) are defined.
3.3 CONNECT to Notes

In Notes/Domino systems, in addition to e-mails, specific Notes documents or standard Office
documents are administered and in some cases also created and used in workflows. Many of these e-
mails and documents must or should be stored for long periods after the process is finished. With
DocuWare installed, Notes/Domino users can use the CONNECT to Notes module to archive
documents and e-mails in DocuWare direct from their Notes system in a tamper-proof format.
DocuWare documents can also be sent with Domino/Notes as e-mail.
Objects in DocuWare can be searched and displayed without having to leave the Notes user interface,
although the physical documents are now managed by DocuWare. This simultaneously reduces the
load on the Domino database, which can lead to major stability and performance benefits, e.g.
including in the case of replications.
The CONNECT to Notes toolkit also provides the option to integrate features such as archiving and
retrieval directly in the Notes source database. This makes these features available to users more
quickly and easily, e.g. the archiving process can be initiated directly from their inbox.
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CONNECT to Notes
The use of CONNECT to Notes requires detailed planning and design. For the standard connection
some Customizing settings are also required on the Notes side. Use of the Toolkit is only
recommended if you have substantial knowledge of Lotus Notes. The successful use of CONNECT to
Notes therefore always demands prior planning and design by an internal or external consultant.
3.3.1 Special Features of Notes/Domino

Shared terms, e.g. "document" are used differently in the Notes and DocuWare architecture. For better
technical understanding, the major elements of Notes/Domino are characterized below:
Notes/Domino is a client-server system in which the server(s) are referred to as the "Domino server(s)"
and the clients as "Lotus Notes clients". Separate clients exist for development and administration.
A "Notes document" is - from a technical standpoint - a type of data record in the Domino database
that is displayed using defined layouts (dialogs and views). This also applies to e-mails. If Notes is
used to manage Office documents, these should be regarded more as an attachment to a Notes
document: The descriptive data (metadata and index data) is contained in the Notes document.
These "attachments" are stored in the Domino database, which in the case of high volumes quickly
leads to performance problems. For this reason alone it can be advisable to use DocuWare.
Not only are Notes/Domino installations frequently large, they are also used by very many users on
very different operating systems. Some are used in very disparate locations but enjoy very efficient
synchronization (replication). The distributed documents and the replications may also need to be
taken into account when designing the DocuWare connection.
3.3.2 Storing Documents and E-Mails in DocuWare

CONNECT to Notes offers a number of options for archiving Notes documents in DocuWare. The
archiving can be done on a client or on the server. Documents can be indexed in the DocuWare file
cabinet automatically and on the basis of rules, in accordance with the indexing settings in the
archiving profile configuration.
Archiving options and modes are also defined in the profile settings. For example, you can decide to
archive only attachments in DocuWare and leave the e-mails in the Notes system. Every Domino
database and all documents and document types can be integrated.
The following archiving modes are possible:
• Manual ad hoc storage without a default profile
Here the user specifies manually which documents are to be stored in what file cabinet.
• Manual ad hoc storage with a default profile
With this form of storage a profile is selected as the default to specify source data and the
destination for the documents to be stored.
• Automated, server-based archiving
Here an archiving agent checks whether there are any documents available for archiving in the
source databases. A predefined setting in the profile specifies which documents are to be stored;
these can be documents of a certain age, documents that contain a specific field entry (for
example the subject line of an e-mail), or which contain criteria defined by means of a Notes
formula (such as size). Archiving can be time and/or event-controlled.
E-mails can be archived with or without attachments. You can also choose whether the e-mails and/or
attachments should remain on the Notes client after archiving or be deleted and/or marked.
The archiving format determines how reproductions can be carried out and whether Notes is required
for this. You can choose whether documents are archived in the original Notes format, as Domino
XML or as PDF (or PDF/A). Documents can also be combined and stored simultaneously in multiple
formats. The PDF conversion produces a true-to-original copy, including hyperlinks, images and even
complex tables.
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CONNECT to SAP
3.3.3 Searching and Displaying Documents in DocuWare

Documents stored in DocuWare can be found both via the Notes client and also directly in DocuWare.
If you are searching within DocuWare, all the familiar DocuWare functionalities are available to you,
including full-text search. This can take in Notes documents including e-mails and their attachments.
In a Notes search query the index data is displayed in a hit list and a document can be selected from
the list and displayed. Once deleted in Notes, archived documents can if necessary be restored from
within DocuWare. DocuWare Web Client can also be used directly in Lotus Notes Client.
3.3.4 Configuration and Administration

CONNECT to Notes is implemented as a Notes database and therefore as a standalone Notes
application. An archiving profile can be centrally defined and used by multiple database servers. The
configuration does not need to be created separately for every server.
The settings for archiving documents are defined in profiles. Here you assign Notes database types –
which become the source – to selected DocuWare file cabinets. This means that you do not have to
select each database (for example the mail database of every user) individually. All databases that are
based on the selected template can be archived in DocuWare according to a particular profile –
without changing the design of the template.
The specifications for indexing documents are defined when a profile is created. For an index entry in
DocuWare, you either define a fixed value or the value is determined from the contents of a field in the
Notes document, a variable or a formula. A special configuration allows you to add your own index
words during archiving.
All Notes users who have access to the CONNECT to NOTES databases through the access control
list (ACL) can work with the application, provided they are also set up as DocuWare users.

Via the CONNECT to Notes module, Notes users are able to access DocuWare functions without
needing to make changes to the Notes design. Users therefore do not require any programming
knowledge, existing design changes are not affected and updates can be implemented without
problems.
The link between the original Notes document and the corresponding object in DocuWare is stored in
a Notes link database. The template for this links database is supplied as standard. The generated
links can be used to run a search from Notes, if the original document is no longer available there.
3.3.6 CONNECT to Notes Toolkit

This toolkit is designed as an enhancement for CONNECT to Notes within the Notes environment. It
enables CONNECT to Notes to be controlled directly from Notes applications. Documents can
therefore be stored and searched in DocuWare file cabinets directly from the Notes application, either
manually or via a specified automated mechanism.
The toolkit accesses the existing settings and profiles and consists of a range of Notes Design
elements (scripts, libraries, dialogs, etc.). Installation and configuration require design rights (and
knowledge) on both the Notes and the DocuWare side.
3.4 CONNECT to SAP

In many organizations SAP software is used for a wide variety of mainly commercial tasks. For
commercial tasks in particular it is often essential to link the data in the SAP system with the
corresponding inbound and outbound documents in order to prove compliance. SAP has also
implemented the "ArchiveLink" interface in the software as standard, which permits DocuWare to be
used as a background system for the administration of documents.
The interaction between DocuWare and SAP covers both incoming documents and documents and
data created in SAP. For the SAP user this means that when using the SAP user interface they can
store documents in DocuWare and carry out direct document searches in the DocuWare file cabinet
from within SAP. DocuWare works completely transparently for the SAP user.
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CONNECT to SAP
Figure 13: Connecting SAP and DocuWare (based on an SAP diagram)
To handle a wide variety of different processes and requirements, SAP has provided multiple storage
scenarios, search and display options, and workflow connections to its own modules. There are also a
number of configuration options for the interaction between SAP and DocuWare. The DocuWare
implementation has been certified by SAP.
The successful use of CONNECT to SAP therefore always demands thorough planning and design by
an internal or external consultant. It must also be remembered that for the standard connection some
Customizing settings are required on the SAP side. Workflows or special requirements also demand
detailed knowledge of SAP.
3.4.1 Storage Scenarios

Before documents can be found they must be stored so that both SAP and DocuWare can identify
these documents. Since companies have different requirements concerning storage processes, SAP
has defined different scenarios, all of which are supported by DocuWare. The following graphic
provides an overview.
Control is always through SAP and necessitates close integration of both the scanning and the
archiving functionality. Both are a component of the ArchiveLink specification. Storage and assignment
in the different scenarios can take place via predefined and modifiable "SAP Business Workflows".
The main difference between the scenarios is which object is available first. The data record required
for indexing may already exist in SAP and the relevant document - through scanning and assignment -
only becomes known to the SAP system afterwards, or the objects can arise in the reverse order.
The assignment can take place through manual input of an ID, e.g. an SAP document number or when
the SAP data record is entered, by reading a barcode from the document that is automatically
recognized at scanning and communicated to SAP.
Naturally documents can also be scanned by an external service provider and (pre-)indexed to import
documents and data subsequently as a "batch" via the ArchiveLink interface in DocuWare.
CONNECT to SAP also supports the storage of print lists with hyperlinks and of archive files from SAP
data archiving (REO data).
The archive ID and the Doc ID are the shared reference for a document between SAP and DocuWare.
The archive ID indicates the "Content Repository" and is configured within SAP. The Doc ID identifies
the document within the logical file cabinet and is assigned by DocuWare at storage and sent back to
SAP.
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CONNECT to SAP
3.4.2 Searching by SAP Users

In accordance with SAP standard scenarios, the data in the SAP database is simultaneously the index
data for documents that are searched exclusively via the SAP interface. In this case, DocuWare has
only minimal index data (ArchiveID, DocID) with which it can provide the document to the SAP user, if
required. SAP users can therefore access the documents directly from their normal interface, even
though the documents are stored in DocuWare. The SAP authorization concept ensures data privacy.
However, in this situation non-SAP-users do not have access to the documents and no additional
index data (not provided for in SAP) can be managed for the documents.
3.4.3 Searching by Non-SAP Users

DocuWare provides special features that make it possible to retrieve documents that were created in
SAP and stored in DocuWare using various criteria independently of SAP. Since after storage in
DocuWare no index criteria are available as standard for an intelligent retrieval, these criteria must be
added to the file cabinet. The index criteria are transmitted to DocuWare from SAP databases.
Application-specific ABAP programs are created for this purpose, which extract the index criteria and
send them to DocuWare (AUTOINDEX module).
As soon as the data arrives in DocuWare, DocuWare users (without an SAP account) can use this
index data to search, view and edit documents – independently of SAP – and also add to the index
data if necessary. All other DocuWare features, e.g. autonomous file cabinets, are then also available.

Basically, the interaction between the DocuWare CONNECT to SAP modules and SAP looks like this:
Figure 14: Communication between CONNECT to SAP components and ArchiveLink
An SAP system can have many different logical file cabinets and several SAP systems can have a
shared logical DocuWare file cabinet. These logical file cabinets are administered in DocuWare and
represented at the level of physical file cabinets. The parallel operation of production and test systems
is supported.
CONNECT to SAP consists of two components: SAP HTTP Server and Barcode Transfer. SAP HTTP
Server is based on the SAP ArchiveLink 4.5 archive interface. Barcode Transfer provides an interface
between DocuWare and SAP on a SAP RFC basis.
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CONNECT to SAP
"ArchiveLink Vers. 4.5" is a certifiable interface in the SAP Basis application (or NetWeaver) for
archiving documents. For its part, DocuWare supports all SAP document types and storage strategies,
as well as SAP data archiving.
Data for index enhancement can be extracted from SAP via ABAP programs. Due to the highly
customer-specific requirements, DocuWare does not supply ABAP programs, but some DocuWare
partners are able to offer appropriate programs.
27
URL Integration
4 Individual Interfaces
Although DocuWare offers special customizations for many applications, there will always be certain
less widely used programs that are important to customers and with which they need to exchange
documents and data. In order to integrate these applications as well, individual software applications
can be created using the Software Development Kit, SDK or the URL integration.
Using Java, URL integration and Web Services and powerful API interfaces you can control the main
DocuWare features from other applications, regardless of whether these applications – as DocuWare
is – are based on Microsoft .NET architecture.
4.1 URL Integration

Applications that are capable of handling Uniform Resource Locator (URL) addresses can be enabled
to access DocuWare servers relatively easily. Dialogs and documents can be accessed via URL. In
technical terms this means addressing the DocuWare Web Client Server, which in turn communicates
with the DocuWare server via the GAPI interface.
This makes access possible via Intranet and Internet using a standard browser, without the need to
install software locally.
Figure 15: Overview of the URL Integration feature
The required functionality is communicated to the URL in various different parameters. Some settings
can also be fixed by the administrator in the configuration. The application can then use the following
DocuWare features:
• Access search dialogs
• Access a particular document via DocID or search terms
• Access task lists
• Display different document types directly in the Web Client Viewer
• Access an appropriate viewer
• Download a document
The URL used for access from other applications always consists of the base URL plus other
parameters, e.g. the criteria for a search. This type of integration allows a user in one application to
access the latest documents on a given subject or the current document for a project status.
The URL Creator is a free DocuWare tool that can be used to generate static URLs. URLs can also be
compiled dynamically by means of simple parameterization of the URL in the leading system. Login
information can also be transferred in encrypted form in the URL.
Once all parameters have been specified, the resulting URL can be generated. The URLs generated
in this way can be directly inserted into the third-party (Web) application using copy & paste.
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Software Development Kit, SDK
4.1.2 Example: Web Client in Outlook

One possible use of URL integration is in conjunction with Microsoft Outlook. This allows you to
access e-mails already archived from the Outlook interface. A folder is defined for this in Outlook
which is used as the connection to DocuWare. The integration is created via the Outlook Homepage
function. When you click on this folder, Outlook branches to a given Webpage, in this case DocuWare
Web Client. In other words control is assigned to DocuWare and the elements predefined for the user,
e.g. search dialog or Workflow task list, are activated.
This enables the user to search in DocuWare file cabinets without needing to exit the Outlook
interface. Search dialogs and task lists predefined in DocuWare can be used. Since any search
dialogs can be integrated, it means that in principle all documents from DocuWare are available. If
only the e-mails of the current user should be searched, the relevant criteria must be defined in
advance.
DocuWare documents can be sent directly from Outlook via this method. For internal use, it is also
possible to send only links to documents, task lists, and result lists.
Naturally, security must also be taken into account here, and the different authentication procedures
can be used via the configuration. For smooth integration in the Microsoft world, the "trusted login" is
to be recommended here, which uses the Windows login data.
4.2 Software Development Kit, SDK

Solutions for customer-specific tasks are often created using individual software developments on very
different platforms and in very different programming languages. The DocuWare architecture makes it
possible to provide several powerful programming interfaces for a variety of development
environments.
The graphic below shows which features are available via which interfaces and in what languages.
The individual interfaces are explained in more detail below.
Figure 16: Functionality of the SDK interfaces
To use the DocuWare servers directly from proprietary applications, DocuWare offers the General
Application Programming Interface, GAPI, which in turn is used by different interfaces, depending on
the programming environment. In addition to these interfaces, which address the central servers
directly, communication via the DocuWare client is also possible using the TOOLKIT.
29
The following graphic provides an overview of the interconnections within the DocuWare architecture,
which are described in more detail in the rest of the chapter. Further details can be found in the
relevant manual.
Figure 17: SDK components and architecture
4.2.1 General Application Programming Interface, GAPI

The GAPI is the direct interface to the DocuWare server. Like a client, GAPI accesses the DocuWare
servers directly via TCP/IP. GAPI is a .NET-API that supports integration in .NET and C# and VB.NET
applications optimally and is also used for other DocuWare interface products.
Figure 18: GAPI architecture
For further details on the features of the interface and example programs, please refer to the GAPI
Tutorial. In the following we provide an overview of these features:
• Call available Authentication Servers and login
• Call up information about the organization (groups, profiles, roles, users)
• Call up information about users (e.g. assigned file cabinets, rights, functions)
• Call up information about file cabinets (e.g. names, fields, settings with regard to full text and
satellite file cabinet)
30
• Call up information about documents (number of pages, index data, text annotation and
system fields)
• Store and upload documents and index data
• Boolean search for documents with defined fields returned as results list
• Export document in the file system or download and check out
• Add or modify index data, annotations and stamps
• Attach or delete document pages
• Start and stop workflows, check status
Via GAPI the application can also address and use the security features of DocuWare servers. Thanks
to this direct access, GAPI is efficient, safe and easy to use.
For integration in .NET and C# applications, references are set in the "DOCUWARE.GAPI.DLL", which
must therefore be available locally. However, since GAPI works without a Client, there is no user
interface.
Web Services and JAPI (Java Application Programming Interface) build on GAPI to create a specific
interface to the Java world.
4.2.2 Web Service Interface

The DocuWare software is realized based on the philosophy of SOA (Service Oriented Architecture).
As a result the main features are also available for other applications or individually created programs.
Different applications can then both store documents in DocuWare file cabinets as well as search and
display them there. What's more, the document's index data can be added to or modified even after
archiving.
The interface can be used in standardized form in accordance with the rules of the Windows
Communication Foundation (WCF). The Web Services for this are available in two interface variants:
• Session-Based Services
This variant is addressed by .NET clients.
• Compatible Services
This variant is addressed by Java or PHP clients.
The Web Services thus enable .NET-based DocuWare servers to work easily with numerous
applications from the Java and Windows world, regardless of the type of DocuWare implementation or
specific DocuWare version. Changes made to the DocuWare server therefore have no effect on the
client systems.
The following Web Services are available with clearly defined functions:
• DocuWareService
These services are used in authentication (logon/logoff) and the provision of lists of all file
cabinets, dialogs and all stamps of the users currently logged in.
• FileCabinetService
These services are used to establish a connection to a file cabinet in order to obtain the
available index fields, dialogs, and select lists. These services also allow you to delete
documents.
• ResultListService
ResultListService makes it possible to search (including the use of Boolean links) the index
fields and access the result list.
• DocumentService
DocumentService makes it possible to open and close documents in the result list. It also
allows you to edit index entries, set text annotations and stamps, as well as archive and
upload or download new documents.
• FileService
This service offer access to any files (open, close, read and write).
31
• Base64FilesService
Base64FilesService is identical to the FileService except that the data is Base64-encoded
when transferred. This is necessary for certain J2ME Web Service environments that cannot
process uncoded files.
DocuWare Web Services run on a separate application server. High speed is achieved through
efficient coding and the scalability of the background services and the Web Services server.
4.2.3 Java Application Programming Interface, JAPI

To enable the DocuWare servers to be used from Java applications, DocuWare provides an interface
called the "Java Application Programming Interface" (JAPI). JAPI functions as a client for DocuWare
Web Services and uses these to exchange data with the DocuWare system. As mentioned above, the
Web Services are addressed via JAPI, which in turn accesses the DocuWare servers via the "General
Application Programming Interface, GAPI."
To connect to a Java client you need Compatible Web Services. Compatible Web Services support
the SOAP 1.1 (Simple Object Access Protocol) network protocol. Session Services support SOAP 1.2
and are used to connect to a .NET client.
Figure 19: Integrating DocuWare Web Services with JAPI
4.2.4 Toolkit
DocuWare TOOLKIT offers a C programming interface for C-/C++ programming languages and a
COM automation interface for 4GL programming languages such as Visual Basic 6. These interfaces
allow you to use DocuWare features in your own applications or the applications of other developers.
TOOLKIT controls the main DocuWare features in the area of basket, file cabinet, and document
processing via the DocuWare Client. For example, you can select baskets or documents within a
basket, and display them. Documents can be imported, indexed, and stored in file cabinets. A variety
of functions are provided for searching and storing documents in DocuWare file cabinets; for example
you can call up search and store dialogs, and display documents from the results list.
Functions of the C programming interface are integrated from the TOOLKIT-DLLs (Dynamic Link
Library). Each TOOLKIT function provides an interpretable error code, ensuring optimal handling of
errors and exceptions. The handling of TOOLKIT functions in 4GL programming languages (e.g.
2
Microsoft Visual Basic) is simplified considerably by the COM interface, which also enables OLE
automation.
Functions are available for the following areas:
• Basket processing
2
OLE = Object Linking and Embedding: An object system and protocol developed by Microsoft which
enables different (OLE-compatible) applications to work together and therefore the creation of
heterogeneous compound documents.
32
• Archiving
• Document processing
The TOOLKIT.NET interface acts as a wrapper for the C programming interface. It makes it possible
for .NET languages to use the DocuWare TOOLKIT functions. For example, documents from VB.NET
and C# applications can also be displayed in the DocuWare Viewer. The TOOLKIT .NET interface is
object-oriented.
The TOOLKIT should only be used for simple solutions that demand little programming work. Due to
the performance of the new GAPI, JAPI, and Web Services interfaces, TOOLKIT will not be developed
any further.
4.2.5 Validating Index Entries

The validity of the index values assigned to a document is crucial if they are to be retrieved within a
document management system. To identify typing errors or incorrect assignments at input, you are
advised to run validations. At field level this can be done from the field entry mask, which specifies
which values are allowed. However, as soon as dependencies between fields need to be taken into
account, more complex check routines are required. Here DocuWare provides the option to carry out
plausibility checks on server-side index entries using customer-specific validation libraries.
Whenever an index entry is written or updated, the system calls the customer-specific validation library
and validates the entries which are either accepted or rejected, accompanied by an appropriate
message. The user still has the opportunity to correct his or her entries. The validations apply to all file
cabinets and index changes, including cases where setting a stamp causes index entries to change.
For example, a field validation can check whether a date is older than the current date or that a value
does not exceed a certain limit. An index validation might use an external data source to check, for
example, whether a customer number entered actually matches the customer name.
The plausibility check is implemented using Microsoft .NET DLLs that can contain any number of
checks. DLLs are program parts that are used by multiple applications and which are therefore only
stored and maintained once outside the application. These are written by a sales partner or by the
customer themselves and can therefore be tailored precisely to users' requirements. Both entries in a
field (field validation) and entries in combined fields (index validation) can be checked.
DocuWare supplies one DLL with base classes. The partner/customer then uses this DLL to create
their own specific DLLs. These DLLs are registered in DocuWare Administration and are allocated to
file cabinets and/or index fields.
33
Storage
5 Integration in Existing IT Environment

5.1 Storage
DocuWare file cabinets store documents throughout their life cycle: from the moment they are
imported or created, through editing and processing to long-term archiving. DocuWare software
already complies with the standards of archiving in a tamper-proof format, as stipulated in the German
Civil Code.
Protecting the physical document storage however has to be done at an organizational level or by
using the relevant storage systems. This leads to differing requirements which can necessitate the use
of different storage technologies.
It supports all the main storage technologies: ranging from simple hard disk and RAID systems, CD,
DVD and WORM (Write Once Read Many) in manual or Jukebox operation, through Storage Area
Network (SAN) solutions and virtual WORMs to Content Addressed Storage (CAS).
The use and integration of the main storage alternatives are discussed briefly below.
5.1.1 Jukeboxes
There are various Jukebox managers available on the market for integrating jukeboxes in DocuWare
file cabinets. These manage optical storage media (CD-ROM, CD-R, DVD-ROM, DVD+/-R (DL), DVD-
RAM, MO, MO/WORM, UDO, PDD, Blu-ray Disc) in a disk changer. They are used to generate copies
of locked media which you can store offline (e.g. in a safe), thus providing theoretically unlimited
capacity.
Typically, these are integrated with DocuWare by generating a file system on the server with a drive
letter for the storage system that represents the complex storage hierarchy. This file system or even
individual subdirectories can be shared on the network with the necessary authorizations and are
therefore also made available to DocuWare.
Other features may be provided depending on the Jukebox Manager, e.g.:
• Caching for performance optimization
• Mirroring on two media which can be located in different jukeboxes, even at different locations
• Controlling Jukebox clusters
• Automatic checking of data integrity
The Jukebox Managers usually support multiple Jukeboxes by the most common manufacturers.
5.1.2 Content Addressed Storage

Thanks to multiple copies and large e-mail distribution lists, identical copies of documents can
frequently arise in different directories and a simple archiving procedure would then archive these
documents a multiple number of times. New storage systems that use the Content Addressed Storage
(CAS) procedure ensure that documents with identical content are physically stored only once.
CAS is a special storage procedure for hard disks that enables direct access to individual objects
whilst simultaneously ensuring that the stored information cannot be modified. With the Content-
Addressed-Storage system stored information is accessed not via its location on the physical medium
but via the content of the information. Via a hash procedure, as used in signatures, a "fingerprint" is
created that represents the content and is used for addressing. The procedure is therefore suitable for
data that should not be modified.
This fixed content relates to documents that are written once to the storage system and then never
modified, e.g. business documents, receipts, billing data, etc. in electronic form. These systems are
therefore an ideal solution for use in DMS systems with the requirement these have for tamper-proof
archiving. With this procedure, the write-once property referred to here (which can be written once
only), which in terms of hardware was previously possible only in connection with optical storage
disks, is created on the software side.
34
Scanners
Nowadays CAS systems are offered by several leading manufacturers. Since the integration and use
of the full functionality may require the modification of manufacturer-specific interfaces, the integration
option in DocuWare must be checked on a case-by-case basis. For some time now DocuWare has
supported systems from EMC, the leading provider.
5.1.3 Other Hard Disk-Based Storage Systems

Similar functionality to that offered by CAS can be found in the storage solutions of other companies.
Special software is used to generate WORM (Write Once Read Many) volumes on hard disks.
To preclude attempts at modification or deletion even by the system administrator, the software
prevents all write-delete activities in the hard disk-based storage system. Storage periods protect the
dataset in the long term, although they can be limited in time. The WORM status expires at the end of
the predefined expiration period.
These solutions extend the benefits of DocuWare, e.g. the archiving of different document types from
a range of sources in a central document pool, with the high access speed of a hard disk, and
combines them with the security of a WORM medium.
DocuWare supports seamless integration with the SnapLock software from storage provider NetApp.
NetApp storage can then be selected as a document storage location directly from within DocuWare.
The interface is regularly tested by DocuWare. Other companies also offer certified interfaces to their
hard disk-based storage systems from DocuWare.
5.2 Scanners
Document scanners are normally used to capture documents in paper form in DocuWare. DocuWare
integrates a range of convenient features, from controls for simple workstation devices through to
high-performance scanners. Once scanned, documents are held in the DocuWare baskets for further
processing or ready for storing in the file cabinets.
DocuWare supports the two most important interface standards. The software includes drivers both for
the ISIS (Image and Scanner Interface Specification) and the TWAIN interface. This allows all
standard scanners to be controlled automatically, be they entry-level devices or high-volume scanners.
The ISIS architecture is characterized by its high level of compatibility: there are ISIS-compatible
drivers for over 300 scanner models, and most of these drivers have been certified by EMC Captiva.
Most scanners today use the USB hardware interface for the connection. If the scanner requires
SCSI2 as the hardware interface, the PC must be equipped accordingly. DocuWare customers
therefore have maximum freedom of choice when scanning.
5.3 Integration of Multifunction Copiers

For scanning smaller document volumes locally on existing multifunction copiers, DocuWare can
integrate a number of these network scanners. The images are normally stored first on a defined
network drive, from where they are imported into DocuWare. This can be done using ACTIVE
IMPORT. Special connections exist for many devices that allow direct indexing on the copier.
5.4 Database Server

To store its own settings and for the index data, DocuWare must have a relational database. This can
be a dedicated database for DocuWare only. However, many companies already have a central
database server which will also have to be used by DocuWare.
One easy method of integrating DocuWare is with the Microsoft SQL Server. Apart from Microsoft
SQL, the following databases are supported for DocuWare servers: MySQL and Oracle as of Vers.
9.2.
MySQL and Oracle can be used on other operating systems like SUN or Linux. Other databases (e.g.
DB2 and Informix) cannot be used for storage but can be used for indexing with AUTOINDEX or
ACTIVE IMPORT via an ODBC connection.
35
External User Administration
5.5 External User Administration

As a company-wide infrastructure, an archive system can contain sensitive information that must not
be made uniformly available to all employees. That means you need user administration, but this
requires the authorized user to supply an ID (authentication), which can be seen as a nuisance in view
of the number of systems people have to deal with nowadays.
In addition to its own user administration, DocuWare therefore offers a user and group administration,
which ranges from the import and continual synchronization of users and groups in external directory
services with those in DocuWare system, through to Single-Sign-On. This means that a user, after a
single authentication on one workstation, can then access all PCs and services for which they are
authorized from that same workstation, without needing to log on again during this session.
Rights assignment and the user-specific settings (e.g. menu settings) must still be defined within
DocuWare, because the external directory cannot know the DocuWare resources.
The following functionalities are used:
• Use of Windows directories (including Active Directory) or external directories based on the
LDSP standard
• Import and continual synchronization in the event of changes to users and groups in external
directory services with those in the DocuWare system
• Optional aggregation of users into groups
• Direct assignment of individual rights, profiles and roles to individual users
• Assignment of roles to groups
Figure 20: Function of user synchronization
The technical information for the synchronization workflow is entered by the DocuWare system
administrator. The time at which synchronization takes place for a particular DocuWare organization is
determined by the DocuWare organization administrator.
5.6 Linux, Apple and other Non-Microsoft Environments

The DocuWare servers themselves are based on Microsoft architecture. However, DocuWare is easy
to integrate with infrastructures based on other technical architectures, so that DocuWare file cabinets
can also be used as a "black box" in non-Microsoft environments and can interact with these. This of
course also applies for Linux systems, which are often used at server level.
36
External Time Stamp Agencies
Thanks to the ability of DocuWare servers to interact with other systems via defined protocols and
interfaces, functionalities required can be realized in non-Microsoft environments. Functionalities that
can be based on other architectures but which can be used by DocuWare include:
• SAP R/3 or NetWeaver for the connection with CONNECT to SAP
• Other third-party applications from which documents and data are transferred from a file
system or Web services and/or for which documents and data are made available via these
routes
• Supported database systems for DocuWare (MySQL, Oracle)
• Any ODBC databases for indexing and database update
• LDAP user administration
Documents can in principle be accessed from Web Client in any supported browser and on any
operating system – including Linux and other non-Microsoft environments (e.g. MacOS). The dialogs
can be adapted to any website using style sheets and simple HTML programming and integrated in
portals. In Linux and non-Microsoft environments some functions are however restricted; here
documents cannot be sent directly from Web Client. The full functionality is available in Microsoft
Internet Explorer and Mozilla Firefox for Windows.
5.7 External Time Stamp Agencies

Signatures are usually used to indicate binding proof of communication. In this case the reliability of
the time of signature is critical. Which is why, in addition to personal signatures, qualified electronic
time stamps can also be created under signature law.
In the DocuWare system, this requires the publication of a timestamp service for the automatic
communication. When a document is given a time stamp, the hash value created (the document's
"fingerprint") is sent to this time stamp service. The signature returned by the time stamp service is
stored in DocuWare in the same way as personal signatures and can be verified later.
Figure 21: Example of a document with electronic signature in the DocuWare Viewer
The status bar in the DocuWare Viewer indicates whether a document has a qualified electronic
signature and (after running a check) whether the signature is valid.
37
External Time Stamp Agencies
DocuWare currently supports the following time stamp services:

• AuthentiDate
AuthentiDate is connected via a secure Internet line. The connection must be cleared by
AuthentiDate.
• TimeProof
In the case of TimeProof, specialized hardware and software can be placed on the client's
own network and connected to DocuWare via the relevant contact data. Communication is
encrypted.
The time stamp service can therefore be implemented either as an in-house solution or as an external
service.
38
Capturing and OCR
6 Integration of Special Customer-Specific

Modules from Third Parties
With its open architecture, DocuWare enables third parties to adapt their components to the
DocuWare system or to optimize them for use with it. Any supplier of complementary hardware and
software for DocuWare can have their products checked and certified by DocuWare Quality
Assurance. Certification involves testing the product's functional capability in combination with
DocuWare, the installation routines, and the documentation. Which products are certified can be found
on the DocuWare website under "Certified Products." Only major categories and their integration are
described here.
6.1 Capturing and OCR

DocuWare already includes software for scanning and indexing documents, the functionality of which
is sufficient for most capturing processes. Through the RECOGNITION add-on module, the standard
product also offers Optical Character Recognition (OCR).
However, it may be that special requirements, e.g. concerning image preparation or recognition exist
which make it advisable to use third-party products. Depending on the requirement (e.g. scanning
receipts, processing incoming mail and invoices) there are specialist solutions from different providers
available on the market. In addition, special hardware can be used for very high input volumes.
In these cases the capturing process (scanning and indexing) is performed by the third-party product.
The same concept applies when the scanning is done by external service providers. All these modules
and solutions generate files that belong together for a scanned document and the index data. These
can be imported into DocuWare file cabinets using the import functions, e.g. ACTIVE IMPORT. The
verification and enhancement mechanisms described there can of course also be used.
6.2 Display Modules

Depending on the type of document, DocuWare allows you to access the viewers or source
applications of third-party developers.
6.2.1 Adobe Acrobat Reader

Acrobat Reader from Adobe is the worldwide standard application for displaying PDF files. Acrobat
Reader lets you display, search, digitally sign, inspect, print and coordinate PDF files.
Acrobat Reader can be integrated in DocuWare as a general viewer for all PDF documents and is then
automatically called up by DocuWare when the user opens a document. If the DocuWare file cabinet
contains mainly PDF documents, users who use this product a great deal do not therefore need to get
used to a different viewer. However, the range of options offered by the DocuWare Viewer, such as
stamps, are naturally not available.
6.2.2 Other Third-Party Providers

Complex ECM applications frequently also call for the administration and provision of digital media
objects such as photographs, videos, music titles, e-Books, and even X-rays or CAD/CAM data. In
principle this media can also be viewed as documents and managed in a Document Management
system.
However, not all formats can be reproduced by the DocuWare Viewer. Viewers from third-party
providers will then be required if DocuWare is used to manage documents and/or files that do not
correspond to the classic document formats, e.g. TIFF or PDF.
A point of note here is requirements that exceed the capabilities or normal document viewers. This
applies in particular if the files don't just have to be displayed, but must also be available in editable
form, in which case it is essential that the display module of the source application be integrated.
39
Overview of Storage/Indexing
7 Solutions by Application Area

This chapter illustrates the potential solutions from the user's perspective. This is a brief overview of
the application areas for the components previously described. For more detailed information, please
refer to the previous chapter.
Thanks to the number of integration options, the question arises as to which form should be used and
when. As a general rule, we recommend the following approach:
1. If a special interface exists, then its suitability should be checked first before using universal or
even individual interfaces.
2. If the application (e.g. Web or Portal application, certain "rich clients", integrated IFrames) can
handle URLs, you should check whether a integration matches your requirements.
3. If the integration is to be in the interface of an application, and it is not possible (or advisable)
to modify this application, you should check whether the requirements can be met with
Smart Connect.
4. If direct integration in the interface of the third-party application is not possible or not
necessary, the universal interfaces should be used.
5. If the requirements are very specific or if integration with your own applications needs to be as
close as possible, the DocuWare servers should be accessed using the Software
Development Kit (SDK):
a. Depending on the application/development environment, via the future-proof GAPI,
Web Services or JAPI interfaces (as demanded by the programming environment), or
b. via the interfaces to the TOOLKIT in the case of smaller, client-based solutions.
6. With regard to the interfaces, note that for architectural reasons GAPI offers the best
performance and the most functionality and that no further development of the TOOLKIT
interfaces will take place in future.
7.1 Overview of Storage/Indexing

In addition to scanned images, DocuWare is also capable of managing a wide range of documents
and files from any number of source systems. Given the wide range of systems around today, the
question often arises as to how documents can be imported into DocuWare and above all what the
most efficient method of indexing is.
If a special interface exists for the source system, this option should always be examined first because
it will probably offer the fastest and best integration. Special interfaces are available for Microsoft
SharePoint and for IBM Notes/Domino and the SAP systems. Additional options for integration with
Microsoft Office are also described under Integrating DocuWare in Microsoft Office.
One straightforward method of importing documents is via universal interfaces that use the output
options of the third-party application. Assuming the application is able to print the documents, the
DocuWare TIFFMAKER printer driver and the COLD module provide elegant options by which to make
DocuWare documents available, without needing to modify the application. Other DocuWare add-on
modules such as ACTIVE IMPORT and AUTOINDEX can be used to import documents into
DocuWare file cabinets and automate the indexing either fully or partially.
A further option for adding index data to stored documents is offered by Smart Connect, which extracts
index data from the leading applications at the click of a button. The data then extracted can be used
for indexing during storage.
Furthermore, most applications allow you to store their documents in the file system. From there the
file import can take place, whereby ACTIVE IMPORT and AUTOINDEX play an important role.
In the absence of suitable special interfaces and if the universal interfaces mentioned are not suitable
for the task, individual programming will be required. In the SDK DocuWare offers a variety of methods
of implementing storage functions directly in the third-party application using an individual
customization. On the client side, the storage functions are available with the aid of the DocuWare
TOOLKIT via .NET, Visual Basic and C/C# interfaces.
40
Overview of Search and Display
If the application is a Web application and the server needs to be accessed directly, a Java, PHP or
.NET program and the Web Service interface can be used to save data directly to the DocuWare
system. For Java programs, DocuWare offers a dedicated interface for Java with JAPI. Apart from
that, the GAPI server interface can also be addressed directly via C# or VB .NET for storing both
documents and index data in a central location.
7.2 Overview of Search and Display

For searching and display it also holds that if a special interface exists for the source system, this
option should always be examined first because it will probably offer the fastest and best integration.
Special interfaces are available for Microsoft SharePoint and for IBM Notes/Domino and the SAP
systems. Additional options for integration with Microsoft Office are also described under Integrating
DocuWare in Microsoft Office.
If no suitable special interface exists, Smart Connect can be used as the universal interface. Smart
Connect imports the relevant search criteria from the interface of the third-party application and uses it
to submit search queries via DocuWare Web Client to the DocuWare Server. The third-party
application does not need to be modified. However, a button can be displayed with which to launch the
search or display. The search results are displayed in Web Client and the other Web Client functions
are also available.
DocuWare Web Client is also the preferred "means to an end" if you need to access DocuWare from
the Outlook interface. As described under Web Client in Outlook, DocuWare Web Client can be made
available via the Outlook interface, so that search queries can be submitted direct from Outlook.
With Windows Explorer Client, documents archived in DocuWare can be opened, displayed and edited
by navigating in the folder structure or using the Open feature available in nearly all applications.
For searching the following of course still applies: in the absence of suitable special interfaces and if
the universal interfaces mentioned are not suitable for the task, individual programming will be
required.
The above-mentioned SDK also offers methods of implementing search and display functions directly
in the third-party application in an individual customization. On the client side this can be done with the
aid of the DocuWare TOOLKIT via .NET, Visual Basic and C/C# interfaces.
If the third-party application is capable of handling a Uniform Resource Locator (URL), URL integration
can be an interesting option. Parameterized URLs can be used not just to access particular
documents directly, but also to call up search dialogs, display result and tasks lists, and to download
documents.
In the case of a Web application which needs to access the server directly, then as with storage this
can be done via the Web Service or JAPI interface. Apart from that, the GAPI server interface can also
be addressed directly via C# or VB .NET for storing both documents and index data in a central
location.
7.3 Integrating DocuWare in E-Mail Programs

When DocuWare is integrated with mail systems, the mail system and the precise objective must be
known. Does a special interface exist for my mail system or does my mail system support the
Extended MAPI interface? Is the archiving of incoming mails a priority and should these mails be
indexed automatically? Or is the priority to have read access in the DocuWare file cabinet directly from
the mail system's interface?
If you are using the IBM Notes Domino system for e-mails, the DocuWare CONNECT to Notes add-on
offers optimum integration between the systems. This applies both to storing from Notes and for
searching in DocuWare from the Notes interface. In addition and by means of the optional CONNECT
to Notes Toolkit, DocuWare functionality can be used directly in individual Notes applications. A
detailed description can be found in this document under CONNECT to Notes.
If you are using Microsoft Outlook as your e-mail system, DocuWare Web Client can be used for
searching in DocuWare from the Outlook interface. Using a dedicated Outlook folder, the Outlook
Homepage function and DocuWare URL integration you can establish a connection to DocuWare Web
Client and make its functionality directly available in Outlook. A detailed description can be found in
this document under Web Client in Outlook.
41
Integrating DocuWare in Microsoft Office
If e-mails are to be transferred from the mail system, this can be very easily realized in the case of mail
systems which support the Extended MAPI interface (e.g. Outlook) by setting up folders in the mail
system which monitor an ACTIVE IMPORT job. Indexing can take place semi-automatically here. A
more detailed description can be found in this document under Importing from MAPI Programs.
If you are using neither Outlook nor Notes as your mail system and if no extended MAPI interface is
supported, integration can if necessary be realized via URL Integration or the DocuWare Software
Development Kit, SDK.
7.4 Integrating DocuWare in Microsoft Office

Due to the widespread use of the Microsoft Office solution we shall summarize the integration options
in this chapter. For further information in each case, click on the relevant links.
7.4.1 Storage/Indexing
Special solutions for importing documents from Microsoft Office exist through the Office Add-In which
enables files to be saved directly from Word, Excel and PowerPoint. At the same time, manual
indexing is carried out by means of suitably preconfigured store dialogs. CONNECT to SharePoint,
which makes it very easy to store documents from SharePoint libraries via a context menu, also
enables automatic importing into DocuWare to be realized. If you use the Microsoft Office SharePoint
Server, DocuWare will be integrated as the Records Center and is therefore part of defined document
lifecycle processes.
Documents from Office applications can easily be saved in DocuWare via Windows Explorer Client
using the Save or Save As feature. The folder names are automatically adopted as index entries.
If you are using Microsoft Outlook, e-mails are stored via the universal DocuWare interface for MAPI
programs. Thanks to the structure of e-mails, some automatic indexing can be carried out at this point,
which can then be added to manually or for example using AUTOINDEX.
Since all Office programs are also able to print documents (or e-mails), DocuWare storage can also
take place via the TIFFMAKER virtual printer, for which different options for (partially) automated
indexing are available.
However, if you use GAPI the DocuWare servers can also be directly addressed from your own
programs. This makes the entire DocuWare functionality available to the programmer for the Office
integration. For example, Visual Basic can be programmed to read data from a Word form and then
forward it to DocuWare as index entries via GAPI.
7.4.2 Search and Display

Office documents can be retrieved using the different DocuWare search functions in DocuWare. The
type of display and processing features available depends on the selected client. In the case of the
DocuWare rich client the original program to be called up (and therefore the processing functionality
offered) is determined by default in the operating system systems; using a configuration in the
DocuWare system you can define a program that overwrites the standard setting in the operating
system.
Provided Office documents were stored in their original format – and with the appropriate authorization
– they can be edited in the original application, e.g. Word, Excel, PowerPoint or Outlook. The
document is then available directly in these applications and the document content can be modified.
DocuWare ensures that audit compliance is protected. The features mentioned here are part of the
standard system and do not require any integration work.
If documents are displayed using the DocuWare Viewer, annotations and stamps can be set,
assuming appropriate authorization.
By contrast, Web Client converts the document formats into a Web-compatible display format, which
precludes any editing in the original application. Web Client does however offer the option of
downloading documents. The application that is run following the download is then determined via the
settings in the operating system.
If documents are displayed using the DocuWare Viewer, annotations and stamps can of course also
be set in Web Client, assuming appropriate authorization.
42
Integrating DocuWare in ERP and CRM Programs
If CONNECT to SharePoint is being used, DocuWare file cabinets can also be integrated in
SharePoint searches as the "federated location". The results list in SharePoint displays the results
separately but allows documents to be opened directly from the SharePoint interface.
Documents stored from Outlook can be accessed using the Outlook homepage function.
With Windows Explorer Client, documents archived in DocuWare can be opened and displayed by
navigating in the folder structure or using the Open feature available in all Office applications.
Naturally the various options in the SDK can also be used to search and display MS Office documents,
if the options mentioned above are not sufficient. Which interface is used depends on the task at hand
and the programming environment.
7.5 Integrating DocuWare in ERP and CRM Programs

In cases where another application is the leading system, there is often a need to integrate a DMS
solution in the background, so that documents created with other applications can be assigned to a
data record directly. Of the special solutions described in this document, CONNECT to SAP should be
regarded as the DocuWare integration for the very widely used Enterprise Resource Planning
Systems (ERP) from the developer SAP AG.
There is no equivalent solution for ERP systems from other providers because the majority of these
systems do not offer a defined archive interface. Using the tools described in this document as
universal or individual interfaces DocuWare can however be connected to these systems, allowing you
to archive and search directly from the application.
There are also a number of solutions available for this area of application from third-party providers.
Certified applications can be found on the DocuWare website under "Certified Products".
If the CRM applications are based on SAP, IBM Notes/Domino or Microsoft Office/SharePoint, the
connection can be realized using DocuWare special solutions. This chapter is concerned primarily with
the SAP solution, due to its clear relevance.
In other cases, the universal and/or individual interfaces are also recommended for CRM applications.
Which technology, e.g. Smart Connect, URL integration or SDK is used and whether this takes place
more on the client or on the server side depends on the one hand on the specific functional
requirements and on the other on the technology of the leading system.
Although the options presented by the SDK require detailed programming knowledge, the DocuWare
features can easily be incorporated into the third-party application using URL integration and
Smart Connect. However, the creation of the required dynamic queries for the URL integration
requires basic knowledge of HTML hyperlinks in order to configure the ERP and CRM systems.
7.5.1 Storage/Indexing
If you want to connect to an SAP system, SAP has defined various storage scenarios which comprise
both the assignment of scanned information to SAP data and the archiving of outgoing SAP
documents. To facilitate this, SAP has defined the "ArchiveLink" interface and various scenarios.
CONNECT to SAP supports all storage scenarios envisaged by SAP.
Provided the third-party application is installed on a Windows operating system and uses or can use
the relevant printer driver, you can print out and also index these documents using the TIFFMAKER
virtual printer. Thanks to the COLD/READ add-on module, the spool files can be used for mass
printing and typical host print formats.
In both cases forms or letters can be overlaid at import, enabling documents to be reproduced true to
their original format. Also in both cases the index data can be extracted from the print output on the
basis of defined rules. This allows outgoing documents from the ERP and CRM applications to be
transferred with ease.
Documents received in paper form can - regardless of the third-party application - be scanned and
manually (pre-)indexed. Often there is a requirement to publish these documents to the third-party
application and to supplement the DocuWare Index automatically with the data from the third-party
application, e.g. customer data. A database update can be performed using the ACTIVE IMPORT and
AUTOINDEX add-on modules.
43
Integrating DocuWare in ERP and CRM Programs
If a scanned document is to be assigned to a third-party application in the dialog, Smart Connect can
be used for this. In this case the index enhancement is carried out by extracting the data from the
dialogs of the third-party application in the relevant dialog step, e.g. invoice entry.
If the previously described options cannot be used to realize storage together with a third-party
application, along with the components of the SDK DocuWare offers the option of creating individual
programs and customizations.
7.5.2 Search and Display

If integration with an SAP system is desired, the CONNECT to SAP module should be used since this
already covers the most important search requirements. In the case of the ArchiveLink interface
however, note that this interface was designed purely for SAP users to run searches in the DocuWare
file cabinet. The searching of SAP documents by non-SAP users (see Searching by Non-SAP Users)
requires individual add-on programming.
In all other cases: If the documents from the source system are stored in DocuWare with sufficient
indexing, they can in principle be searched and displayed by any user and using any system that can
be integrated. In other words, documents from any ERP or CRM system that meet this condition can
also be used in another "Special Solution", e.g. Microsoft Office, CONNECT to SharePoint or
CONNECT to Notes.
Naturally, these documents are also available via Web Client, e.g. also in Outlook; and provided a
relevant match code exists, they can also be used in conjunction with other third-party applications via
Smart Connect. If the ERP/CRM system can handle URLs, the associated document can be displayed
via the URL integration with dynamically parameterized URLs.
If you need to access the server directly, then as with storage you can do this via the Web Service or
JAPI interface. Apart from that, the GAPI server interface can also be addressed directly via C# or VB
.NET for storing both documents and index data in a central location.
Finally, the SDK also offers methods of implementing search and display functions directly in the third-
party application in an individual customization.
44
Table of Figures
8 Table of Figures
Figure 1: General DocuWare architecture............................................................................................7
Figure 2: Example of a Web Client ......................................................................................................8
Figure 3: Archived documents in Windows Explorer with an info box for modifying the index entries .... 9
Figure 4: Interface types....................................................................................................................10
Figure 5: Example of TIFFMAKER Control ........................................................................................12
Figure 6: Folders monitored by ACTIVE IMPORT for e-mail archiving from Outlook........................... 14
Figure 7: How AUTOINDEX works ....................................................................................................15
Figure 8: COLD document as entry in the result list and in two views................................................. 17
Figure 9: Application integration via Smart Connect........................................................................... 18
Figure 10: Smart Connect architecture ..............................................................................................19
Figure 11: Example of archiving SharePoint in DocuWare ................................................................. 21
Figure 12: List of results in SharePoint ..............................................................................................22
Figure 13: Connecting SAP and DocuWare (based on an SAP diagram) ........................................... 25
Figure 14: Communication between CONNECT to SAP components and ArchiveLink ....................... 26
Figure 15: Overview of the URL Integration feature ........................................................................... 28
Figure 16: Functionality of the SDK interfaces ................................................................................... 29
Figure 17: SDK components and architecture....................................................................................30
Figure 18: GAPI architecture .............................................................................................................30
Figure 19: Integrating DocuWare Web Services with JAPI ................................................................. 32
Figure 20: Function of user synchronization ...................................................................................... 36
Figure 21: Example of a document with electronic signature in the DocuWare Viewer ....................... 37
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2 Universal Interfaces ....................................................................................11

3.3.4 Configuration and Administration ............................................................................ 24

4 Individual Interfaces ...................................................................................28

5 Integration in Existing IT Environment .....................................................34

7 Solutions by Application Area ...................................................................40

7.4 Integrating DocuWare in Microsoft Office .....................................................42

8 Table of Figures ..........................................................................................45

1.2 DocuWare Architecture

Figure 1: General DocuWare architecture

1.2.1 DocuWare Web Client

Figure 2: Example of a Web Client

1.2.2 Security when Using Web Client

Further details can be found in the separate "Security" white paper.

1.3 Overview of Interface Types

Figure 4: Interface types

2.1 Importing Source Documents via

2.1.1 Document Generation and Indexing

2.1.2 Form Storage

2.1.3 Control from the Leading Application

Figure 5: Example of TIFFMAKER Control

2.1.4 Additional Indexing (Including Layout-Independent)

2.2 Importing Files

2.2.1 Importing from a File System (ACTIVE IMPORT)

2.2.2 Importing from MAPI Programs

Importing from MAPI programs, e.g. Outlook is carried out as follows:

2.3 Database Update (AUTOINDEX)

Figure 7: How AUTOINDEX works

2.4 Importing Printouts (COLD)

2.4.1 Importing Spool Files

2.4.2 Form Overlays

2.4.4 Technical Mode of Operation

2.5 Integration via User Interface (Smart Connect)

2.5.1 Smart Connect Functionality

Figure 9: Application integration via Smart Connect

2.5.2 Technical Mode of Operation

Figure 10: Smart Connect architecture

3.1 Office Add-Ins

3.1.2 Other Office Programs

3.2 CONNECT to SharePoint

3.2.1 Storing Documents in DocuWare

Figure 11: Example of archiving SharePoint in DocuWare

3.2.2 Searching and Displaying Documents

Figure 12: List of results in SharePoint

3.3 CONNECT to Notes

3.3.1 Special Features of Notes/Domino

3.3.2 Storing Documents and E-Mails in DocuWare

3.3.3 Searching and Displaying Documents in DocuWare

3.3.4 Configuration and Administration

3.3.5 Technical Mode of Operation

3.3.6 CONNECT to Notes Toolkit

3.4 CONNECT to SAP

Figure 13: Connecting SAP and DocuWare (based on an SAP diagram)

3.4.1 Storage Scenarios

3.4.2 Searching by SAP Users

3.4.3 Searching by Non-SAP Users

3.4.4 Technical Mode of Operation

Figure 14: Communication between CONNECT to SAP components and ArchiveLink