DocuWare - Efficient document management & seamless workflow automation
Optimise core processes and increase productivity
With the intelligent DocuWare document management system, you can securely archive all business documents such as invoices, orders, expert reports, minutes, plans, etc. in a central document pool for all employees, make them available flexibly and use them efficiently.
Core areas of DocuWare document management
- Sophisticated indexing: Intelligent indexing & full-text search for fast filing and searching of documents
- Definable workflows: Coordination of internal collaboration & automation of recurring work processes
- Mobile apps: time-independent availability of the electronic briefcase & completion of urgent tasks on the go
- Automatic construction file generation: creation of construction files via the project-specific filing structure & indexing
- Integrated plan management: Automated organisation of construction plans according to topicality
- Various provision options: Access to documents via access rights, data transfer and storage media
- Operational form management: ready-made masks for internal administration (e.g. travel expenses, holiday requests, orders, etc.)
How would you like to use the DocuWare digital DMS system?
Cloud solution
If you decide in favour of DocuWare as a cloud solution, you don’t have to worry about server hardware, complex IT tasks and high initial investments. You benefit from a flexibly scalable application. Benefit from the up-to-dateness, security and availability that the system offers thanks to automatic updates, backups and reliable cloud computing.
On Premise solution
If your company has powerful IT resources, the DocuWare solution can also be provided and maintained via the company’s own data centre. Choose the right server licence depending on your requirements and company size and supplement the standard functions with additional module licences if required.
Central functions of the DocuWare DMS system
Intelligent Indexing
DocuWare’s Intelligent Indexing recognises the central key information of a document and automatically transfers it to the indexing mask. Thanks to artificial intelligence, the system memorises every document and every index correction so that indexing is fast, accurate and reliable.
Workflow/task management
DocuWare automates and accelerates processes through digital workflows, connecting documents, tasks and people. With DocuWare Workflow Manager, you can create precise rules for document management and process automation.
Electronic signatures
Integrate a qualified signature provider with the highest security standards into your workflows. This allows you to provide various documents such as contracts, invoices, etc. with a legally binding electronic signature.
Dokumentenarchiv
Document archive
General e-mail integration
Import emails from Google, Yahoo, Web.de & other webmail clients directly into the secure DocuWare file cabinet. This allows you to use the content for workflow automation and securely protect your business communication from tampering.
Outlook integration
Integrate Microsoft Outlook into your office automation. Incoming and outgoing emails are securely archived and integrated into workflows. Relevant search views are embedded directly in Outlook, so you don’t have to leave your email client to search for documents.
Electronic forms
With DocuWare Forms, you can create web-based forms without any programming effort. You can use text fields, checkboxes, dropdowns, calendar entries, file uploads and many other elements. The recipients access the form via a link and can fill it out in any browser.
Duplicate check
Using DocuWare’s duplicate check, you can automatically identify and eliminate duplicates. This applies to both document content and metadata such as file names or index values. An indispensable tool for optimising the quality and management of data, minimising errors, increasing efficiency in document searches & maintaining data integrity and consistency.
Professional editing & handling of documents
Basisfunktionen von DocuWare
Stamping
Annotations (text, marking, freehand, shapes)
Sorting options
Document history & version management
download
Link retrieval to document
View options (table, thumbnail, index cards, text)
Display of index entry
Pressure
Document sharing by e-mail (original format, PDF or link)
One Click Indexing for character strings
Enquiry dispatch for document coordination
Document import & duplicate check
Notifications & resubmission
Text and barcode recognition
Archive & letterboxes
Important areas of application for DocuWare document management
Projektakte
All relevant documents and information in one place: contracts, correspondence, project emails, plans, minutes, reports, etc.. Thanks to the clear folder structure, you always have an intuitive overview of your files. You and your project team benefit from automated filing, intelligent workflows and role-based access.
Plan management
Integrated plan management automatically organises construction plans according to how up-to-date they are.
Proof management (suppliers/subcontractors)
Ensure compliant handling of evidence from suppliers and subcontractors. DocuWare guarantees complete traceability and consistent compliance with security measures, legal retention periods and GDPR regulations. Search function and status query, configurable verification types, workflow for verification requests, deadline setting & reminder function, audit-proof archive – with the DMS solution, your supplier files are always well organised and up to date.
Incoming invoices
DocuWare ensures smooth processing of your incoming invoices – from receipt to payment. Thanks to fast capture & data indexing, account assignment and categorisation, checking and approval workflow, audit-proof archiving and connection to financial accounting/ERP systems. The document management system supports you with compliance, utilisation of cash discount benefits and provides helpful reporting and audit functions.
Invoice processing with DATEV
Expand your DATEV solution with DocuWare and store your invoices in an audit-proof and GoBD-compliant electronic archive. For transparent invoice processing, you can link your postings with the archived documents and access them from DATEV at any time.
Jour Fixe-Protokoll-Management
Minimise the time you spend following jour fixe meetings by using DocuWare’s minutes management (DMS). It simplifies the process of creating, organising, sharing and archiving meeting minutes. This includes functions such as managing minutes templates, editing in Word, versioning, change tracking, task and workflow automation as well as automated distribution as a PDF, all without media disruptions directly in the document management system.
Idea management
DocuWare supports you in promoting innovation within the company by setting the necessary processes in motion.
Effective working through mobile document management
Accelerate information flow & business processes with the DocuWare and Paper Scan app
DocuWare-App
Benefit from DocuWare’s mobile functionality by seamlessly accessing your documents and workflows, no matter where you are.
The main functions include:
- Document display
- Document processing
- Document upload
- Document release
- Document search
- Document organisation
- Workflow management and approval
Paper-Scan-App
With the Paper Scan app, you can easily convert documents into high-quality digital files & integrate them into DocuWare.
The main functions include:
- Document scan
- PDF generation
- Image optimisation
- Document organisation
- Text recognition (OCR)
- Pressure
- E-mail dispatch
Optimum integration through efficient interfaces
Smooth flow of information between applications & teams
Interfaces and connectors allow you to embed DocuWare into existing IT infrastructures and business processes. This enables the automation of document and information workflows, the efficient management of documents and the integration of DocuWare into other business applications such as CRM systems, ERP software and more.
DocuWare - Versatile linking options for consistent workflows
Step-by-step configuration
- Smart Connect: click – via an easy-to-configure button.
- DocuWare iPaas Connectors: Connect your DocuWare Cloud with cloud apps & benefit from business workflows across multiple systems.
- DocuWare Import: Import documents from multifunction printers directly into the archive – with automatic indexing.
- Emails in general: Automatically archive business emails from your mail accounts for further processing.
- Autoindex: Use existing categorisation criteria & search terms in your IT system for automatic document indexing.
- DocuWare Printer: Archive documents from any application using a print command – including automatic indexing.
Specific connector modules
- Connect to Outlook: Archive incoming/outgoing emails securely, integrate them into workflows and use relevant search views directly in Outlook.
- Connect to Teams: Share archived documents directly with the project group, seamlessly archive documents shared in teams in DocuWare, integrate document lists into the channels & integrate workflow tasks from DocuWare directly into the communication platform.
- Connect to SAP: Make SAP documents archived in DocuWare, such as print lists, REORG data & receipts, available for day-to-day business in SAP.
- Connect to DATEV: Link postings with archived documents and access them at any time via DATEV.
- Connect to ADDISON: Archive invoices in accordance with GoBD and transfer them to ADDISON with complete booking data.
Programming
- URL integration: Embed links to DocuWare elements such as documents, lists or search fields in any application.
- Webhooks: Benefit from the fact that changes in the DocuWare file cabinet are sent to other applications in the company – for synchronisation purposes or to trigger workflows.
- Platform service: Use the REST-based gateway to DocuWare to access DocuWare with customised programming or to integrate your own applications.
Helpful export of index data
The information obtained from indexing your archived documents is extremely valuable. This is because you can also use this data effectively in various processes such as invoice processing. The booking data from archived invoices is exported and then integrated into your financial accounting programme or ERP system..
- Exported data is fed into your accounting programme or ERP in CSV format.
- Filters & data structures are used to define which content is exported from which documents.
- The data status changes automatically during export, which prevents duplicate entries.
- The data export and subsequent import into your processes can be carried out either by click or time-controlled.
- DocuWare export also provides you with structured and targeted data content for statistical analyses.
Collaboration in the flow
The Workflow Manager allows the chaining of successive business processes to be modelled quickly. Precise rules for handling documents, information and decisions are defined, resulting in a high degree of control and transparency.
Clear rules & responsibilities for teamwork
The simple tool for coordinating complex sequences of work steps regulates the following
- Task assignment – to specific employees or general roles
- Substitution rules – Automatic activation in the absence of the person responsible
- Escalation levels – Setting a deadline and determining what should happen if it is exceeded
- Definition of workflow start – e.g. arrival of form, archive storage of invoice, change of document status or occurrence of due date
- Use of stamps and input fields – to trigger the next workflow step or to add information
- Use of metadata – for the automated control of document processes
The people involved in workflows are shown your task directly in the DocuWare interface via a special task list. In addition, an email notification can be set up to inform you of a new task. The management of user authorisations makes it possible to define exactly which actions users can perform in relation to both documents and metadata. These include saving, retrieving, editing, exporting, modifying and deleting from archives.
Advantages of DocuWare document management
Transparent management
all documents and plans, organised according to topicality, in one central location
Optimised e-mail management
thanks to the link to Microsoft Outlook – direct storage in the DocuWare system
Flexible configuration
of the DMS solution by our construction and IT experts – customised to the individual company requirements
Intelligent indexing
for quick filing & searching of documents – self-learning system with automatic recognition of key information
Structured construction files
made easily accessible for building owners – optionally via access rights or data carriers
Maximum integration
Due to open interfaces – easy integration into applications such as ERP, CRM, HR and financial accounting systems or specialised software
More mobility
in view of the DocuWare app – completing time-critical tasks on the go
Constructive teamwork
Coordinated & automated through clear rules, responsibilities & precisely defined workflows
Maximum scalability
in terms of IT infrastructure, number of users and areas of responsibility
Maximum security
through reliable protection against data loss, system failures & unauthorised document access
Improved competitiveness
through the use of future-proof technologies such as cloud solutions, apps and browser applications
Increased efficiency
as a result of time and money savings – more capacity for activities that are crucial to success
DocuWare is the nerve centre of our company. It is precisely tailored to our daily practice and, thanks to the link with Outlook, fits perfectly into our familiar working environment. Intelligent functions such as full-text search or the independent extraction of index terms when filing save our employees valuable time.
Süss Beratende Ingenieure
Holger Süss, General Manager
Thanks to DocuWare Cloud, we have a modern documentation platform on the client side that ensures that everyone involved in the Rosenstein Tunnel road construction project is informed about the project status on a daily basis.
Landeshauptstadt Stuttgart/Tiefbauamt
Gerd Schwertner, project management road tunnel and construction tunnel
DocuWare is the nerve centre of our company. It is precisely tailored to our daily practice and, thanks to the link with Outlook, fits perfectly into our familiar working environment. Intelligent functions such as full-text search or the independent extraction of index terms when filing save our employees valuable time.
Süss Beratende Ingenieure
Holger Süss, General Manager
Thanks to DocuWare Cloud, we have a modern documentation platform on the client side that ensures that everyone involved in the Rosenstein Tunnel road construction project is informed about the project status on a daily basis.
Landeshauptstadt Stuttgart/Tiefbauamt
Gerd Schwertner, project management road tunnel and construction tunnel