DocuWare Tecdoc English

August 5, 2017 | Author: Alvin Packard | Category: Windows 7, Microsoft Windows, Internet Information Services, Web Browser, Windows Vista
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DocuWare Tecdoc...

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tecdoc Technical Reference

The latest version is available to you within the DocuWare Knowledge-Center at http://help.docuware.com/en/

04/14/2011

Copyright © 2011 DocuWare AG. All rights reserved The software contains DocuWare proprietary information. It has been prepared under license and is also protected by copyright. The license agreement contains restrictions regarding its use and publication. Re-engineering of the software is prohibited. This product is being continually developed and the information contained here may change without prior notice. The intellectual property and information rights contained here constitute confidential information which is accessible only to DocuWare AG and the customer and remain the exclusive property of DocuWare. If you encounter any problems in the documentation, please let us know in writing. DocuWare provides no guarantee that this document is free from errors. No part of this publication may be reproduced in any form or by any means whatsoever (electronic, mechanical, photocopy, recording or other media), nor may it be stored in a retrieval system or transmitted without prior written approval from DocuWare. This document was created with AuthorIT™, Total Document Creation (see AuthorIT Home http://www.author-it.com).

Disclaimer The content of this guide is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by DocuWare AG. DocuWare AG assumes no responsibility or liability for any errors or inaccuracies that may appear in the informational content contained in this guide.

DocuWare AG Therese-Giehse-Platz 2 D-82110 Germering www.docuware.com (http://www.docuware.com)

Contents 1

New and Modified Chapters

13

2

Release Note: Innovations and Modifications

15

3

2.1

Important notes ................................................................................................................................. 15

2.2

Upgrading from DocuWare 5 to DocuWare 5.1.......................................................................... 16

2.3

Changes concerning the rights ...................................................................................................... 17

2.4

New Features of DocuWare 5.1c Since 5.1b Service Pack 3 .................................................... 17

2.5

New Features of DocuWare 5.1b Service Pack 3 since DocuWare 5.1 b Service Pack 2 ... 19

2.6

New Features of DocuWare 5.1b Service Pack 2 since DocuWare 5.1 b Service Pack 1 ... 20

2.7

HTML Help for DocuWare................................................................................................................. 22

2.8

Context-sensitive Help on Windows Vista and Windows 7 ..................................................... 23

2.9

System Requirements ....................................................................................................................... 23

Installation and Update of DocuWare 3.1

25

Allgemeine Informationen ............................................................................................................... 25

3.1.1

Web Client Server Update from DocuWare 5.1b SP1 to SP3 ......................................................................... 25

3.1.2

Update to Any Service Pack for DocuWare 5.1b ................................................................................................ 25

3.1.3

Update to DocuWare 5.1a or 5.1b ........................................................................................................................... 26

3.1.4

Keep entries after updating to DocuWare 5.1a .................................................................................................. 27

3.1.5

Update to DocuWare 5.1 ............................................................................................................................................ 27

3.1.6

Special characteristics of DocuWare BUSINESS .................................................................................................27

3.1.7

Special Features of using MS SQL 2000 Server as a Database....................................................................... 27

3.1.8

Special Features with Windows Server 2003 x64............................................................................................... 28

3.1.9

Special Features of Oracle Databases with Clients on 64-bit Computers.................................................. 29

3.1.10

Installing DocuWare on Windows 7........................................................................................................................ 29

3.1.11

Using Validations after Updating from DocuWare 5.1 to DocuWare 5.1 Fix............................................ 29

3.1.12

Using GAPI Applications.............................................................................................................................................. 30

3.1.13

Installing INTERNET-SERVER after a DocuWare Update.................................................................................. 30

3.1.14

Downgrade for Licenses .............................................................................................................................................. 30

3.1.15

DocuWare on Windows Start menu ....................................................................................................................... 30

3.1.16

Setup and Update of several DocuWare systems............................................................................................... 31

3.1.17

Country Codes for Windows Installer and .NET Framework ........................................................................... 31

3.2

Client-Update ..................................................................................................................................... 32

3.3

New DocuWare installation ............................................................................................................. 32

3.3.1

DocuWare Database ..................................................................................................................................................... 32

3.3.2

Silent Setup ..................................................................................................................................................................... 33

3.3.3

Components and Modules ......................................................................................................................................... 35

3.3.4

Using wrong passwords when installing servers and services....................................................................... 35

3.3.5

Installation after Uninstalling a Single Workstation/Mobile User Installation ........................................ 35

3.4

Migrating from DocuWare 4 to DocuWare 5 .............................................................................. 36

3.5

DocuWare Update service ................................................................................................................ 36

3.5.1

Components of Update Service ................................................................................................................................ 36

3.5.2

dwsetupinfo.ini............................................................................................................................................................... 37

3.5.3

Installing fixes or service packs ................................................................................................................................ 37

3.5.4

Installing updates .......................................................................................................................................................... 38

3.5.5

DocuWare Update Service on Windows Vista and Windows 7 ..................................................................... 39

3.5.6

Update Service log file ................................................................................................................................................. 39

3.5.7

Installing updates and fixes on a server ................................................................................................................ 39

3.5.8

Update Service registry settings............................................................................................................................... 40

3.6

DocuWare user identification ......................................................................................................... 40

3.6.1

Special Features when Setting Up the User Name for the System Administrator and the

Organization Name .......................................................................................................................................................................... 41

3.7

3.7.1

Uninstalling Fix 1 for DocuWare 5.1 ....................................................................................................................... 41

3.7.2

Uninstalling Fix 2, 3 or 4 for DocuWare 5.1 ......................................................................................................... 42

3.7.3

Uninstalling Fix 3 for DocuWare 5.1 ....................................................................................................................... 42

3.7.4

Uninstalling Service Pack 3 for DocuWare 5.1b.................................................................................................. 42

3.8

DocuWare with Terminal Server ..................................................................................................... 43

3.8.1

Configuring DocuWare with a single terminal server ...................................................................................... 43

3.8.2

Configuring DocuWare with a terminal server farm ........................................................................................ 44

3.8.3

Last Login Information ................................................................................................................................................ 46

3.8.4

Scanning in terminal server environment ............................................................................................................ 46

3.8.5

Using Add-On Modules ............................................................................................................................................... 46

3.9

4

Deinstallation ...................................................................................................................................... 41

Run DocuWare minimized ............................................................................................................... 47

Databases

49

4.1

DocuWare Database .......................................................................................................................... 49

4.2

Case-insensitive searches in Oracle databases ........................................................................... 50

4.3

Creating file cabinets in DocuWare 4 mode ................................................................................ 51

4.4

Converting RAIMA file cabinets ..................................................................................................... 51

5

The documents 5.1

Document file header ....................................................................................................................... 57

5.2

Storing document files in the basket ............................................................................................ 58

5.3

File structure of the document files in the file cabinet ........................................................... 59

5.3.1

File structure for file cabinets in DocuWare 5 mode ........................................................................................ 59

5.3.2

File structure for file cabinets in DocuWare 4 mode ........................................................................................ 63

5.4

6

57

Media for storing document files .................................................................................................. 65

5.4.1

Hard disk ........................................................................................................................................................................... 65

5.4.2

Optical removable disks ............................................................................................................................................... 65

5.4.3

Jukeboxes ......................................................................................................................................................................... 66

5.4.4

Combinations .................................................................................................................................................................. 67

5.4.5

Einschränkung bei CAS-Speichersystem Centera............................................................................................... 67

5.4.6

Einschränkung bei WORM-Medien ......................................................................................................................... 67

5.5

Storing Compressed Document Files ............................................................................................. 67

5.6

Document flags in workflows ......................................................................................................... 67

5.7

Importing documents from "foreign" file cabinets ................................................................... 68

DocuWare Administration 6.1

70

General ................................................................................................................................................. 70

6.1.1

Opening DocuWare Administration on Windows 7 .......................................................................................... 70

6.1.2

DocuWare Service Control under Windows 7 ..................................................................................................... 70

6.1.3

Locking data in DocuWare Administration........................................................................................................... 70

6.1.4

External connections .................................................................................................................................................... 71

6.1.5

Local Connection Settings .......................................................................................................................................... 71

6.2

Authentication Server ....................................................................................................................... 71

6.3

Content Server.................................................................................................................................... 72

6.4

Workflow Server ................................................................................................................................. 72

6.5

Notification Server ............................................................................................................................ 74

6.6

Database connections ....................................................................................................................... 74

6.6.1

Connecting to the Database ...................................................................................................................................... 74

6.6.2

Setting up a DSN system for ODBC data sources in 64-bit systems ........................................................... 75

6.7

Imaging Server ................................................................................................................................... 75

6.8

Storage locations for documents ................................................................................................... 76

6.9

External User Directories.................................................................................................................. 76

6.10

Logging ........................................................................................................................................... 78

6.10.1

Pre-defined logging functionality ........................................................................................................................... 78

6.10.2

Pre-defined logging at system level ....................................................................................................................... 78

6.10.3

Pre-defined logging at organization level ............................................................................................................ 80

6.10.4

Pre-defined logging for file cabinet........................................................................................................................ 81

6.10.5

Pre-defined logging for workflows ......................................................................................................................... 83

6.11

System Debug Logging ............................................................................................................... 85

6.12

General settings affecting the whole organization ............................................................. 85

6.12.1

Client Management ...................................................................................................................................................... 85

6.12.2

Licenses ............................................................................................................................................................................. 86

6.13

User Administration .................................................................................................................... 86

6.13.1

Setting up the network ID for the DocuWare login .......................................................................................... 86

6.13.2

Users with high security level ................................................................................................................................... 87

6.14

File cabinets in DocuWare 5 mode .......................................................................................... 87

6.14.1

File cabinet name........................................................................................................................................................... 87

6.14.2

ADF file .............................................................................................................................................................................. 87

6.14.3

Select lists in file cabinets without Search right ................................................................................................ 88

6.14.4

Field types and field indices ....................................................................................................................................... 88

6.14.5

Formatting for numeric fields ................................................................................................................................... 89

6.14.6

“Unique” database field option.................................................................................................................................90

6.14.7

Database Fields for File Cabinets with SAP Access............................................................................................. 90

6.14.8

Import File Cabinet Settings ...................................................................................................................................... 91

6.15

Baskets ............................................................................................................................................ 92

6.15.1

Set up central baskets .................................................................................................................................................. 92

6.15.2

Defining the basket view mode ................................................................................................................................ 92

6.16

Predefined workflows ................................................................................................................. 93

6.16.1

Full-Text Service ............................................................................................................................................................. 93

6.16.2

File cabinet synchronization ...................................................................................................................................... 94

6.16.3

Migration.......................................................................................................................................................................... 96

6.16.4

Export................................................................................................................................................................................. 97

6.16.5

Workflow for Restoring the index ........................................................................................................................... 98

6.16.6

File Cabinet Conversion Workflow........................................................................................................................... 98

6.16.7

AUTOINDEX workflow .................................................................................................................................................. 99

6.16.8

COLD/READ Workflow.................................................................................................................................................. 99

6.16.9

Scheduling Workflows Using the Hijri Calendar (Saudi Arabia) .................................................................... 99

6.17

Back Up and Restore File Cabinet Settings ............................................................................ 99

6.17.1

Applications ..................................................................................................................................................................... 99

6.17.2

Running a restore....................................................................................................................................................... 100

6.17.3

Logging the Restore .................................................................................................................................................. 100

7

6.18

Logging Organization................................................................................................................ 100

6.19

Convert DocuWare 4 file cabinets to DocuWare 5 cabinets............................................ 100

6.19.1

The Conversion Workflow........................................................................................................................................ 101

6.19.2

Registration of Storage Locations ........................................................................................................................ 102

6.19.3

Conversion to GMT during file cabinet conversion ........................................................................................ 102

6.19.4

Transferring file cabinet permissions ................................................................................................................... 102

6.19.5

Database field option “Multiple documentswith same entry not allowed” ........................................... 102

6.19.6

Full-text conversion ................................................................................................................................................... 103

6.20

Importing DocuWare 4 Settings ............................................................................................. 103

6.21

Settings in DocuWare Administration .................................................................................. 104

6.22

Summary of Required Permissions within DocuWare ....................................................... 105

DocuWare Windows Client 7.1

108

General ............................................................................................................................................... 108

7.1.1

Storage locations for post-it note (text note) and contents of annotation field ................................ 108

7.1.2

Handling Numbers and Date Formats ................................................................................................................. 108

7.1.3

Computer-dependent Settings .............................................................................................................................. 108

7.1.4

Computer- and User-dependent Settings ......................................................................................................... 109

7.2

Baskets ................................................................................................................................................ 110

7.2.1

Settings in the file BASKET.INI ............................................................................................................................... 110

7.2.2

Automatic Basket Update........................................................................................................................................ 110

7.2.3

Error handling in basket mode............................................................................................................................... 110

7.2.4

Conflicts in baskets registered by more than one user ................................................................................. 111

7.3

The pending box ............................................................................................................................... 111

7.4

The trash can in DocuWare ........................................................................................................... 111

7.5

File cabinets in DocuWare 4 mode .............................................................................................. 111

7.5.1

Settings in the ADF File ............................................................................................................................................ 111

7.5.2

The "BIG" file exten .................................................................................................................................................... 115

7.5.3

CPR File .......................................................................................................................................................................... 116

7.5.4

Field types and field indices .................................................................................................................................... 116

7.5.5

Formatting for numeric fields ................................................................................................................................ 117

7.5.6

Locking Documents in File Cabinets .................................................................................................................... 117

7.5.7

Document name for file cabinets in DocuWare 4 mode .............................................................................. 118

7.5.8

Notes on File cabinets in DocuWare 4 mode .................................................................................................... 118

7.6

Viewer ................................................................................................................................................. 119

7.6.1

Starting the Viewer automatically in the background .................................................................................. 119

7.6.2

Multiple Viewer instances........................................................................................................................................ 120

7.6.3

Timeout for loading documents ............................................................................................................................ 121

7.6.4

Printing out of the Viewer....................................................................................................................................... 121

7.6.5

Storing Scanner and Printer Settings (incl. TIFFMAKER)............................................................................... 121

7.6.6

Text search in the Viewer......................................................................................................................................... 121

7.6.7

Using New or Modified OCR and Barcode Configurations .......................................................................... 122

7.6.8

Arabic Word Documents .......................................................................................................................................... 122

7.6.9

Printer and Scanner settings .................................................................................................................................. 122

7.6.10

Predefining print quality for color printing ...................................................................................................... 122

7.6.11

Stamp With Items in the Keyword Field ............................................................................................................. 122

7.7

7.7.1

Document Flags........................................................................................................................................................... 122

7.7.2

Copying to a basket after searching in multiple file cabinets .................................................................... 123

7.7.3

Check-out: resetting the “Locked” document flag ......................................................................................... 123

7.7.4

Maximum Number of Hits in the Result List .................................................................................................... 123

7.8

TIFFMAKER ......................................................................................................................................... 124

7.8.1

Functional Principle of TIFFMAKER....................................................................................................................... 124

7.8.2

Important notes for DocuWare TIFFMAKER 5 .................................................................................................. 125

7.8.3

Printing on a physical printer................................................................................................................................. 125

7.8.4

TIFFMAKER as Network Printer .............................................................................................................................. 125

7.8.5

Printing multiple copies ........................................................................................................................................... 126

7.8.6

Login-Cache for TIFFMAKER with RECOGNITION ............................................................................................ 126

7.8.7

Files under TIFFMAKER 2000 and TIFFMAKER 5 ............................................................................................... 127

7.8.8

TIFFMAKER Control .................................................................................................................................................... 127

7.8.9

Different Modes of the TIFFMAKER ...................................................................................................................... 132

7.8.10

TIFFMAKER: Using Environment Variables in the Basket Path.................................................................... 134

7.8.11

Manually Installing and Uninstalling TIFFMAKER Printer Drivers .............................................................. 134

7.8.12

TIFFMAKER on Windows Vista, Windows 2008 and Windows 7 ................................................................ 134

7.8.13

TIFFMAKER with Windows XP 64-bit/Windows 2003 64-bit ...................................................................... 135

7.8.14

Using TIFFMAKER with Roaming Profiles ........................................................................................................... 139

7.8.15

Advanced Logging with TIFFMAKER..................................................................................................................... 140

7.9

8

Result list ........................................................................................................................................... 122

Office Add-In .................................................................................................................................... 140

7.9.1

Setup ............................................................................................................................................................................... 141

7.9.2

Office Products ............................................................................................................................................................ 142

7.9.3

Update des Office Add-Ins ...................................................................................................................................... 142

7.9.4

Office Add-In on Windows 7 .................................................................................................................................. 142

DocuWare Web Client 8.1

143

Computers on which Web Client Server is installed................................................................ 143

8.1.1

Restarting IIS correctly ............................................................................................................................................. 143

8.1.2

Web Client in Compatibility Mode for Internet Explorer 7 .......................................................................... 143

8.1.3

IIS 7: Customizing Document Size Limitations ................................................................................................ 144

8.1.4

Machine name ............................................................................................................................................................. 145

8.1.5

Logging Errors .............................................................................................................................................................. 145

8.1.6

Logging Document Downloads ............................................................................................................................. 145

8.1.7

Displaying Document Files in the Web Client Viewer .................................................................................... 146

8.1.8

Limiting the length of select lists ......................................................................................................................... 146

8.1.9

Using Windows Performance Monitor for DocuWare Web Client ............................................................ 147

8.1.10

Web Client Server with IIS7 on Windows Server 2008, Windows Vista or Windows 7 ..................... 149

8.1.11

Web Client Server on 64-bit Systems .................................................................................................................. 149

8.1.12

Windows 2003 Server 64-bit: Switching IIS and ASP.NET to 32-bit mode............................................ 149

8.1.13

Windows 2008/Windows Vista/Windows 7 64-bit: Creating an IIS application in 32-bit mode ... 150

8.1.14

Importing Hotfix for Web Client Server Correctly .......................................................................................... 150

8.1.15

Session Timeout .......................................................................................................................................................... 150

8.2

8.2.1

Using the Trusted Login with Mozilla Firefox ................................................................................................... 151

8.2.2

Using the DocuWare Login when Trusted Login is the Default Setting .................................................. 152

8.2.3

Using the Trusted Login when DocuWare Login is the Default Setting .................................................. 152

8.2.4

Forward to DocuWare-Login if Trusted Login does not work..................................................................... 152

8.3

Using Web Client.............................................................................................................................. 152

8.3.1

Number of DocuWare Licenses Used ................................................................................................................... 152

8.3.2

Print documents ......................................................................................................................................................... 153

8.3.3

Sending documents as e-mail in Internet Explorer ........................................................................................ 153

8.3.4

Sending documents as e-mail in Firefox ............................................................................................................ 155

8.3.5

Changing Default E-mail Program ....................................................................................................................... 158

8.3.6

Retrieving documents ............................................................................................................................................... 159

8.3.7

Displaying documents that are contained in DocuWare only as a reference ....................................... 159

8.3.8

Field Mask Starting with * Wildcard..................................................................................................................... 159

8.3.9

Task Lists Require a CONTENT FOLDER License................................................................................................. 160

8.4

9

Login ................................................................................................................................................... 151

Customizations ................................................................................................................................. 160

8.4.1

Replacing Graphical Elements................................................................................................................................ 160

8.4.2

Changing Colors.......................................................................................................................................................... 160

Stamp and Electronic Signature

162

9.1

Conditions of use for electronic signatures .............................................................................. 162

9.2

Signature creation devices ............................................................................................................ 164

9.3

Tablet PC ............................................................................................................................................ 165

9.4

Electronic signature for Excel documents ................................................................................. 166

9.5

Freehand stamp with / without Tablet PC ................................................................................. 166

10

11

9.6

Setting up Freehand stamps ......................................................................................................... 166

9.7

Position of stamps for mass signature ....................................................................................... 166

9.8

Preloading Stamps with Form Fields ........................................................................................... 167

9.9

Enabling Additional Criterion for Signature Check ................................................................. 167

DocuWare system

169

10.1

Moving a DocuWare system .................................................................................................... 169

10.2

Using Additional Systems ........................................................................................................ 169

10.3

System Settings .......................................................................................................................... 170

DocuWare Modules 11.1

173

DocuWare CONTENT-FOLDER .................................................................................................. 173

11.1.1

File extension of the CONTENT-FOLDER folders............................................................................................... 173

11.1.2

Index Fields Displayed within a CONTENT-FOLDER Group ........................................................................... 173

11.1.3

Synchronizing CONTENT-FOLDER folders following a DocuWare Update ............................................. 173

11.1.4

Settings .......................................................................................................................................................................... 173

11.2

DocuWare RECOGNITION ......................................................................................................... 174

11.2.1

OCR version .................................................................................................................................................................. 174

11.2.2

OCR for color images ................................................................................................................................................ 174

11.2.3

OCR License file ........................................................................................................................................................... 175

11.2.4

Despeckle Setting ....................................................................................................................................................... 175

11.2.5

RECOGNITION for foreign formats ....................................................................................................................... 176

11.2.6

Using New and Modified RECOGNITION Templates ....................................................................................... 176

11.2.7

Using New or Modified OCR and Barcode Configurations .......................................................................... 176

11.3

DocuWare ACTIVE IMPORT ....................................................................................................... 176

11.3.1

ACTIVE IMPORT with Office 2010 ......................................................................................................................... 177

11.3.2

E-mail job in public folders ..................................................................................................................................... 177

11.3.3

Index assignment via the Metaindex file ........................................................................................................... 177

11.3.4

External conversion programs ............................................................................................................................... 182

11.3.5

Information about Index Expansion through CSV files or text files with delimiters .......................... 182

11.3.6

Adopting the send or receipt date on e-mails as an index criterion ........................................................ 182

11.3.7

Using the Creation Date of a File as Index Criteria......................................................................................... 182

11.3.8

64-Bit DSN Cannot be Selected in ACTIVE IMPORT........................................................................................ 182

11.3.9

Structure of the AIBACKUP and Processed folders......................................................................................... 183

11.3.10

ACTIVE IMPORT Servermode............................................................................................................................... 183

11.3.11

ACTIVE IMPORT with Navision or Informix as external database .......................................................... 184

11.3.12

Fields of the e-mail address book available in ACTIVE IMPORT.............................................................. 184

11.3.13

Adapting SQL queries............................................................................................................................................ 185

11.4

DocuWare REQUEST................................................................................................................... 188

11.5

AUTOINDEX .................................................................................................................................. 188

11.5.1

AUTOINDEX for DocuWare 4 mode file cabinets ............................................................................................. 188

11.5.2

AUTOINDEX for DocuWare 5 mode file cabinets ............................................................................................. 188

11.6

Installing DocuWare READER ................................................................................................................................. 191

11.6.2

Displaying Overlays .................................................................................................................................................... 191

11.7

12

DocuWare READER .................................................................................................................... 191

11.6.1

COLD/READ .................................................................................................................................. 191

11.7.1

COLD/READ workflow ............................................................................................................................................... 191

11.7.2

Storing COLD files in a DocuWare file cabinet ................................................................................................. 192

11.7.3

Changes to COLD configuration files .................................................................................................................. 192

11.7.4

Using COLD/READ from DocuWare 5 with COLD/READ or AUTOINDEX from DocuWare 4 ............. 192

11.7.5

Write permissions to file cabinets via COLD/READ ......................................................................................... 193

11.7.6

Capacity restrictions with COLD file cabinets................................................................................................... 193

11.7.7

Character sets .............................................................................................................................................................. 193

11.8

LINK ............................................................................................................................................... 193

11.9

DocuWare fulltext indexing (for file cabinets in DocuWare 4 mode) ........................... 194

11.10

DocuWare CONNECT to NOTES ............................................................................................... 194

11.10.1

Requirements........................................................................................................................................................... 194

11.10.2

Implementing DocuWare CONNECT to NOTES ............................................................................................ 195

11.10.3

Files for PDF converter.......................................................................................................................................... 196

11.10.4

Known Issues ........................................................................................................................................................... 197

11.11

DocuWare CONNECT to SAP .................................................................................................... 197

11.12

DocuWare CONNECT to SharePoint ....................................................................................... 197

Scanning

198

12.1

Scanning on Windows Vista .................................................................................................... 198

12.2

ISIS Drivers .................................................................................................................................. 198

12.2.1

Installation of ISIS Drivers ....................................................................................................................................... 198

12.2.2

Installing ISIS Drivers on Windows Vista and on Windows 7 ..................................................................... 199

12.2.3

Scanner with ISIS Drivers: Troubleshooting ...................................................................................................... 199

12.2.4

ISIS Driver Settings .................................................................................................................................................... 199

12.3

CFM TWAIN Driver for Windows 2000 .................................................................................. 200

12.3.1

Postinstalling the CFM Driver for DocuWare under Windows 2000 ........................................................ 200

12.3.2

Installation of Kofax Adrenaline Board............................................................................................................... 204

12.4

Postinstalling the CFM Driver for DocuWare under Windows XP / 2003 Server ........ 204

13

14

Recording 13.1

CD Recording .............................................................................................................................. 208

13.2

DVD Recording............................................................................................................................ 208

13.3

Burning CDs and DVDs for file cabinets in DocuWare 4 mode ....................................... 208

13.4

Recording CDs and DVDs for DocuWare 4 mode file cabinets ........................................ 208

Sample File Cabinets and Sample Baskets

210

14.1

Sample file cabinets .................................................................................................................. 210

14.2

Sample baskets ........................................................................................................................... 211

14.3

Supplying DocuWare with customized baskets and file cabinets .................................. 211

14.3.1

Copying the DocuWare program files to a computer.................................................................................... 211

14.3.2

Description of the file and directory structure ................................................................................................ 212

14.3.3

Editing the sample basket........................................................................................................................................ 213

14.3.4

Deleting a sample basket ......................................................................................................................................... 213

14.3.5

Creating a new basket .............................................................................................................................................. 213

14.3.6

Editing a sample file cabinet .................................................................................................................................. 213

14.3.7

Deleting a sample file cabinet ................................................................................................................................ 213

14.3.8

Creating a new file cabinet ..................................................................................................................................... 213

14.3.9

Recording the the adapted DocuWare program onto your Product DVD.............................................. 214

14.3.10

15

208

Appendix

Testing the Modified Sample Baskets and File Cabinets........................................................................... 214

215

15.1

Displaying Documents in the Windows Client and Web Client Viewer ........................ 215

15.2

The Code pages available for the OCR in DocuWare ......................................................... 220

15.3

Paper formats which are supported by the OCR ................................................................ 223

15.4

List of Supported Scanners ...................................................................................................... 224

15.5

Certified Scanners ...................................................................................................................... 240

15.6

Supported CD Recorders .......................................................................................................... 240

15.7

Supported DVD Recorder ......................................................................................................... 240

15.8

List of supported CD- DVD- and Blu-ray-Disk-formats.................................................... 247

15.9

Certified Products ...................................................................................................................... 247

15.10

DocuWare Viewer Windows Client: List of Supported Formats ...................................... 247

15.11

DocuWare Web Client: List of File Formats Supported for Display ................................ 252

15.12

Error Messages ............................................................................................................................ 259

15.12.1

Error messages during setup.............................................................................................................................. 259

15.12.2

TIFFMAKER Error Messages ................................................................................................................................. 261

15.12.3

Error Messages: Recording CDs for DocuWare 4 mode file cabinets................................................... 262

15.12.4

Error Messages: COLD ........................................................................................................................................... 263

New and Modified Chapters

1

New and Modified Chapters

The following sections are new, or have been modified since the previous version:

Release Notes, New Features and Changes Important notes (on page 15) New Features of DocuWare 5.1c Since 5.1b Service Pack 3 (on page 17)

DocuWare Installation and Update Features of Windows Server 2008 R2 64 bit

Using Add-On Modules (on page 46) Country Codes for Windows Installer and .NET Framework (on page 31)

DocuWare Administration Notification Server (on page 74) Full-Text Service (on page 93) 

SL and MST Files



Changing the RAM Size of the Tomcat Server

Summary of Required Permissions within DocuWare (on page 105)

DocuWare Windows Client Stamp With Items in the Keyword Field (on page 122) Advanced Logging with TIFFMAKER (on page 140) Office Add-In (on page 140)

DocuWare Web Client IIS 7: Customizing Document Size Limitations (on page 144) Displaying Document Files in the Web Client Viewer (on page 146)

13

New and Modified Chapters

Session Timeout (on page 150) Machine Name (on page 145)

DocuWare Add-On Modules ACTIVE IMPORT with Office 2010 (on page 177)

14

Release Note: Innovations and Modifications

2 2.1

Release Note: Innovations and Modifications Important notes

Web Client with Firefox 4 There is currently no .NET add-on for Firefox 4. This means that if you use DocuWare Web Client in Firefox 4 you cannot run ClickOnce applications. This affects: 

Sending e-mails from Web Client



Installing Smart Connect (http://help.docuware.com/de/#t49958 ) Client (Web Client > My DocuWare dialog > Start tab > Install desktop applications)



Installing Windows Explorer Client or Upload Service using Web Client (My DocuWare dialog > Start tab > Install desktop applications). As an alternative, you can install these components using the DocuWare Setup.

To get around this problem, you can simply use the previous version 3.6 of Firefox.

Notes about DocuWare 

To install DocuWare, you need Internet Explorer 5 or higher.



DocuWare is no longer tested in Windows 95, Windows 98 or Windows Me.



For Windows 2000 you need Service Pack 4, for Windows XP Service Pack 1, and for Windows 2003 also Service Pack 1.

Please note the following sections for Windows Vista: Context-sensitive help on Windows Vista and Windows 7 (on page 23) DocuWare Update Service on Windows Vista and Windows 7 (on page 39) TIFFMAKER on Windows Vista, Windows 2008 and Windows 7 (on page 134) Web Client Server with IIS7 on Windows Server 2008, Windows Vista or Windows 7 (on page 149) Installing ISIS Drivers on Windows Vista and Windows 7 (see "Installing ISIS Drivers on Windows Vista and on Windows 7 " on page 199)

Please note the following sections for Windows 7: Context-sensitive help on Windows Vista and Windows 7 (on page 23) Installing DocuWare on Windows 7 (on page 29) DocuWare Update Service on Windows Vista and Windows 7 (on page 39) Opening DocuWare Administration on Windows 7 (on page 70)

15

Release Note: Innovations and Modifications

DocuWare Service Control on Windows 7 (see "DocuWare Service Control under Windows 7 " on

page 70)

TIFFMAKER on Windows Vista, Windows 2008 and Windows 7 (on page 134) Office Add-In on Windows 7 (on page 142) Web Client Server with IIS7 on Windows Server 2008, Windows Vista or Windows 7 (on page 149) Installing ISIS Drivers on Windows Vista and Windows 7 (see "Installing ISIS Drivers on Windows Vista and on Windows 7 " on page 199) 





2.2

If you use Web Client with Firefox 3.5 and want to send documents by e-mail from Web Client, you need to install the Firefox add-on Microsoft .NET Framework Assistant. This happens automatically when you install .NET 3.5 SP1. (See also section 7.3.4 Sending Documents as E-Mail in Firefox) If you also use the computer on which the DocuWare full-text indexing service (only for file cabinets in DocuWare 4 mode) is installed as a DocuWare workstation, you can only use the OCR in other DocuWare modules if the service has been stopped. The DocuWare installation requires Windows Installer 3.1 and .NET Framework. If the correct versions are not already installed on a 32-bit system, the setup program automatically installs them. In the case of a 64-bit system, you must manually install Windows Installer 3.1 and .NET Framework. To do this, launch the following files from the DocuWare DVD: - DocuWare and Modules/ DotNetFx/64Bit/NetFx64.exe for the installation of .NET Framework 2.0 in English. Depending on the DocuWare language version, you may also have to install the langpack.exe for .NET Framework. This is located in the subdirectories DocuWare and Modules/DotNetFx/32bit or 64bit in the languages of the DocuWare DVD. - For a 2003 Server operating system: DocuWare and Modules/Windows Installer/WindowsServer2003-KB898715-x64-enu.exe - For Windows XP DocuWare and Modules/Windows Installer/WindowsXP-KB898715-x64-enu.exe.

Upgrading from DocuWare 5 to DocuWare 5.1

When upgrading from DocuWare 5 to DocuWare 5.1 please note the following: 

When upgrading from DocuWare 5.0 to 5.1 you cannot re-use any of your existing conversion workflows because the database structures are different in DocuWare 5.1. Therefore, please run your conversion workflow before you do the update, or re-create it afterwards.



DocuWare 5.1 no longer supports multiple satellite definitions as a sychronization type. This means that workflows that are based on a multiple satellite definition are deleted during an update from DocuWare 5 to DocuWare 5.1.



The DocuWare 5.1 Setup program checks whether the tables from the DocuWare 5.0 file cabinet can be imported without problem into the DocuWare 5.1 tables. If this test detects an error, the DWTransformSim utility starts up automatically. This utility simulates the transformations of the DocuWare 5.0 tables into DocuWare 5.1 mode, identifies any settings that cause a conflict and generates an error report. Once the DWTransformSim utility has terminated, the setup of DocuWare 5.1 is aborted. The error report is stored as a zip file in a temporary folder which is visible in the Explorer. If necessary, send this zip file to the DocuWare Support team.

16

Release Note: Innovations and Modifications

2.3

Changes concerning the rights

Setting Stamps In DocuWare 5.0, users could set a stamp on a stored document if they had either the "New annotations" right or the "Change annotations" right, or a combination of both rights, in the "Overlays" category of the file cabinet profile. In DocuWare 5.1, however, users must also have enabled the "New stamp" right in the "Overlays" category before they can set stamps. You should therefore make sure that all users who work with stamps in DocuWare 5.1 have enabled the "New stamp" right in their file cabinet profile(s). Otherwise, users who were able to set stamps in DocuWare 5.0 may find that they can no longer do so in DocuWare 5.1.

Deleting Annotations In DocuWare 5.0, users could delete annotations from documents if they had the "Change annotations" right in the "Overlays" category of the file cabinet profile. To be able to delete annotations in DocuWare 5.1, users explicitly require the "Delete annotations" right in the "Overlays" category. You should therefore make sure that all users who need to be able to delete annotations in DocuWare 5.1 have enabled the "Delete annotations" right in their file cabinet profile(s). Otherwise, users who were able to delete annotations in DocuWare 5.0 may find that they can no longer do so in DocuWare 5.1.

Appending Documents In DocuWare 5.0, users who wanted to append a document from the selected basket in the result list, needed the "Append" and "Store" rights in the file cabinet profile. In DocuWare 5.1, they no longer require the "Store" right. Please note, therefore, that anyone with access to the relevant icon and/or button in the result list will be able to append documents, provided they have the "Append" file cabinet right - even if they do not have the right to store documents. This could produce a situation, after the update to 5.1, in which someone who was unable to append documents to other documents in DocuWare 5.0 is now able to do so, although they are not supposed to have that right.

2.4

New Features of DocuWare 5.1c Since 5.1b Service Pack 3

Web Client 

Baskets in Web Client: Baskets complete DocuWare Web Client; from the user’s perspective they correspond to the baskets in DocuWare Windows Client or even the baskets on your desktop. Baskets are the place you’ll find the documents that are waiting to be processed. These could be documents that have not yet been archived, or copies of documents that have already been archived.



Upload Service: The Upload Service automatically loads documents into a basket in Web Client at defined intervals, either from a DocuWare 5 basket on the Windows client or from any folder in the file system. Index words, annotations and stamps that may be attached to the documents are also included.



Edit documents



Reply to and forward e-mails that have been archived with ACTIVE IMPORT or with CONNECT to Notes.

17

Release Note: Innovations and Modifications



Add annotations and stamps to all pages of multiple-page documents, irrespective of file format (PDF, Word, Excel, etc.)



Send multiple documents from a result list in an e-mail



Download multiple documents from a result list in one go



Print multiple documents from a result list in one go



Print documents with or without annotations



Open document in additional Viewer window



Forgot your password? - sending of automatically generated password



Automatic login with saved user ID



Update task lists automatically (only with Task Manager or CONTENT FOLDER license)

Windows Explorer Client In Windows Explorer Client DocuWare offers you another alternative for managing your tamper-proof archived documents - direct from Windows Explorer. This intuitive client contains all the main features for easy document management in a familiar interface.

Smart Connect This new add-on module reads words directly from a third-party application user interface and uses them in DocuWare as search or index words. Documents in a data record open in the third-party application can be easily called up in DocuWare. A button can be displayed in the third-party application for this purpose. It is equally easy to import words as index words for documents that you want to archive in DocuWare.

Web Client Settings You administer new DocuWare components, especially for Web Client, in a new, browser-based user interface based on Silverlight technology. Currently, the Web Client settings include the following areas: 

Configure DocuWare: Baskets, Smart Connect, e-mail notifications, OCR, CONNECT to Sharp



Customize DocuWare: E-mail notifications

E-Mail Notifications (only with Task Manager License) An e-mail notification is an e-mail generated automatically by the DocuWare system which is sent whenever a particular event concerning a document archived in DocuWare occurs. Individual e-mail notifications always relate to documents in a DocuWare file cabinet.

Full Text You also have some new options for the full-text search: phrase search, distance search, sort search results by relevance

18

Release Note: Innovations and Modifications

CONNECT to Sharp DocuWare now offers a completely new version for connecting Sharp multifunction printers to DocuWare, in addition to the previous one. With this version, you can not only store the documents being scanned in DocuWare file cabinets, but also in baskets in Web Client. There is also a feature directly on the MFP that allows you to select documents from a DocuWare file cabinet in order to print them.

IndexCleaner You can use IndexCleaner to correct the index data in your file cabinets quickly and easily. It allows you to correct typing errors, for example in company or personal names, or standardize how names are written (“First name Last name” or “Last name First name”).

DWEXTENSION Administrator The DWEXTENSION field is needed for use with Windows Explorer Client. This field is automatically populated with the document file extension of all new documents stored. For documents already archived, the system field is populated by the DWEXTENSION Administrator tool.

2.5

New Features of DocuWare 5.1b Service Pack 3 since DocuWare 5.1 b Service Pack 2

DocuWare Web Client 

Better Integration in Outlook, see Number of DocuWare Licenses Used (on page 152)

General New Features 

Improved signature check, see Enabling Additional Criterion for Signature Check (on page 167)



Searching with logical operators, see Retrieving documents (on page 159)

Administration 



Login with URL integration: The preferred login procedure – Trusted Login or DocuWare Login – as defined in the access settings of the Web instance, is now also used when creating hyperlinks for URL integrations Adjustable maximum length of select list on Web Client Server, see Limiting the length of

select lists (on page 146) 

Integrating external user directories: As of Service Pack 3, you can also connect external user directories to DocuWare via LDAP or Active Directory, if they contain more than 1000 users. There is no longer a size limit.



New GAPI features: Document checkout and workflow control. See GAPI documentation on our homepage under Developer Network.

19

Release Note: Innovations and Modifications

Modules 

CONNECT to Notes: New variants for document archiving: DXL and PDF&DXL.



ACTIVE IMPORT: Even in the basic version (without license add-on module), you can now integrate external conversion programs.

IT Environment 

Windows 7 is supported as an operating system.



Browser for Web Client: Firefox 3.5 is now also supported.

2.6

New Features of DocuWare 5.1b Service Pack 2 since DocuWare 5.1 b Service Pack 1

DocuWare Web Client Send documents by e-mail: Now you can send documents direct from the Web Client by e-mail: as a DocuWare document, as an original file or as PDF. With the PDF format you can also choose whether or not to include in the PDF file any annotations and stamps that may have been applied to the document in the DocuWare Viewer. Documents can be sent from result lists, task lists and from the Viewer. You can also choose to send only the currently displayed page or the current file of a document you have opened in the Viewer. The e-mail functionality requires a Simple MAPI-based email system on the local client PC. Send hyperlink to document or result list by e-mail: Rather than sending a document by e-mail you can now just send a link to this document. You can even send the hyperlink to a whole result list or task list at the click of a button. Download documents: You can now download documents not only as a DocuWare document, but also as an original file or as PDF. With the PDF format you can also choose whether or not to include in the PDF file any annotations and stamps that may have been applied to the document in the DocuWare Viewer Display documents fit to width without white margins: This option removes the white margins around a document, thus making optimum use of the display area in the Viewer. The document is displayed that much larger and is easier to read, without taking up any more space on screen. Quick input option for date: As on the Windows client, simply press the x key in a date field. Then use the - and + and < and > keys to scroll through the dates one day at a time. Large menu bars: The menu bars for search and store dialogs and task lists are now displayed one under the other as wide bars. Another really useful thing: as well as the dialog name, they now contain the file cabinet name as well. When you open a dialog, the entire menu block shrinks back to its previous familiar size to make space for the dialogs. Buttons for new file cabinet dialogs immediately on Favorites menu: If the file cabinet administrator has added a file cabinet dialog to the Web instance you use and you have the right to use this dialog, it will be displayed immediately on your Favorites menu. Previously you would have had to enable the new dialogs in "My DocuWare".

20

Release Note: Innovations and Modifications

Web Client in separate browser window: With this option the Web Client opens in a new browser window that contains neither the menu bar nor the navigation bar. The size and position of this window is unrelated to the actual browser window and is saved when you close the window. Number of results in title of task lists and result lists: The title bar of result lists and task lists now also shows the number of results. Checksum control: Immediately you display a document, two icons on the title bar of the Viewer show you whether or not this is the original version of the document. Edit DocuWare password on Web Client: If you want to change your DocuWare password, you can now do this not only as before in DocuWare Administration, but also on the Web Client.

Web Client: Integrationen 

Immediately display first document in result list: For integrations also you can define that the first document in a result list or task list is immediately displayed in the Viewer. Unlike the Viewer integration on its own, the result/task list is presented to the user in addition to the Viewer.



URL integration with encrypted URL: When parts of the Web Client are integrated in other applications, the URL used to call up the integration can be encrypted.



Login with URL integration: If you use parts of the Web Client in a URL integration with personal login (i.e. not via a guest login), the trusted login is tried first using the Windows ID. If this does not work, the DocuWare Login page opens, on which users can authenticate themselves with the DocuWare login.

Administration 

Reset fulltext: DocuWare allows you to reset the fulltext at three different levels: - Catalog and tree structure - Catalog, tree structure, and index tables - Catalog, tree structure, index tables and text extracts



Fulltext - Filter documents to be read: You can now filter the documents from which to read text for the fulltext catalog: either directly by document ID (DocID) or by number of most recent documents.



Fulltext - Optimized text extraction from PDF documents: New algorithms for extracting text, especially from PDF files produced by scanning, guarantee better results for fulltext indexing.



AUTOINDEX: You can modify all the settings of an AUTOINDEX workflow after it has been set up.



Web instance: HTTP address can be modified afterwards



File cabinet creation: When you create a new file cabinet, you can specify directly in the wizard the Web instances in which the file cabinet should be available.



System settings backup and restore: You back up system settings, for example all data connections, storage locations for documents and all user administration settings, in an XML file. You can mail this for service purposes and import it into another system. The new features are: - The restore is now released for live systems. - Database independence: the database of the system into which the restore is imported can be of a different type from the one in the system from which the backup was generated.



Logging at debug level for DocuWare system: Using a menu command you can choose to enable logging at debug level for the whole DocuWare system or only for certain elements such as Content Server or DocuWare Administration.

21

Release Note: Innovations and Modifications



Import logging files: Logging files in XML format that were created since DocuWare 5.1b Service Pack 2 can be reimported and displayed in the DocuWare logging dialog.



Dialog for displaying logging files expanded: You can expand the dialog used to display logging files if necessary. You can then read the full contents of each logging entry under the table of logging entries.



Advanced logging for the Web Client: In addition to the existing Web Client logging, which contains the access activity, you can also log details about the session. You can also monitor the performance of the application.



Predefined view for baskets: As administrator you can define in particular for centralized baskets, the mode in which a basket should initially be displayed for each user: List, List and Info, Thumbnail or Thumbnail and Info. The users to whom this basket is assigned will initially therefore all use the same view, although they can change it individually. (See also Defining the basket view mode (on page 92) and Settings in the file BASKET.INI (on page 110))



Central baskets cannot be deregistered: Baskets that are centrally administered and assigned to individual users can no longer be deregistered by the respective users.

Modules 

CONNECT to SharePoint: CONNECT to SharePoint integrates Microsoft Office SharePoint with the DocuWare integrated document management system. SharePoint users have an ideal solution for storing documents directly from SharePoint and lightening the load on their libraries.



CONNECT to Notes: Starting with Service Pack 2, Lotus Notes documents can be filed in DocuWare as PDFs, as well as in original and RTF formats. Storing in PDF format provides both extra comfort and security since the Notes document structure is preserved and documents can only be read and not altered in PDF.



Advanced logging for ACTIVE IMPORT: There are now two levels of logging available for ACTIVE IMPORT: Normal and Debug. A general logging file is also created which logs the individual jobs. At debug level for example, a logging entry is created when a RECOGNITION template is opened during an ACTIVE IMPORT job or when RECOGNITION creates several new documents by splitting a document.



Logging in RECOGNITION: RECOGNITION log files are now created with the same format and structure as those of ACTIVE IMPORT. This provides better coverage of problems that arise during interaction of the two modules.



REQUEST documents on USB sticks or external hard disk: Documents that you wish to use with DocuWare REQUEST can now also be stored on USB sticks or external hard disks.

2.7

HTML Help for DocuWare

Most Help programs for DocuWare are available in HTML format. However, following the latest Microsoft Security updates it is no longer possible to start up HTML helps from the network. Usually, this is no problem for DocuWare help texts, since these are copied to the LOCALPATH during setup, and since with standard installations this local path is on the local computer. However, if LOCALPATH resides on the network, this will prevent the HTML helps for DocuWare programs from opening. There is a workaround for this problem, but this may cause security gaps. For further details about the exact settings you need for this to work, please refer to Microsoft Support on

http://support.microsoft.com/default.aspx?scid=kb;en-us;892675 (http://support.microsoft.com/default.aspx?scid=kb;en-us;892675).

22

Release Note: Innovations and Modifications

2.8

Context-sensitive Help on Windows Vista and Windows 7

DocuWare context-sensitive help will not open and display on Windows Vista and Windows 7, since the WinHlp32.exe file is not supplied with Windows Vista and Windows 7. If you wish to use contextsensitive help on Windows Vista or Windows 7, you must download the WinHlp32.exe file for Windows Vista or Windows 7 from the Microsoft Download Center and integrate it in your system. Link to download file for Windows Vista (http://www.microsoft.com/downloads/details.aspx?FamilyID=6ebcfad9-d3f5-4365-8070334cd175d4bb) This Microsoft page also contains a link to related Microsoft Knowledge Base articles. Link to download file for Windows 7 (http://www.microsoft.com/downloads/details.aspx?displaylang=en&FamilyID=258aa5ec-e3d94228-8844-008e02b32a2c)

2.9

System Requirements

Note the following requirements needed to install DocuWare:

Operating systems Client and server components Windows 2000 Professional SP4 Windows 2000 Server SP4 Windows XP Professional SP2, Windows 2003 Server SP1 Windows Vista Windows 2008 Server Windows 7 (DocuWare server components do not require a server operating system, although Windows XP only allows a maximum of 10 client connections) Web Client Server: Win XP Professional SP2 (at most 10 client connections) Win 2003 Server SP1 Windows Vista Windows 7 for Windows Server 2003 64bit: DocuWare 5.1b with SP1 or higher for Windows Server 2008 64bit: DocuWare 5.1b with SP1 or higher and the Windows component IIIS 6 Management Compability Windows 7 mit 64bit: DocuWare 5.1b mit SP1 or higher and the Windows component IIS 6 Management Compability Additionally: Microsoft Internet Information Services (IIS) 5.1 or higher

23

Release Note: Innovations and Modifications

Client: Windows 2000 Windows XP SP2, Windows 2003 Server SP1 Windows Vista Windows 2008 Windows 7 Supported browsers are: Internet Explorer 6, 7 and 8 as well as Firefox 2, 3 and 3.5. INTERNET-SERVER Server: As DocuWare Client Client: All current operating systems and browser models

Other information Hardware 

Server: Pentium IV, 2 GB RAM



Client: Pentium IV, 512 MB RAM, 1 GB recommended



Single user / mobile workstation: Pentium IV, 512 MB RAM, 1 GB recommended

Storage 

Supported external databases: MySQL: 5.0 (with a new installation of DocuWare 5.1b at most 5.0.83, only after the installation of Servie Pack 3 of DW5.1b a newer version of MyQSL 5.0 can be used) MS-SQL: Versions 2000, 2005 and 2008 Oracle: as of Version 9.2



Storage for document files: Windows-, Linux-, SUN- and Novell file system and others with Windows file system support, PoINT Jukebox Manager Additionally with DocuWare ENTERPRISE Server Edition: Content Addressed Storage (CAS), NetApp Storage Solutions

Hard disk space requirements Once installed, the DocuWare program files take up around 375 MB without INTERNET-SERVER and around 445 MB including INTERNET-SERVER. The storage volume is distributed between the DocuWare database (ca. 72 MB), the servers: Authentication Server (ca. 6 MB), Content Server (ca. 7 MB), Workflow Server (ca. 109) and INTERNET-SERVER (ca. 70 MB), and the client (ca. 180 MB). However, the DocuWare installation needs more space than that occupied by the DocuWare program files, since files are always copied to the Windows System directory (e.g. C:\Windows\Installer) at installation. Both the servers and the client also require temporary storage space during the installation process. Because DocuWare also always needs storage space in the Windows system's temporary directory, e.g. C:\temp, you must make sure the necessary space is available and that you have the right to store files there, regardless of the drive on which you are installing DocuWare. In the case of a single workstation installation, for example, the installation program requires a maximum of 700 MB temporary storage space, around half of which must be on the drive on which the Windows system resides.

24

Installation and Update of DocuWare

Installation and Update of DocuWare

3

The operating system of the computer on which you store the DocuWare program files must support long filenames (longer than 8 chars.) Some of the DocuWare program files are no longer obey the restrictions of the MSDOS file format standard.

3.1

Allgemeine Informationen

3.1.1

Web Client Server Update from DocuWare 5.1b SP1 to SP3

If Web Client Server is upgraded from DocuWare 5.1b Service Pack 1 to Service Pack 3, two copies of the Web Common directories of the existing Web instances are created during installation instead of just one. The copies include the date and time in the directory name. The older first copy contains the version of the Web Common directory before the service pack was installed. The newer second copy on the other hand contains the same version as the updated Web Common directory after the service pack was installed and can be deleted. 3.1.2

Update to Any Service Pack for DocuWare 5.1b

New Start Files for Installing the Service Pack To install the service packs of all DocuWare modules, you run either the relevant msp files or the new exe files. The names of these exe files are: 

AuthenticationServerSetup.exe



ContentServerSetup.exe



DocuWare5Client_EnglishSetup.exe



DocuWare5Client_GermanSetup.exe



ImagingServerSetup.exe

 

InternetServerSetup.exe SAPHTTPServerSetup.exe



WebClientServer_EnglishSetup.exe



WebClientServer_GermanSetup.exe



WebServicesSetup.exe



WorkflowServerSetup.exe

You must use these exe files if you are installing on Windows Vista and 2008, as this is the only way to ensure that you are performing the installation with the rights of an administrator. Also, unlike the msp files, the exe files have the advantage that the names of the files are easier to assign to the modules. Naturally, you can use the exe files for all other Windows operating systems as well.

Installing New Servers or Clients after an Update After unpacking the Service Pack 1 ZIP file into the "dwupdate" directory of the DocuWare 5.1b setup (SETUPPATH), you will find it contains the directory "Fix51b0100" and the directory "Fix51a0100". The

25

Installation and Update of DocuWare

reason for both directories being created is due to a problem in the setup program of DocuWare 5.1b. By creating the two folders we solve the problem: When you install new modules, or a new DocuWare client or server, the setup program looks for the "netcommon" directory needed for the installation in the "Fix51a0100" folder instead of in the "Fix51b0100" folder. This is why the Service Pack 1 installation creates both the "Fix51a0100" directory as well as the "Fix51b0100" directory. The "Fix51a0100" directory contains only the "netcommon" directory. Unlike the installation program, the update service looks in the correct path "Fix51b0100". There is no danger of overwriting an existing "Fix51a0100" when you unpack the ZIP file, since there was no Service Pack 1 for DocuWare 5.1a. Alternatively, you have the possibility to run the installation directly, by executing the msi file for the relevant module: msiexec /i "" NETCOMMON=""

dwDocuWare.msi

for installation of an English DocuWare Client

dwDocuWare.msi

for installation of a DocuWare Client in that language

dwAuthenServer.msi

for installation of Authentication Server

dwContentServer.msi

for installation of Content Server

dwImagingServer.msi

for installation of Imaging Server

dwInternetServer.msi

for installation of INTERNET-SERVER

dwSAPHTTPServer.msi

for installation of SAT HTTP Server

dwWebClientServer.msi

for installation of a Web Client Server (user guidance during installation in English)

dwWebClientServer.msi

for installation of a Web Client Server (user guidance during installation in that language)

dwWebServices.msi

for installation of Web Services

dwWorkflowServer.msi

for installation of Workflow Server

Example for installation of an English DocuWare Client: msiexec /i "\\Software\DocuWare\DW5\Setup\DocuWareClient\dwDocuWare.msi" NETCOMMON=""\\Software\DocuWare\DW5\Setup\DWUpdate\Fix51b0100\NETCommon" 3.1.3

Update to DocuWare 5.1a or 5.1b

As from DocuWare 5.1a the standard format for color documents generated by TIFFMAKER is PNG (previously it was JPEG).

26

Installation and Update of DocuWare

We recommend PNG format because it supports lossless compression and thus provides much better quality for most TIFFMAKER applications. This applies in particular to text and computer graphics. Existing TIFFMAKER configurations also adopt PNG as the standard format when you update to DocuWare 5.1a or 5.1b. If you want TIFFMAKER to generate a different file format, you can modify the configurations accordingly. To find out how to do this, read chapter Functional Principle of TIFFMAKER (on page 124) 3.1.4

Keep entries after updating to DocuWare 5.1a

If the Keep entries option is enabled for a search or store dialog in DocuWare Administration, the first time you open the search or store dialog after updating to DocuWare 5.1a, there are no entries in the index fields. You must enter the keywords once manually. After that they will be available as usual the next time you open the dialog. 3.1.5  

Update to DocuWare 5.1

Fix 5.0 for DocuWare 5.0 must be installed before the DocuWare Update Service can run the update to DocuWare 5.1. Important note when updating Content Server This information is important for all installations that use an MS SQL database. If you are using the DocuWare internal database, a MySQL database or an Oracle database for the DocuWare installation, the following specifications are not relevant to you. When you update to DocuWare 5.1, the Content Server setup (in contrast to the installation of version 5.0), must be able to access the file cabinet tables in the database. To avoid problems when updating the server, you must therefore make sure that Content Server has access to the database. If a trusted login is defined for the database connection (by default this is the "Content" database connection) in DocuWare Administration, a trusted login must also be defined from the Content Server setup for the Windows user at database level. Alternatively, you can go to DocuWare Administration and define a fixed login to be used by the Content Server setup for the database connection.

3.1.6

Special characteristics of DocuWare BUSINESS



For administering file cabinets in DocuWare 4 mode, the database tools from DocuWare 4, including Database Converter, DWDBAdmin and DWRestore are also installed with DocuWare 5. These programs are not available for DocuWare BUSINESS, even though they are displayed on the Start menu.



DocuWare CONNECT to eCopy is the only add-on module that can be used with DocuWare BUSINESS.

3.1.7

Special Features of using MS SQL 2000 Server as a Database

The following description only applies to the German and English versions of DocuWare 5.1 without Fix 1. If you are using an MS SQL Server (2000 or 2005) with a new installation of DocuWare, the following two dialogs will appear when you install Authentication Server. Click OK in response to each one, to allow the installation to be completed successfully.

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Installation and Update of DocuWare

3.1.8

Special Features with Windows Server 2003 x64

When you install DocuWare on a computer with Windows Server 2003 x64, you receive a message telling that you need to install Windows Installer 3.1 before you can install DocuWare. When asked if you want to install the Windows Installer now, click "No", because the installation must be carried out manually. We recommend doing the following before installing DocuWare: In the case of a 64-bit system, you must manually install Windows Installer 3.1 and .NET Framework. To do this, run the following executables from the DocuWare DVD: - DocuWare and Modules/ DotNetFx/64Bit/NetFx64.exe to install .NET Framework 2.0 in English The langpack.exe for .NET Framework should also be installed for the relevant DocuWare language version. These are stored in the sub-directory DocuWare and Modules/DotNetFx/32bit respectively 64bit and include the languages of the DocuWare DVD. - for a 2003 Server operating system DocuWare and Modules/Windows Installer/WindowsServer2003-KB898715-x64-enu.exe - for Windows XP DocuWare and Modules/Windows Installer/WindowsXP-KB898715-x64-enu.exe .

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Installation and Update of DocuWare

3.1.9

Special Features of Oracle Databases with Clients on 64-bit Computers

If you use an Oracle 10 database in your DocuWare installation and you want to install a DocuWare 5.1b client on a 64-bit computer, this usually does not work. The reason for this is that the Oracle driver cannot read computer names which contain brackets or spaces, whereas 32-bit software applications like DocuWare are stored by default in the "C:\Programs (x86)" folder. To get around this problem, simply install the DocuWare client software in a different directory, e.g. "C:\DocuWare". 3.1.10

Installing DocuWare on Windows 7

Planning the Installation When installing any software, Windows suggests that the files be installed on this path: C:\Program Files. This is also the case when installing DocuWare. If you have User Account Control running on the computer where you wish to install DocuWare Windows Client, you will only have read access to this path after installation. This leads to the restrictions listed below. If you wish to have more than readonly access, install DocuWare Windows Client on another path, e.g. C:\DocuWare. 

DocuWare 5 Reporting: The report files cannot be written



DocuWare REQUEST: An image cannot be created (only direct burning or file export possible)



The DocuWare sample file cabinet cannot be installed

Running the Installation To install DocuWare, you always need Windows Installer 3.1, so the Setup checks to see that this exists on the computer. Even if this is usually the case for a Windows 7 operating system, a misleading message appears saying that Windows Installer must first be installed. If this message appears, simply click ‘No’.

You can then install DocuWare without any further complications. 3.1.11

Using Validations after Updating from DocuWare 5.1 to DocuWare 5.1 Fix

The following description applies only to importing a fix for the German or English version of DocuWare 5.1 (without a fix).

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Installation and Update of DocuWare

After the update, validations that were imported into DocuWare 5.1 before the fix can no longer be used. For DocuWare 5.1 with Fix 1, the program libraries that receive the validations must be slightly modified and recompiled. Proceed as follows: 1. For each validation method, delete "ref" in front of the "ValidationFieldList indexData" parameter. Example: Old version: public override bool ValidateIndexData(ref ValidationFieldList indexData, ref string errorMessage, ValidationInfo info) New version: public override bool ValidateIndexData(ValidationFieldList indexData, ref string errorMessage, ValidationInfo info) 2. After making the change, compile the program library/libraries. Do this using the DocuWare.ValidatorBase.dll, which was installed with Fix 1 for DocuWare 5.1. 3. Stop Workflow Server. 4. In the directory used for validations, replace the old program libraries with the new ones. 5. Start Workflow Server. You do not have to reassign the individual validation types to the file cabinets and fields. These will be adopted from the existing configuration. 3.1.12

Using GAPI Applications

The following description only applies to the update for the German and English DocuWare versions of DocuWare 5.1 to DocuWare 5.1 Fix 1. Fix 1 requires any GAPI applications you are using to be rebuilt. 3.1.13

Installing INTERNET-SERVER after a DocuWare Update

The following description applies only to the German and English versions of DocuWare. If you installed DocuWare 5.1, then imported a fix and you now wish to install INTERNET-SERVER, you must first do the following: Copy the "NetCommon" folder contained in the fix as a subfolder and overwrite the "NetCommon" folder in the Setup path. Now you can install INTERNET-SERVER. 3.1.14

Downgrade for Licenses

It is not possible to downgrade DocuWare licenses, for example from DocuWare ENTERPRISE Server to DocuWare PROFESSIONAL Server. 3.1.15

DocuWare on Windows Start menu

If you remove the folder with the link to DocuWare or the links to the individual DocuWare products from the Windows Start menu, each time you start a DocuWare program the link to this program will be recreated in its original location on the Start menu.

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Installation and Update of DocuWare

If you move the folder on the Start menu with the link to DocuWare or the links to the individual DocuWare products into another area of the Start menu, each time you start a DocuWare program the link to this program will also be recreated back in its original location on the Start menu. 3.1.16

Setup and Update of several DocuWare systems

DocuWare Setup remembers the settings defined in the central SETUPPATH. It then uses these as defaults when DocuWare Setup is run in future – especially the DocuWare Client Setup. For this reason it is not possible to start two DocuWare systems from the same SETUPPATH. Should you have both a test system and a production system, for example, you will need to copy the DocuWare program files from the DVD to two different locations and then install and update each of the two systems from the corresponding copy of the files. 3.1.17

Country Codes for Windows Installer and .NET Framework

The folders for the Windows Installer and the .NET Framework which are on the DocuWare setup DVD are named with a corresponding number code which stands for a certain language version. The following numbers are allocated to the following languages: Number

Language

1025

Arabic

1026

Bulgarian

1031

German

1032

Greek

1033

English

1036

French

1040

Italian

1043

Dutch

1045

Polish

1046

Portuguese (Brazilian)

1049

Russian

1050

Croatian

1053

Swedish

3082

Spanish

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Installation and Update of DocuWare

Client-Update

3.2

When a DocuWare client is updated, the modules already installed on the client are updated. The "DocuWare 5 Client Setup - Module Selection" dialog does not appear for an update.

If you want to install additional modules or ISIS scanner drivers on a client, run the setup again when the update has finished, go to Control Panel and select Add/Remove Programs - DocuWare 5 Client Change.

New DocuWare installation

3.3

When installing DocuWare from scratch, you can decide between a single-user or mobile user installation, and a multi-user installation. For details please refer to your Installation Guide. For a multi-user installation, you first need to instal the database and the DocuWare Servers on a central computer. The DocuWare Client is then installed manually on each individual computer via the network or by using the Installation DVD, or the Silent Setup. 3.3.1

DocuWare Database

The Setup program contains a certain number of parameters which are pre-defined for installating the DocuWare database. If you want to manually install an MySQL database and use this as a DocuWare database, you need to copy the following settings: 

Database: "Transactional database only"



Number of concurrent connections: "Online Transaction Processing", i.e. up to 500 active connections



Install as Service: "Install as service".

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Installation and Update of DocuWare

It is obligatory to define the character set. This must be set to: 

Character set: Multilingualistic (UTF8)

3.3.2

Silent Setup

Silent Setup enables automatic installation of DocuWare via the network. It takes all necessary information from the dwsetupinfo.ini file.

Procedure: 1. Client requires a pre-installed version of Microsoft .NET Frameworks. You can use the installation package named donetfix.exe on the DVD. Alternatively, you can install this environment automatically by using the following command line: start /wait \dotnetfx.exe /q:a /c:"install /l /q" 2. If at all possible a copy of the complete DocuWare DVD ought to be made available in a central location with read permission for all users. This is usually done through a File or Application Server. 3. Modify the dwsetupinfo.ini file so that its settings match your DocuWare environment. The Setup program looks for this file in the DocuWare Setup Root directory, i.e. on the same level as the DWSetup.exe. [InternalDatabase] DatabaseServer=WINXPPROSP2ENGR DatabasePort=3306 DatabaseType=MySQL [AuthServer] AuthenticationServer=WINXPPROSP2ENGR AuthPort=9000 Organization=DocuWare [Paths] InstallDir=C:\DocuWare\ DatabaseTemplatePath=C:\C2NTPL\ [COLD] COLDPath=C:\DocuWare\COLD\ TempPath=C:\DocuWare\Temp\ COLDViewer=C:\WINDOWS\Notepad.exe COLDLog=C:\DocuWare\COLD\Coldread.log Protocol=C:\DocuWare\COLD\Cold.log [Modules] TIFFMAKER=1 UpdateService=0 TabletPC=1 CONTENTFOLDER=0 RECOGNITION=0 AUTOINDEX=0 COLDREAD=0 LINK=0

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Installation and Update of DocuWare

C2NClientComponent=0 C2NDatabaseTemplates=0 Optionally, you can specify the internal database; however, it is mandatory that you specify the Authentication Server for registration and authentification of users. In the Section modules, change the value to 1 if you wish to install any modules. 4. The Silent installation command looks like this: msiexec /i \DocuWareClient\dwDocuWare.msi DWUSERNAME=karl DWUSERPWD=karlpwd WINUSERNAME=karl WINUSERPWD=karlpwd NETCOMMON=\DWUpdate\\NETCommon\ /liwearmo C:\SilentSetup.log /q The setup path for the installation must be entered at . At the value, the folder of the fix available in the DWUpdate folder must be defined with the highest number (e.g.: Fix0400). The language used for the client installation depends on the MSI package selected. German client: dwDocuWareGerman.msi English client: dwDocuWare.msi Note that the named DocuWare user must be an organization administrator in DocuWare WINUSERNAME and WINUSERPWD are optional. However, these entries are required if you wish to include the Update Service in the installation, since this particular user is then use for initiating the service. 5. We recommend to write this command into a batch file. Here is an example of how to write such a file in an effective manner:

Start the file off with the @echo off command in order to suppress the display of subsequent commands on the screen. The entry "NEWORGANIZATION="Test organization" is only required for installing DocuWare 5.1 in German and English. This entry is not required for installing DocuWare 5.1 in other languages, although its presence does not cause problems.

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Installation and Update of DocuWare

Since you cannot access all UNC paths from command line level, we use the net use command to create a temporary drive just for the installation. 6. It is best to copy this batch file into the central directory – the one where you have installed the DVD (see point 1) and to allocate execute permission only – to prevent anyone from editing this file, or reading the information it contains. 7. The installation then takes place automatically, in the background, without user intervention. To reassure yourself that it is happening, look for the msiexec process in the Task manager. Any error messages are logged in the Setup log and the event indicator of the computer. 8. To install the appropriate fix immediately after installation of the Client, enter this command: msiexec /p \DWSetup\DWUpdate\ /q The Single Workstation / Mobile User installation type and the individual server modules CANNOT be used in Silent mode. 3.3.3

Components and Modules

When you install the DocuWare client, TIFFMAKER and the DocuWare Update Service are installed. In order to install any DocuWare modules, you must activate these when installing the DocuWare client. If you select DocuWare add-on modules here for which you do not own a license, you will not be able to launch the module, even if you have enabled it here. For further details about installing components and modules, please refer to the Installation Guide.

Subsequent installation of additional modules If you call up the DocuWare installation routine again, it will locate the existing DocuWare installation and offer you the option to Repair or Change. Using Change allows you to add any DocuWare modules that you have not previously installed. 3.3.4

Using wrong passwords when installing servers and services

If you enter an incorrect password while installing Authentication Server, Content Server or Workflow Servers and the client of the Update Services under Windows XP or Windows 2003, you get an error message immediately so that you can enter the correct password at once. Under Windows 2000 however, the system proceeds with the installation, generating an error message only when you start up the server or service. You can then correct the password in the Windows service administration. 3.3.5

Installation after Uninstalling a Single Workstation/Mobile User Installation

When you uninstall a DocuWare 5.0 single workstation/mobile user installation, a registry key remains. Which is why, if you run a new installation on the same computer, only the Single Workstation/Mobile

35

Installation and Update of DocuWare

User Installation installation type is available. If you wish to run a different installation type on this computer, you must first delete the registry key.

3.4

Migrating from DocuWare 4 to DocuWare 5

Migrating from DocuWare 4 to DocuWare 5 cannot be done via an update. Instead, you need to do a complete installation of DocuWare 5. You can then go to DocuWare Administration in order to import DocuWare 4 settings (chapter Importing DocuWare 4 Settings (on page 103))) and convert DocuWare 4 file cabinets to DocuWare 5 cabinets (chapter Convert DocuWare 4 file cabinets to DocuWare 5 cabinets (on page 100)).

3.5

DocuWare Update service

DocuWare Update Service automatically installs updates, service packs and fixes in a DocuWare system: fixes, service packs and updates destined only for DocuWare Client Computers are imported automatically, while in the case of Single Mobile Installations only fixes and service packs are imported automatically (not updates for security reasons); as for Server Installations, neither updates, service packs nor fixes are imported automatically, again for security reasons. Here all updates, service packs and fixes must be carried out manually (see below). Updates, service packs and fixes to be installed using the Update Service must be copied to the central directory (SETUPPATH) or to the LOCALPATH. Here it is important that the Windows user who has been allocated to the DocuWare Update Service has both write and read permissions to the SETUPPATH and the files that reside there. DocuWare Update Service is installed by default with every DocuWare client, provided this option was not disabled during installation. When you start the update service, it waits for two minutes before searching for a fix. The SETUPPATH must be entered in the registry as a UNC path (e.g. \\\DocuWare\Setup\ ), without any mapped drives. You will find the registry entry under: HKEY_LOCAL_MACHINE/SOFTWARE/DocuWare/DocuWare/500/SETUPPATH. In order for the entry to be written in the registry in UNC notation, you must run the setup on the client from a path which you access using UNC notation. 3.5.1

Components of Update Service

Since both Windows Vista and Windows 7 restrict the service options available, the DocuWare Update service was unable to display messages on these operating systems. To fix this problem for future updates (after DocuWare 5.1b SP3), a second component will be delivered in addition to the DW5Update.exe service as from DocuWare 5.1b SP3: the DW5UpdateControl.exe program.

DW5UpdateControl.exe The DW5UpdateControl.exe program, which you can recognize by this icon in the tray, runs on the user account of the Windows user that is logged in and displays messages, just as you are used to with Windows 2000/XP/Server 2003. Unexpected restarts will become a thing of the past. After installing Service Pack 3 from DocuWare 5.1b, the program automatically appears in the autostart menu of the

36

Installation and Update of DocuWare

individual client computer. You must not delete it from there, otherwise the Update Service will not be active, regardless of the operating system.

DW5Update.exe The previous DW5Update.exe service, which runs with administrative rights, is still there for the actual running of updates. All that happens when DocuWare 5.1b SP3 is installed is that the service is given the "Manual" startup type. The DW5Update.exe service can only be started by confirming the relevant messages from DW5UpdateControl.exe. It is not possible to start DW5Update.exe directly via Control Panel/Administrative Tools/Services. 3.5.2

dwsetupinfo.ini

The "dwsetupinfo.ini" file contains a section for the settings of the DocuWare Update Service:

[UPDATESERVICE] INTERVAL=60

Time interval in minutes at which the Update Service checks whether new files are available

ENABLEUPDATE=0

Enable/disable DocuWare Update Service for the whole DocuWare installation (0=off, 1=on)

Fixes=1

Enable/disable DocuWare Update Service for fixes and service packs only (0=off, 1=on)

Updates=1

Enable/disable DocuWare Update Service for updates only (0=off, 1=on)

In a default installation, the "dwsetupinfo.ini" file can be found in the central SETUPPATH and in the local DocuWare program path. The file in the local path is only accessed if the file in the central SETUPPATH does not exist or cannot be accessed. If you change the settings for the Update Service in DocuWare Administration in the Organization/General/Clients area, the changes are written to the Dwsetupinfo.ini in the central SETUPPATH. If this file cannot be accessed, the settings are changed in the Dwsetupinfo.ini in the local path. 3.5.3

Installing fixes or service packs

A fix or service pack is always supplied as a Zip file. This file contains the msp files that contain the fix or service packs itself, and a subfolder with the number of the fix/service pack. This folder contains a description of the fix/service pack as a PDF file and another subfolder called "NetCommon."

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Installation and Update of DocuWare

The msp file names are structured as follows: AS51bFix.msp

for a fix on Authentication Server

CS51bFix.msp

for a fix on Content Server

DW51bFix.msp

for a fix on a client (DocuWare Main Program, Administration, Add-on modules)

ImS51bFix.msp

for a fix on Imaging Server

IS51bFix.msp

for a fix on INTERNET SERVER

SH51bFix.msp

for a fix on SAP HTTP Serverr

WCS51bFix.msp

for a fix on Web Client Server

WebS51bFix.msp

for a fix on Web Services

WS51bFix.msp

for a fix on Workflow Server

The entire contents of the Zip file must be copied to the DWUpdate folder in the central SETUPPATH or in the LOCALPATH. The DocuWare Update Service monitors this folder in the defined time interval. As soon as it finds a new msp file there, it installs the fix/service pack after prompting the user of the client computer for confirmation. If an error occurs during installation on a client computer, the Update Service is automatically disabled locally (for this computer only). The Update Service can be re-enabled in the HKEY_LOCAL_MACHINE\SOFTWARE\DocuWare\UpdateService EnableUpdate=1 registry entry. 3.5.4

Installing updates

Overwrite the folders and files in the SETUPPATH with those on the Update DVD. Make sure you observe the folder structure because, since DocuWare 5.1a, the folder structure on the setup DVD differs ti that in previous versions. If the DWSetup.exe file is located directly in the SETUPPATH, copy the contents of the DocuWare and

38

Installation and Update of DocuWare

Modules subfolder from the Update DVD to the SETUPPATH. If the DWSetup.exe file is located in the DocuWare and Modules subfolder of the SETUPPATH, overwrite the existing DocuWare and Modules subfolder with the new one on the Update DVD. It is important that the existing files are ovrwritten with the new files. The DocuWare Update Service monitors this path. As soon as it finds a new version of the program there, it installs the update after prompting the user of the client computer for confirmation. Before any updates are run on the clients, the update should be installed on the servers (see below). 3.5.5

DocuWare Update Service on Windows Vista and Windows 7

Windows Vista and Windows 7 limit some service options. For the DocuWare Update Service, this means that it is unable to display messages on the user interface. So if you are using the Update Service on Windows Vista or Windows 7, users will not be aware when a DocuWare fix or update is being installed and when this installation is complete. Also when a restart is needed this happens automatically. The user receives no message or warning and isn’t even prompted to confirm the restart. From the user’s point of view, the restart therefore comes as a complete surprise. This is why we recommend that you do not enable the Update service for Windows Vista or Windows 7. With DocuWare 5.1b Service Pack 3 the DocuWare-System will be prepared to display the messages on Window Vista or Windows 7 clients as of the following DocuWare version. Please refer to Components of Update Service (on page 36). 3.5.6

Update Service log file

The Update Service log file DWUpdate.log can be found in the US_Logging folder in both the central SETUPPATH and the LOCALPATH. Typical logging information is written to the log file. 3.5.7

Installing updates and fixes on a server

Updates and fixes must be imported manually by the system administrator on to computers on which DocuWare servers are installed. In the case of a fix, the entire contents of the zip file in the DWUpdate folder are copied to the central SETUPPATH. You can then run the msp files by double-clicking on them. In the case of an update, you overwrite the folders and files in the SETUPPATH with those on the Update DVD. Then start the DWSetup.exe. For the overwriting process, please note: If the DWSetup.exe file is located directly in the SETUPPATH, copy the contents of the DocuWare and Modules subfolder from the Update DVD to the SETUPPATH. If the DWSetup.exe file is located in the DocuWare and Modules subfolder of the SETUPPATH, overwrite the existing DocuWare and Modules subfolder with the new one on the Update DVD. It is important that the existing files are ovrwritten with the new files.

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Installation and Update of DocuWare

3.5.8

Update Service registry settings

The registry settings for the Update Service can be found under HKEY_LOCAL_MACHINE\SOFTWARE\DocuWare\UpdateService. It contains the following entries:

EnableUpdate={0,1}

0=OFF, 1= ON

LoggingLevel={0,1,2} 0=no logging, 1=normal logging, 2=detailed logging LastFixDW={filename File name of the last fix run on the DocuWare client. } LastFixCS={filename} File name of the last fix run on CONTENT SERVER. LastFixWS={filename }

File name of the last fix run on Workflow Server.

LastFixAS={filename} File name of the last fix run on Authentication Server. LastFixIS={filename}

File name of the last fix run on INTERNET SERVER.

InstallationType={0,1 0="autodetect", 1=single-mobile installation } This value is set by the setup program and should not be changed afterwards!

3.6

DocuWare user identification

DiDocuWare user identification consist of three components: the user name, the user ID and the password.

Components

Permissible number of characters

Permissible characters

User name

Up to 32 characters

All characters except blanks at the beginning or end of name

UserID

Up to 8 characters

Upper case letters, digits, underscore (no special characters such as umlauts, accents or Cyrillic characters)

Password

Up to 32 characters

Case sensitive (distinguish between uppercase and lowercase letters) All characters possible

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Installation and Update of DocuWare

3.6.1

Special Features when Setting Up the User Name for the System Administrator and the Organization Name

When setting up Authentication Server, you need to create a DocuWare system administrator and an organization. The name of the organization is read from the license file, but the user name for the system administrator can be any name of your choice. Even if these names contain special characters (accents, umlauts, etc.), they can be entered without these characters (e.g. Muller instead of Müller, or Dupre instead of Dupré) when you set up Content Server, Workflow Server, INTERNET SERVER and Clients and when logging in to DocuWare Administration and the DocuWare Client. The setups and login will still run.

Deinstallation

3.7

Before you deinstall DocuWare you must stop all DocuWare Servers. There are two ways of doing this: 

via DocuWare Service Control in the system tray (info area)



via Start – Settings – Control Panel – Administrative Tools – Serviceste

After that you can deinstall the DocuWare components in the following sequence by clicking on Start – Settings – Control Panel – Add/Remove Programs:n: 1

DocuWare Client

2

DocuWare Workflow Server

3

DocuWare Content Server

4

DocuWare Authentication Server

5

DocuWare-Database (MySQL); If you wish to continue using the database and only want to remove the DocuWare tables, proceed as follows: a. Open MySQL Administrator b. Click on Catalogs in the bottom left corner. c. This lists the database tables; you can now right-click on a table and select Drop Schema in order to remove that table: i. Delete the dwdata table ii.Delete the dwsystem table iii Delete the dwlogging table

3.7.1

Uninstalling Fix 1 for DocuWare 5.1

Setuppath This section only applies to Fix 1 for DocuWare 5.1 in the German and English language versions. When you uninstall Fix 1, the Setup path is deleted from the registry. If after uninstalling you still want to be able to install fixes and updates on the workstation in question using the DocuWare Update Service, you must re-enter the Setup path in the registry under HKEY_LOCAL_MACHINE\SOFTWARE\DocuWare\DocuWare\500

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Installation and Update of DocuWare

DocuWare.Administration.exe.settings After you install Fix 1 for DocuWare 5.1 and then open the DocuWare client or DocuWare Administration for the first time, the "DocuWare.Administration.exe.settings" file is updated on each DocuWare workstation. If you uninstall Fix 1 for DocuWare 5.1, these updates cannot be reversed. However, the system does save the version of the "DocuWare.Administration.exe.settings" file which predates the installation of Fix 1 under the name "DocuWare.Administration.exe.settings.Backup51" in the same directory. To be able to start the DocuWare client or DocuWare Administration again after uninstalling Fix 1, you must delete the "DocuWare.Administration.exe.settings" file from the workstation and rename the "DocuWare.Administration.exe.settings.Backup51" file as "DocuWare.Administration.exe.settings". This restores the version prior to Fix 1. 3.7.2

Uninstalling Fix 2, 3 or 4 for DocuWare 5.1

If you have not installed DocuWare CONNECT to eCopy and you uninstall DocuWare Fix 2, DocuWare CONNECT to eCopy will be installed as part of the uninstallation. This is due to a new Microsoft patching mechanism. To avoid this happening, do not run the uninstall program via Control Panel / Add/Remove Programs / Change/Remove, but via the command line using the following command: msiexec.exe /i { .msi} /uninstall {Patch} REINSTALL=ALL REINSTALLMODE=vomus This applies similarly for Fix 3 and Fix 4. 3.7.3

Uninstalling Fix 3 for DocuWare 5.1

This section does not apply to the German and English language versions of DocuWare. When you uninstall Fix 3 for DocuWare 5.1, this restores the status as at DocuWare 5.1 with Fix 1, but with two exceptions: The following files are missing in relation to Workflow Server: \UpdateDWRequestConfig.xml \upgratedwrequest.exe \UpgrateDWRequest.exe.config \dwrequest\\dwrequestrmlang.zip And in relation to SAP HTTP Server, this file is missing: \dwdacs.dll 3.7.4

Uninstalling Service Pack 3 for DocuWare 5.1b

If you are using the internal DocuWare MySQL database and have updated it using DocuWare 5.1b Service Pack 3, please note the following in case you want to uninstall the service pack again:

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Installation and Update of DocuWare

When running the database update as part of DocuWare 5.1 SP3, the my.ini file is saved under the name my.ini.save as a backup copy. After uninstalling Service Pack 3, please delete the current my.ini file and rename the my.ini.save file back to my.ini. This restores the status to what it was before DocuWare 5.1b SP3 was installed.

3.8

DocuWare with Terminal Server

When installing software on terminal servers there are a few peculiarities that you need to be aware of. Essentially, terminal servers distinguish between two possible operational states: Installation mode and execution mode. If you wish to install software on a terminal server so that it can be used by multiple users you have to switch to installation mode before attempting the installation. This enables it to record the software settings, the added .ini files and the modified registry and to use this as the template for all users. You either go to Control Panel -> Add/Remove Programs and select the path to DWSetup.exe, or you enter the Change user/install command on the command line before executing the file. Always install direct on the console, i.e. on the terminal server itself, as the session will suppress certain things such as error messages, or similar. However, Windows Server 2003 offers the option of establishing a console session on a client, with the console screen being routed to the client. For this purpose, add the /console parameter t the mstsc command. Thus, always use the console when installing DocuWare. Tablet PC: We recommend installing the Tablet PC element of the DocuWare client only on a Terminal Server, and only if someone in your organization actually uses DocuWare with a Tablet PC. Background: Even after you close DocuWare the Microsoft Wisptis.exe component required for a Tablet PC remains open and so the DocuWare session continues to be listed in the user’s management console. 3.8.1

Configuring DocuWare with a single terminal server

Decide whether you will be installing DocuWare on a single terminal server, or in a farm – and use the appropriate configuration. When using a single terminal server rather than an explicit DocuWare server, you must install both the server modules and the client directly on the terminal server. In order to take account of user-specific settings, set up a central user directory on the terminal server itself in order to store the user date from baskets, pending boxes and the trash can. Example: C:\DocuWare\Users\ This directory is where DocuWare baskets, pending boxes, and trash cans are set up for specific users. There are two ways of setting up baskets:

Set up baskets centrally (from DocuWare 5.1b SP1) You can easily set up baskets for all users in a central location by using variables.

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Example for two baskets: C:\DocuWare\Users\%USERNAME%\Baskets\Store\ C:\DocuWare\Users\%USERNAME%\Baskets\Scan\ The "%USERNAME%" variable is then replaced by the Windows user name. You can also use system or user variables. See also Baskets (on page 92). If you wish to use baskets for TIFFMAKER applications, however, the basket paths must not contain any user variables. Baskets with system variables or the "USERNAME" variable in the basket path on the other hand can be used without any additional TIFFMAKER settings.

Set up baskets for specific users (old variant, still possible) Example for two baskets: C:\DocuWare\Users\miller\Baskets\Store\ C:\DocuWare\Users\miller\Baskets\Scan\ These directories must be added for each user under "Miscellaneous" in DocuWare Administration. You must switch TIFFMAKER to ASP mode by using the port settings. This mode gives you the option of using environment variables in order to read the user names. Use the following path, for example: C:\DocuWare\Users\Baskets\%USERNAME%\Store\ This will cause all documents printed by user miller to go straight into his basket. The user variable path must be entered manually via the DWORD KonvPath into the registry under HKEY_LOCAL_MACHINE\SOFTWARE\DocuWare\DocuWare\ TIFFMAKER\500\port. Adjust the name of the port according to the TIFFMAKER that you are using. But note that TIFFMAKER in ASP mode cannot store the documents into an archive, nor send them via DocuWare email. Error messages are not output to screen, instead they are logged into the Server's event log.

Set up pending box and trash can Example for the pending box and the trash can: C:\DocuWare\Users\miller\PendingBox\ C:\DocuWare\Users\miller\TrashCan\ These directories must be added for each user under "Miscellaneous" in DocuWare Administration. This type of installation is recommended only if a single terminal server is in use and if you are not planning to add another one in the near future. Otherwise, use this procedure. 3.8.2

Configuring DocuWare with a terminal server farm

With farms, we recommend the use of a special server on which you install the server modules. This can be an existing Application or File Server, or a dedicated DocuWare Server, as in the following example:

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Specifying paths (e.g.: document storage path) ought to be done via UNC. In addition, each terminal server has a client installation. As can be seen in the picture, terminal servers are installed just like regular DocuWare clients. The central user directory on the DocuWare Server contains the data of the users' baskets, pending boxes and trash cans. Example: \\TerminalServer\DocuWare\Users\ This directory is where DocuWare baskets, pending boxes, and trash cans are set up for specific users. There are two ways of setting up baskets:

Set up baskets centrally (from DocuWare 5.1b SP1) You can easily set up baskets for all users in a central location by using variables. Example for two baskets: C:\DocuWare\Users\%USERNAME%\Baskets\Store\ C:\DocuWare\Users\%USERNAME%\Baskets\Scan\ The "%USERNAME%" variable is then replaced by the Windows user name. You can also use system or user variables. See also Baskets (on page 92). IIf you wish to use baskets for TIFFMAKER applications, however, the basket paths must not contain any user variables. Baskets with system variables or the "USERNAME" variable in the basket path on the other hand can be used without any additional TIFFMAKER settings.

Set up baskets for specific users (old variant, still possible) Example for two baskets: C:\DocuWare\Users\miller\Baskets\Store\ C:\DocuWare\Users\miller\Baskets\Scan\ These directories must be added for each user under "Miscellaneous" in DocuWare Administration. You must switch TIFFMAKER to ASP mode by using the port settings. This mode gives you the option of using environment variables in order to read the user names. Use the following path, for example: C:\DocuWare\Users\Baskets\%USERNAME%\Store\ This will cause all documents printed by user miller to go straight into his basket. The user variable path must be entered manually via the DWORD KonvPath into the registry under HKEY_LOCAL_MACHINE\SOFTWARE\DocuWare\DocuWare\ TIFFMAKER\500\port. Adjust the name of the port according to the TIFFMAKER that you are using. But note that TIFFMAKER in ASP mode cannot store the documents into an archive, nor send them via DocuWare email. Error messages are not output to screen, instead they are logged into the Server's event log.

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Set up pending box and trash can Example for the pending box and the trash can: C:\DocuWare\Users\miller\PendingBox\ C:\DocuWare\Users\miller\TrashCan\ These directories must be added for each user under "Miscellaneous" in DocuWare Administration. 3.8.3

Last Login Information

The last login information are stored in the file DocuWare.Administration.exe.settings and in the registry. The information in the registry is needed for Terminal Server environment. The registry entries concerning the login information are: HKCU\Software\DocuWare\DocuWare\LastLogin\Username (string) HKCU\Software\DocuWare\DocuWare\LastLogin\Connection (string) 3.8.4

Scanning in terminal server environment

Scanning is not an option that is available when using terminal servers – and it is not mentioned in the manufacturers description. However, we have worked out three methods which will allow you to use a scanner in combination with DocuWare even within a server-based environment.

Network scanner and ACTIVE IMPORT 3: In this scenario, create user profiles on the network scanner and configure the scanner in such a way that scanned documents are stored direct in the user-specific folders on the network. These folders are monitored by ACTIVE IMPORT 3, and you have the possibility of storing the documents for each job direct in a file cabinet, or to import them into a user-specific basket.

Local scanner and ACTIVE IMPORT 3: Configure a server that is connected locally to a client in such a way that all documents are scanned into a local folder. The terminal services of Windows Server 2003 and the Citrix MetaFrame Presentation Server 3.0 allow access to client resources such as hard disks. Thus, ACTIVE IMPORT 3 as a published application can monitor this local directory and import documents from there into a central basket, or store them in the file cabinet. 3.8.5

Using Add-On Modules

Using DocuWare modules works without any problems, though depending on the environment one or two adjustments may be required.

CONTENT FOLDER: Using CONTENT FOLDER you need to decide on a strategy of how users will be working. One strategy is for the Administrator to only publish certain CFF or CF5 files for the users. To do this, he can specify

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the path to the CONTENT FOLDER on the Citrix management console, followed by the path to the CFF or CF5 file. Example: C:\Program Files\DocuWare\DWCTFApp.exe C:\DocuWare\Users\schmidt\meetings.cf5 In addition, as mentioned earlier, users can access the client resources starting with Windows Server 2003 and also with Citrix Meta-Frame Presentation Server 3.0. It is also possible to store the CFF or CF5 files locally on the client. There is a Citrix client named Citrix Program Neighborhood Agent, which masters an operation called "content routing". This means that when calling a local file a program can be invoked from the terminal server, which then displays that file.

COLD/READ and AUTOINDEX: These are 16 bit applications that have the property of working with .INI files for storing values and settings. In the case of COLD/READ and AUTOINDEX this is the Docuware.ini, which is stored in the root directory of each client (e.g..: C:\WINDOWS). When working on terminal servers these .INI files are stored user-specifically in C:\Documents and Settings\%User%\Windows\. So, if users receive a message that no path was found for COLD/READ, this .INI file needs to be checked an any entries need to be made.

Smart Connect Smart Connect can only be used in terminal server environments when only one user is active.

3.9

Run DocuWare minimized

It is possible to launch the DocuWareDocuWare minimized main window in minimized mode. With this option, DocuWare appears in the task bar and may either be maximized at that point or not, depending on the settings you choose. This option is particularly practical for certain programming tasks with DocuWare TOOLKIT . The setting changes can be made user-dependent or user-independent per start parameter. User-dependent setting To start DocuWare in minimized mode, go to DocuWare Administration: Organization – User administration – User – User x – Configurations, Stamps and other options – Miscellaneous – Start DocuWare in Minimized mode.

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Installation and Update of DocuWare

User-independent Setting – Activated by Start Parameters The following Start Parameters are available: DW5.exe –f1

DocuWare is started minimized and may not be maximized

DW5.exe –f2

DocuWare is started minimized and may be maximized

DW5.exe –f4

DocuWare is started in Read-Only Mode

DW5.exe –f5

DocuWare is started in Read-Only Mode and minimized, just as with –f1

The start parameter can, for example, be written in a shortcut to DocuWare.

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Databases

4

Databases

Starting with DocuWare 5 RAIMA databases are no longer supported. To convert RAIMA databases to SQL databases you can use the DocuWare Database Converter application. Important: 

If you wish to install an existing MySQL database, this must support Unicode.



Oracle Server from Version 9.2 or higher is supported. The Oracle client needs the same or a higher version.



If you are using the MS SQL Server 2000, the DocuWare Servers must have MDAC 2.8 installed.

4.1

DocuWare Database

The database supplied with DocuWare is based on a MySQL Pro database. If the DocuWare database is installed it must be installed by Authentication Server. During DocuWare installation three DocuWare-specific tables are created:

dwdata

(for file cabinet data)

dwsystem

(for settings in DocuWare Administration)

dwlogging

(for Logging settings)

For each of these tables, a database connection is automatically created in the DocuWare Administration in the System section below the Database connections node. This is Content for dwdata, Authentication for dwsystem and Logging für dwlogging. DocuWare comes with a MySQL Pro database. Older MySQL databases are not supported. Using the MySQL Administrator program you can perform both schedule (time-controlled) backups and database restore operations.

My.ini When you install DocuWare 5.1, the following values for the internal database are set in the my.ini file:

net_read_timeout =3600

[time in seconds, default: 30]

net_write_timeout=3600

[time in seconds, default: 60]

The default values are overwritten to prevent for example the fulltext workflow from encountering an error.

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When you install DocuWare 5, the default values are not overwritten. When you update to DocuWare 5.1 or above, the existing values are not changed. In these cases you should update the values manually.

4.2

Case-insensitive searches in Oracle databases

If the storage of index entries for a DocuWare file cabinet has been defined as case-sensitive, i.e. the Add index entries in upper case option is disabled, you cannot run case-insensitive searches when using Oracle databases. If for example the index entry "Huber" has been given to a document, it will not be found if you search for "huber". This is because the default search setting in Oracle is casesensitive. In order to run case-insensitive searches when using Oracle databases, the suffix "_CI" must be added at the end of the dynamic parameters that control the "National language sort" (NLS). This changes the default BINARY NLS to case-insensitive through the use of "BINARY_CI". This applies to Oracle databases from version10gR2. In DocuWare you need to make the following change: Each of the …\DocuWare\Authentication Server, …\DocuWare\Workflow Server and …\DocuWare\Content Server folders contain the file "DocuWare.DAL.dll.config". Add the tag in all three files as follows:

On the Oracle database side, you can search for all available NLS using the following statement: "select * from V$NLS_VALID_VALUES where PARAMETER='SORT'". Additionally there is a parameter to enable the search with wildcards. It is neccessary to add the parameter LikeIgnoreCase="True" in the config file DocuWare.DAL.dll.config which is located in the Content Server installation directory. Finally within the config file it should look like the following example (...) (...)

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Databases

4.3

Creating file cabinets in DocuWare 4 mode

File cabinets in DocuWare 4 mode are created within the DocuWare main program via the file cabinet administration. The database used is a relational database with ODBC interface. Starting with DocuWare 5 the RAIMA database is no longer supported. In order to create a file cabinet the following conditions must be met: 

The DocuWare user must have the right in the database system to create tables.



There must be a data source of the same name on all workstations, pointing to the respective database system.

This data source is opened and a new system table is created by the DocuWare file cabinet administration when a new file cabinet is created. If this system table has already been created, check by using the database system administration program whether you have write rights for this table. When this has been ascertained, use DocuWare to create a worktable. Here too, please check immediately after creating the table whether you have write rights in it. For more information, please refer to the Online Help on DocuWare. When defining a name for an ODBC file cabinet, please note that this name has to be different than the name of the system table. The required entries in the ADF file are made by DocuWare.

4.4

Converting RAIMA file cabinets

Starting with DocuWare 5, RAIMA file cabinets from earlier DocuWare versions are no longer supported. Using the DocuWare Database Converter you can convert these file cabinets to file cabinets based on a relational database with ODBC interface. The new file cabinets are then DocuWare 4 file cabinets and can be re-used in DocuWare 5. If you wish to make full use of the DocuWare 5 functionality you will have to take a second step in order to convert these file cabinets to DocuWare 5 mode. This second conversion is done from DocuWare Administration. Wizards will help you to configure the conversion process. Next comes a description of how to convert RAIMA file cabinets to file cabinets with ODBC interface. For details on how to convert DocuWare 4 file cabinets into DocuWare 5 cabinets see chapter Convert DocuWare 4 file cabinets to DocuWare 5 cabinets (on page 100). Using the "Tecdoc" file cabinet we will show you how to do the conversion in just 10 steps.

Conversion in 10 steps 1. Create a new file cabinet in DocuWare 4 mode in the DocuWare main window. This cabinet must have the same internal name as the old one. Enter a temporary directory as the path for the configuration file.

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Databases

2. Create the DocuWare file cabinet table from an "ADF/COLD-Frm file", i.e. the field structure and all additional settings are taken directly from the existing file cabinet and inserted into the new one.

3. You will see the structure here. It’s also possible to create a full-text field at the same time, however, it’s better to insert the full-text field after you have successfully completed the conversion.

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Databases

4. The same directory for the configuration file is used for the storage and search and retrieval paths and is immediately preset after you click on "Add path". No other settings have to be made in the other windows, so click on "Next" and "Finish".

5. Once the file cabinet has been created, certain modifications will still have to be made in the configuration file (ADF file). To do this, open the configuration files from the old and new file cabinets

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Databases

next to each other using Windows Editor. Now you will have to copy some of the entries from the old file into the new one. Copy the following lines: DBDATETIME= SEARCH= LASTSTOREPATH= SEARCH001= SEARCH002= and all other SEARCH entries. You will need the value contained in DBDATETIME again in the next step. Please note this information.

6. Open Enterprise Manager in the SQL Server. Keep clicking on the plus symbols until you see the tables from the DocuWare database. Then open the system table for your new file cabinet with a right click.

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Databases

7. Now enter the DBDATETIME value in the column named DBDATETIME. After you have done this, close Enterprise Manager.

8. In this step you will first have to quit DocuWare. After you have done that, open the Database Converter from the Start menu and enter the source and selected file cabinet. The old file cabinet acts as the source cabinet, and the new one as the target cabinet. You can select various options here. If you still want to use the old file cabinet in read-only mode, please use the multi-user mode. The single user mode is much faster, however. To convert the entire database, please select the corresponding option. Start the conversion by clicking on the "Start" button.

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Databases

9. All users should have access to the file cabinet again once the Database Converter has finished. You only need to copy the new ADF file into the directory that contains the old file to do this. After that, delete the new file, which is no longer needed, from the DocuWare disk (in the same temporary directory) and delete the RAIMA database files TECHDOC.D01 to TECHDOC.D07 and TECHDOC.K01 to TECHDOC.K03. 10. The new file cabinet named "Technical Documents" will be immediately opened once DocuWare has been started again.

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The documents

5

The documents

A DocuWare document can consist of several files of different formats (TIFF, Word, PDF, etc.). These are called document pages. The pages within such a document page (file) are again called pages – though of course they are pages within the file.

Examples: A 3-page paper document that was scanned into DocuWare consists of three document pages, each of which is a one-page file.The document pages are b/w TIFF files generated by DocuWare. For one document, a s/w TIFF file generated by DocuWare, a 3-page Word file, and a 2-page PDF file are linked together. The document then consists of three document pages: Document 1. Document page

s/w TIFF file

Page 1

2. Document page

Word file

Page 1 Page 2 Page 3

3. Document page

PDF file

Page 1 Page 2

Each document in DocuWare can have a maximum of 999 document pages.

5.1

Document file header

All documents handled by DocuWare have a header which contains the index data entered for this document. Index data which was entered before storing a document is written into both a database as well as the header of the document. This double management of data provides you with maximum security. Even in the case of a total database crash, your documents and index data remain accessible.

Header in DocuWare 5 mode All documents in DocuWare 5 mode have their own header file in XML format. If the document is stored in the file cabinet, this header file refers to the entire document, i.e. to all document pages. In DocuWare 5 documents that are in the basket have a header file for each document page. The size of the header file is not subject to any restrictions.

Header in DocuWare 4 mode B/w TIFF documents that were created by DocuWare have the header within the document file. With files of other formats this is not possible. In these cases, the header has to be written to its own file. Baskets and file cabinets in DocuWare 4 mode have one header per document page; where TIFF documents were created by DocuWare this is in the document file, with other formats there is a separate header file.

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The documents

The size of the header is 1024 Bytes for b/w Tiff documents and foreign formats. If a document is stored in a file cabinet, its index criteria is written into this area. The exception is the Memo Field of a file cabinet. This information is attached to the end of a document file for a b/w Tiff document. For foreign formats, the Memo Field is stored at the end of the header file. It may not be possible for file cabinets with numerous database fields and a keyword field, for all keywords to be written into the header. Keywords are only then written into the header after all other database fields have been captured, which means they might not be included completely. This must be remembered in particular when pre-indexing documents in a basket.

5.2

Storing document files in the basket

Basket in DocuWare 5 mode The following conventions are used for naming the document files in DocuWare 5 baskets: The file name has the following components: "D", a four-digit document number of the document in the basket, a 3-digit page number. The file extension corresponds to the file format, e.g. DWTIFF for a b/w TIFF generated by DocuWare, or doc for a Word document. D.xyz The name of the associated header file has these components: "DOCU", a four-digit document number of the document in the basket, and a file extension in form of a 3-digit page number. DOCU. Examples: The 15th document in a basket consists of an b/w TIFF generated by DocuWare which was combined with a Word document. This document is composed of the following files:

D0015001.DWTiff

b/w TIFF document generated by DocuWare

DOCU0015.001

Header file associated with the b/w TIFF file created by DocuWare

D0015002.doc

Original Word document

DOCU0015.002

Header file for the Word document

Basket in DocuWare 4 mode The following conventions are used for naming the document files in DocuWare 4 baskets:

s/w TIFF documents generated by DocuWare For b/w TIFF documents generated by DocuWare the file name is composed of "DOCU", the four-digit document number of the document in the basket, and the file extension in the form of a 3-digit page

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The documents

number. Thus, for multiple-page documents the file name for each page is the same, the page number is indicated by incrementing the file extension. The document header is in the TIFF file. DOCU. Examples:

DOCU0005.001

first page of the fifth document in the basket

DOCU0003.002

second page of the third document in the basket

Foreign formats The file name of "foreign" formats has the following components: "D", a four-digit number of the document in the basket, a 3-digit page number. The file extension identifies the foreign format, e.g. "doc" for a Word document. D.xyz The additional header files correspond to the file names of TIFF documents. DOCU. Example: The fourth document in a basket is an Excel table that has been combined with a Word document. This document is composed of the following files:

D00004001.xls

Excel original document (first document page)

DOCU0004.001

Header file for the Excel document

D0004002.doc

Word original document (second document page)

DOCU0004.002

Header file for the Word document

5.3

File structure of the document files in the file cabinet

5.3.1

File structure for file cabinets in DocuWare 5 mode

For each file cabinet in DocuWare 5 mode, a separate directory is created at the selected location for each DocuWare disk. The file cabinet directories are called ., where the file cabinet name has a maximum of 8 characters, and the disk number is always 6 digits. The first disk of the Document_pool file cabinet is called Document.000001. Below this directory is the GUID of the file cabinet. This is the unique ID number of the file cabinet.

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The documents

Also below the DocuWare disk are three additional directory levels where each directory has a 3-digit sequential number, starting with 000. The first of these levels can contain a maximum of 128 folders (000 to 127), the two following levels can contain each a maximum of 256 sub-directories (000 to 255). Below the third directory level are the document directories. Each of these document directories contains all pages (files) of a document, and the header file in XML format. The document directories are given the name of the DocID (a 10-digit document number which is unique within the file cabinet) which is also sequential (from 0000000001 to (2 exp. 31)-1 = 2.147.483.647 ≈ 2,15bio.). The header file is always called .XML and has no size restriction. The document pages are always called F (File), followed by a sequential number starting with 1, and the file extension (e.g. doc, xls, pdf, DWTIFF, ...). For example, F1.doc or F5.DWTIFF. You can create up to 999.999 DocuWare disks, though not within one directory, since Windows limits the number of sub-directories within each directory. This shows the file structure within a DocuWare 5 file cabinet. It was assumed that all documents are stored on a single DocuWare disk.

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The documents

File structure of a DocuWare 5 file cabinet at file system level

This means that a maximum of 2.147.483.647 (≈ 1,5 billion) documents may be stored in one file cabinet.

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The documents

Locating the directory of a particular document Binary digit method In order to calculate the exact sub-directory of a particular document, first convert the 10-digit document number (DocID) into a 32-bit binary digit. For example, DocID 0.002.388.444 yields the 32 bit binary digit 0000.0000.0010.0100.0111.0001.1101.1100 (the dots are there for better readability only, leading zeros must be filled up to the 32nd place) The first (left-hand side) 8 digits of this binary number represent the first directory level. In our case: \000\ The next 8 digits of this binary number represent the second directory level. In our example: 0010.0100, decimal 36, i.e. \000\036\ The next 8 digits of this binary number represent the third directory level. In our example: 0111.0001, decimal 113, i.e. \000\036\113\ The last 8 digits of the binary number are not relevant for calculating the directories. The document with DocID 0002388444 in our example is therefore stored in sub-directory D:\File_cabinets\Document.000001\000\036\113\0002388444\. Calculation method In order to calculate the precise sub-directory of a particular document, proceed as follows: Calculating the first directory level for our sample document with document number (DocID) 0002388444: DocID / (256 * 256 * 256) = 2.388.444 / 16.777.216 = 0,1423... => integer part 0, i.e. folder \000\ Calculating the second directory level: (DocID - ( * 256* 256 * 256)) / (256*256) = (2388444 - 0 * 256 * 256 * 256) / (256*256) = 2388444 / 65536 = 36,4447... => integer part 36, i.e. folder \000\036\ Calculating the third directory level: (DocID - ( * 256* 256 * 256) -( * 256 * 256)) / 256 = (2388444 - (0 * 256 * 256 * 256) - (36* 256* 256)) / 256 = 29148 / 256 = 113,8593... => \113\ i.e. folder \000\036\113\

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The documents

The document with DocID 0002388444 in our example is therefore stored in sub-directory D:\File_cabinets\Document.000001\000\036\113\0002388444\ The document number (DocID) is stored in the database, the path to this document is calculated by Content Server. 5.3.2

File structure for file cabinets in DocuWare 4 mode

DocuWare uses a permanently defined directory structure in which the document files are stored. The user can specify only a root path, to which the internal structure is then added. The document files in a specific file cabinet are all numbered consecutively, starting with 0. The number of the page in the file is given by the file name extension (every page is filed as a separate file). File names look like this: 00005129.001 00005130.002 00005131.001 The number of the first file of a multi-page document is written to the database as the document number. Because of the numbering system, a document can have a maximum of 999 pages. These files are then stored in the directory structure. An example An example: For the Sales file cabinet, the user specifies: D:\DOCS. DocuWare then creates the subdirectory D:\DOCS\SALES.001 (consists of the file cabinet name, with the disk number as the file name extension). Because it is possible for DocuWare to create several file cabinets with the same name, a file is written to the top level directory (D:\DOCS\SALES.001) in order to distinguish it from the others. The file name consists of date and time of creation of the file cabinet, and can be found in the ADF file in section [DN31] under DBDATETIME (e.g. 07352331.712). Several further sub-directories are created in the file cabinet directory. The first one is the directory 000 (D:\DOCS\SALES.001\000). A maximum of 256 further directories can be created within this directory (D:\DOCS\SALES.001\000\000 - D:\DOCS\SALES.001\000\255). Each of these can contain up to 256 document files. The result is the following theoretical structure (example): D:\DOCS\Sales.000001\ D:\DOCS\Sales.000001\000\ D:\DOCS\Sales.000001\000\000\ D:\DOCS\Sales.000001\000\000\00000000.001 ... D:\DOCS\Sales.000001\000\000\00000255.021

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The documents

D:\DOCS\Sales.000001\000\001\ D:\DOCS\Sales.000001\000\001\00000256.001 ... D:\DOCS\Sales.000001\000\001\00000511.003 ... ... D:\DOCS\Sales.000001\000\255\ D:\DOCS\Sales.000001\000\255\00065281.012 ... D:\DOCS\Sales.000001\000\255\00065535.001 ... D:\DOCS\Sales.000001\000\255\ ... D:\DOCS\Sales.000001\001\ D:\DOCS\Sales.000001\001\000\ ... D:\DOCS\Sales.000001\001\255\ ... ... ... This means that a maximum of 16,777,216 (approx. 16.7 mio.) documents may be stored in one file cabinet.

Locating the directory of a particular document Binary digit method: In order to calculate the exact sub-directory of a particular document, first convert the 8-digit document number (DocID) into a 24-bit binary digit. For example, DocID 00055444 yields the 24 bit binary digit 0000.0000.1101.1000.1001.0100 (the dots are there for better readability only, leading zeros must be filled up to the 24th place) The first (left-hand side) 8 digits of this binary number represent the first directory level.

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In our case : \000\ The next 8 digits of this binary number represent the second directory level. In our example: 1101.1000, decimal 216, i.e. \000\216\ The last 8 digits of the binary number are not relevant for calculating the directories. The document with DocID 00055444 in our example is therefore stored in Path D:\File_cabinets\Document.000001\000\216\00055444.001. Calculation method: In order to calculate the precise sub-directory of a particular document, proceed as follows: Calculating the first directory level for our sample document with document number (DocID) 00055444: DocID / (256 * 256) = 55.444 / 65.536 = 0,85 => integer part is 0, i.e. \000\ Calculating the second directory level: (DocID / 256) AND 255 = 216 AND 255 = 216 => \000\216\ Since integer arithmetic cannot contain any fragments, only the integer part is considered. Digits after the decimal point are ignored. AND here represents a mathematical AND operator. You can calculate this function with the scientific Windows calculator. The document with DocID 00055444 in our example is stored in path D:\Archive\Dokument.000001\000\216\00055444.001.

5.4

Media for storing document files

Different storage media may be required depending on the document volume. Each GB of mass storage can contain some 20000 DIN A4 pages (b/w). This corresponds to approx. 40 well-filled folders. This section lists the various media and how they are used. 5.4.1

Hard disk

Hard disks are usually built directly into the server system. In addition, you have the option of combining several hard disks in a so-called RAID (Redundant Array of Inexpensive Disks). The capacity of such arras depends on the number of disks, the RAID type, and the size of the disks. Hard disks are also used with many other storage systems, e.g. with NAS (Network Attached Storage), or SAN (Storage Area Network). 5.4.2

Optical removable disks

Examples of optical removable disks are CDs, DVDs and WORM. Using such large drives without a jukebox makes sense only for single workstations. Their advantage is that they can be expanded

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indefinitely, simply by inserting more disks. DocuWare looks after the management and numbering of the disks. As long as you leave the disk labeling to DocuWare, retrieval of documents is very easy, even if you work with many different disks: If the documents cannot be located on the mounted disk, DocuWare shows the disk that you need to mount. Once this is done, it loads the document file and displays it. 5.4.3

Jukeboxes

Currently, jukeboxes provide the largest storage volume with online access. The provide space for several optical storage media which are inserted into the read drives on demand. Jukeboxes provide space for 100 up to more than 5000 storage media. Depending on what storage media you are using, jukeboxes can offer capacities well into the terabytes. These systems are clearly useful for networks that handle huge amounts of data. Access speed is dependent on the number of inbuilt drives. When frequent disk changes occur, access time can be several seconds per document file. In order to reduce these access time, jukebox solutions usually provide fast intermediate storage on a hard disk (on the jukebox itself or on the computer to which it is connected).

Notes on using jukeboxes 

As of DocuWare 5.1 Fix 2: BDs (Blu Ray Disks) are supported for jukebox storage



If DocuWare disks are being created in a jukebox, the user logged into DocuWare Administration must have rights to the server on which Jukebox Manager is installed.



If the PoINT Jukebox Manager is installed on your computer you can record CDs only using the PoINT Jukebox Manager but not directly out of DocuWare.



If you are using a jukebox you will not be able to create new DocuWare disks automatically, because an automation mechanism would take too long. You should therefore always make sure that you create enough DocuWare disks manually before you start. You do this in DocuWare Administration, by going to - File Cabinets - - Documents Create and choosing Logical Disk from the context menu.



If you are unable to save a document on the current jukebox disk because there is not enough space left on the associated medium, the medium is automatically finalized. The medium can then no longer be written to. As a result it can happen that the storage space on the medium may not be used to the full. If for example there are 3 MB left on a medium and you try to save a document of 4 MB, the medium will be finalized with 3MB of free storage space. The document is stored on the next medium.



If you selected a jukebox as the storage location for a file cabinet, you may assign only one (and not several) Content Servers to that file cabinet. Otherwise problems can occur when media are finalized.



If you store documents in a file cabinet that has a jukebox as the storage location, the document files are not written to the medium immediately, but saved in an image first. This happens until the medium is finalized. Then the complete image is burned on the medium in a single operation. The image is stored on the hard disk of the computer on which Jukebox Manager is running. The image must not exceed 8.5 GB in size. Particularly if you are using Blu-Ray disks you should have plenty of storage space on this computer and can therefore make regular backups of the image if necessary. If an error occurs when burning the image to the medium in the jukebox, the burn process is repeated on a new medium. The new medium is given the same name and the same settings (in particular the volume label) as the original medium, ensuring it is located in the same place in the



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virtual file system. A maximum of three burn attempts can be made for each image. The replacement media must reside in the same magazine as the original medium. The image is only deleted from the hard disk once the medium has been recorded in full and free of any errors. 5.4.4

Combinations

Usually, the storage media mentioned here are used as a combination. This means that documents are initially stored on a hard disk. As soon as the DocuWare disk of the file cabinet has reached a predefined size, the contents are moved to an optical storage medium. The documents are then stored securely on a non-erasable data carrier. You should create two copies of this optical storage medium, and keep them in a safe place. In addition, you may wish to keep a copy of a hard disk, to ensure fast access. 5.4.5

Einschränkung bei CAS-Speichersystem Centera

If a Centera CAS (Content Addressed Storage) system is used as a DocuWare storage location neither documents nor headers can be encrypted. 5.4.6

Einschränkung bei WORM-Medien

If the current DocuWare storage disk for a file cabinet is a WORM storage medium and the Update headers of changed documents option is also enabled, the header of a document cannot be updated if it still resides on this storage disk. Background: If the Update headers of changed documents option is enabled for a read-only or WORM medium and you change the header of a document that is stored there, the document with the updated header will normally be copied to the current DocuWare disk. But if the original document is still on the current DocuWare disk, this procedure is not possible with a WORM medium.

5.5

Storing Compressed Document Files

Even when a document is being stored in a compressed format, the storage space required is calculated using the size of the original file. That means that a compressed document will be stored on a new DocuWare disk if the original uncompressed file would not have fitted on the old disk. The actual size of the compressed document file is not relevant to the calculation of the required disk space.

5.6

Document flags in workflows

All workflows that transfer documents (migration, export and synchronization), also transfer the associated document flags: Protected, COLD, Locked und Deleted.

Special features of Protected flag: The document will still be marked as Protected in the target file cabinet, and it will still have the original user ID, in order that the document remains protected for that user. However, if this user does not exist in the target system or has no rights to the target file cabinet, no one can access the document. (The problem only arises with export and migration workflows.)

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Documents with the Protected flag can only be exported or synchronized if the workflow is running under a user who is the file cabinet owner.

Special features of Checked Out flag: The document will still be marked as Checked Out in the target file cabinet, and it will still have the original user ID, in order that the document remains checked out for that user. However, if this user does not exist in the target system or has no rights to the target file cabinet, only the file cabinet owner will be able to access the document. (The problem only arises with export and synchronization workflows.)

5.7

Importing documents from "foreign" file cabinets

Importing documents from the electronic file cabinets of other manufacturers can be done via standard DocuWare functions, if certain requirements are met. In some cases, preliminary conversion or export may be necessary. As an alternative to the method described below, the document can be imported with the help of the DocuWare TOOLKIT.

Requirements In order to import documents from the electronic file cabinets of other manufacturers via the standard DocuWare functions, the following requirements must be met. 

Documents must exist in one of the following forms: One- and multi-page documents exist in single (possibly multi-page) files. One-page documents exist as individual files, multi-page documents exist in several files with the same file name and their page number as their file extension. One-page documents exist as individual files, multi-page documents exist in several files within one sub-directory.



Each document's file name must have a unique criterium for allocating it to index terms.



The index terms associated with the documents must exist in the following forms: Associated with each document is a file containing the index terms in DocuWare ACTIVE IMPORT meta index format. If the format of the text file does not correspond to the meta index format, it is possible for an external program to change the file. A database which is accessible via the ODBC interface contains all index terms for all documents, including a unique allocation criterion. A text file contains the index terms including a unique allocation criterion for all documents.

Procedure Prepare DocuWare 

First create the file cabinet in which the documents you want to import are to be filed, or select an existing one. Ensure that the database structure is suitable for taking the keywords of the nonDocuWare file cabinet, and that there is sufficient storage space for the documents.



Ensure that the file cabinet has an additional text field available for taking the file names of the documents to be imported. This field does not have to be displayed to the user afterwards.

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Select an empty DocuWare basket with sufficient memory to take the set of documents to be imported, or create a suitable one.

Configuring ACTIVE IMPORT This is a brief description of how to configure ACTIVE IMPORT; please refer to the ACTIVE IMPORT help if you need more details. Open the ACTIVE IMPORT window and create a new job. In the Wizard, select the options you require. Here is a summary: 

Select the job type Select a file job and give it a meaningful name.



Source Specify the location of the documents to be processed. This allows a very exact specification. For example, you can specify whether each document has its own sub-directory, or whether page numbers are part of the file name or the file extension. Please note that ACTIVE IMPORT will delete the source files during import unless you deactivate that option.



Document preparation (with ACTIVE IMPORT license only) In the document preparation zone you can integrate external programs, convert the index files to meta index format, or evaluate the meta index files



Target The target zone is for specifying the basket and the file cabinet where you want to store the documents.



Index assignment IUse the Index assignment zone when using external data for expanding the index to enter the file name into the appropriate field of the file cabinet.



Index expansion - database Specify the database that holds the index terms. If this requires access to a database via ODBC, you need a license for ACTIVE IMPORT



Index expansion - fields Specify the mapping (assignment) of the fields in the file cabinet to the fields in the external data source. One of the fields – the file name – is marked as the match code. The match code indicates which external record is to be added to which document



Extras There is usually no need to make any changes on the Extras tab.

Starting the import As soon as you have complete the configuration of ACTIVE IMPORT you can start the ACTIVE IMPORT job. All documents in the source directory are automatically stored in the DocuWare file cabinet. Please do a test run first to make sure the job has been configured correctly. You can find continually updated tips and tricks on our homepage under http://www.docuware.com (see http://www.docuware.de - http://www.docuware.de) in the section Service & Support.

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6

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6.1

General

6.1.1

Opening DocuWare Administration on Windows 7

If User Account Control is enabled, you can only open DocuWare Administration as a local Windows administrator. Regardless of where you open DocuWare Administration from, the following dialog pops up:

A local Windows administrator must log on here and then DocuWare Administration will open as usual. 6.1.2

DocuWare Service Control under Windows 7

You must run DocuWare Service Control as a Windows administrator on Windows 7. If you open it using the icon in the notification field and try to start or stop a service, Control closes after a prompt appears, which you must confirm with Yes. The system checks whether the user logged in is a local Windows administrator. If this is the case, you can open Control again and start and stop the services as usual. In the case of a normal user, User Account Control opens. If you now enter an administrator password, you can control the services via Control. Alternatively, to open Control directly as an administrator, navigate in the file system to the DocuWare.ServiceControl.exe file and open this using the Run as administrator context menu command. Log in as a local Windows administrator. 6.1.3

Locking data in DocuWare Administration

The different areas within DocuWare Administration can only be opened in read/write mode by one administrator at a time. Any additional attempts at accessing an already opened area will be in ReadOnly mode, which means the data cannot be edited.

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If, for example, a System administrator is editing the DocuWare system settings, this particular area is locked and cannot be accessed in Read/Write mode by anyone else; though it is possible for an Organization administrator to make changes to the organizational settings. The same applies for the file cabinet administrators of the individual file cabinets. The levels to which locks apply are: the DocuWare system, the organization, and the individual filecabinets 6.1.4

External connections

This is for specifying one or more external connections. An external connection is the address of either a firewall or a computer through which the external connection is routed. 6.1.5

Local Connection Settings

DocuWare Administration provides the Local – Local Connection Settings menu command for customizing the connection settings to the current workstation, i.e. the Authentication Server and the settings for the communication between Authentication Server and the local computer. Usually, the settings are defined during installation. Changes must be made only if you need to change the communication settings or if additional Authentication Servers from other DocuWare installations are to be used. The settings defined here are written to the configuration file (*.config), firstly to the one that belongs to the workstation and is saved in HKEY_LOCAL_MACHINE\Software\DocuWare\DocuWare\500\LOCALPATH, and secondly in the one belonging to DocuWare Administration, which is saved in LOCALPATH\AdminTool.

6.2

Authentication Server

Authentication Server looks after license verification and manages users, rights, applications and resources. Authentication Server runs as a service under a Windows user account with administrator rights, specified during installation. You may specify an existing user or create a new one. The password Authentication Server uses to access the database is not initially encoded. It gets encoded if the user under whom Authentication Server runs has write permission to the DWAutenticationServer.exe.settings file. For security reasons, the user under whom Authentication Server runs should have write persmission to the …\DocuWare\Authentication Server, …\DocuWare\Content Server and …\DocuWare\Workflow Server directories. There is only one Authentication Server within a DocuWare installation, but this can contain several Content and/or Workflow Servers. Authentication Server is set up during the DocuWare installation. If changes need to be made to the configuration at a later stage, the System administrator can do this in DocuWare Administration. The port for Authentication Server must be opened on the firewall being used.

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6.3

Content Server

Content Server handles file cabinet access operations. This means that DocuWare clients always access Content Server, and not the file cabinet direct. Just like Authentication Server, Content Server runs as a service under a Windows user with administrator rights. The user under whom Content Server runs must have "Full Control" permission to all storage locations for documents. To install an extra Content Server, re-run the setup, and disable all other components.

Content Server – General information: You can install several Content Servers within a DocuWare installation, and these can access multiple file cabinets. Several Content Servers can access the same file cabinet. Which Content Server has access to which file cabinet(s) is specified in DocuWare Administration. Authentication Server manages these resources and assigns a Content Server for accessing the file cabinets to the DocuWare clients. The port for Content Server must be opened on the firewall being used.

Updating the Content Server This information is important for all installations that use an MS SQL database. If you are using the DocuWare internal database, a MySQL database or an Oracle database for the DocuWare installation, the following specifications do not concern you. When you update to DocuWare 5.1, the Content Server setup (in contrast to the installation of version 5.0), must be able to access the file cabinet tables in the database. To avoid problems when updating the server, you must therefore make sure that Content server has access to the database. If a trusted login is defined for the database connection (by default this is the "Content" database connection) in DocuWare Administration, a trusted login must also be defined from the Content server setup for the Windows user at database level. Alternatively, you can go to DocuWare Administration and define a fixed login to be used by the Content server setup for the database connection.

Error during update process If the Content Server update is aborted because the server is unable to access the database for the reasons described above, there are two ways of resolving the problem: A. Define a trusted login for the Windows user of the Content Server setup at database level. B. Install a DocuWare 5.1 client first, so that you can use DocuWare Administration. (You will then no longer be able to invoke the administration for version 5.0, as Authentication server will have been updated.) Define a fixed login for the database connection in DocuWare Administration.

6.4

Workflow Server

Workflow Server also runs as a service under Windows. Just like Authentication and Content Server it requires a Windows user with administrator rights.

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When a user synchronization with an ACTIVE DIRECTORY is run via Workflow Server, the user under whom Workflow Server runs must be in the same domain as the ACTIVE DIRECTORY. It is legitimate to use the same Windows user with administrator rights for all DocuWare Servers.

Workflow Server – General information: DocuWare Workflow Server controls the workflows that are pre-defined in DocuWare Administration. The port for Workflow Server must be opened on the firewall being used.

Workflow Server Settings The settings for Workflow Server are defined in the DWWorkflowServer.exe.settings file. importExportNodeThreads You can define how many documents are uploaded or downloaded simultaneously as part of each workflow. This setting applies to all workflows in which documents are imported or exported, for example export workflows and synchronization workflows. If these workflows run on a powerful computer at less than full capacity, you can accelerate the running of these workflows by increasing the number of „importExportNodeThreads". The default value is: importExportNodeThreads="1". maxTextExtractionInstances This setting describes the maximum number of text extractions that can be started at the same time. It is also relevant for fulltext workflows. The default value is: maxTextExtractionInstances="1". connectionLifeTime This setting specifies how long connections are kept open. The time is given in seconds. The default value is connectionLifeTime="0" which stands for 10 Minutes. WorkflowCoreConfig restartWfOnError

This parameter indicates whether a workflow that was stopped due to an error will be stopped permanently or whether it will run again automatically at the next scheduled start time. Possible values for the parameter are: 

"true": The workflow is started again automatically as scheduled.



"false": The workflow is stopped. For the workflow to run again, it must be started manually. (default value)

UserSyncUsageConfig useNewLDAP

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As of DocuWare 5.1b SP 3, a new implementation of the LDAP integration will be used for user synchronization. Should this lead to problems in particular cases, you can disable it using the UserSyncUsageConfig useNewLDAP parameter and revert to the previous variant. Possible values for the parameter are: 

"true": User synchronization uses a new implementation of the LDAP integration.



"false": User synchronization uses the old variant of the LDAP integration

6.5

Notification Server

Notification Server controls e-mail notifications. It is part of the Task Manager add-on module and can only be installed with an appropriate license. If you want to install an additional Notification Server, please note that only one Notification Server can run in the DocuWare system at the moment. Installing a second Notification Server can still be useful, for example for system stability. If the first Notification Server breaks down, you can immediately start the second server. This will prevent delays in e-mail notifications.

6.6

Database connections

6.6.1

Connecting to the Database

Settings for the database connections are contained in the file DocuWare.DAL.dll.config. There is a separate copy of this file for Authentication Server, Content Server and Workflow Server.

Timeout for Connections and Commands Apart from the regular commands, DocuWare also has commands with a long expected run-time. These commands are usually run for administrative operations, e.g. creating a new column, column index or fulltext. The length of time a command takes when run for these tasks depends on the size of the tables involved, which is why such commands take more time than regular commands. If necessary, you can adjust the values, which are all in seconds.

ConnectionTimeout="x"

Timeout for creating a connection to the database, default value: 30 sec.

CommandTimeout="y"

Timeout for standard commands, default value: 30 sec.

LongCommandTimeout="z"

Timeout for commands with a long expected run-time, default value: 600 sec. (from DocuWare 5.1b SP3)

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If you use a DocuWare version older than 5.1b SP3… 

… and large fulltext file cabinets, you should go to the DocuWare.DAL.dll.config file in the Workflow Server and manually set the LongCommandTimeout value to 1200.



… and would like to add file cabinet fields or column indexes later, you should go to the DocuWare.DAL.dll.config file in the Content Server and manually set the LongCommandTimeout value to 1200. A higher value is particularly useful if you are using MySQL.

6.6.2

Setting up a DSN system for ODBC data sources in 64-bit systems

If you have a 64-bit Windows system and you add a new DSN system for an ODBC connection using the standard ODBC Data Source Administrator (Start / Control Panel / Administrative Tools / Data Sources (ODBC), the DSN system can only be used by 64-bit applications. DocuWare does not work with this DSN system. To create a new DSN system for an ODBC connection for 32-bit applications, open the ODBC Data Source Administrator via C:\windows\SysWOW64\odbcad32.exe. The newly created DSN system can then be used by DocuWare.

6.7

Imaging Server

Imaging Server, for web-based file cabinet access, converts stored documents that are to be displayed in the Web Client Viewer to a graphics format. This ensures that all main file formats can be displayed and printed in high quality even without a browser plug-in. Imaging Server is also responsible for converting files to PDF and for the text search in the Web Client Viewer. Imaging Server runs as a local service on Windows.

Installing a Second Imaging Server

To install a second Imaging Server on your DocuWare system, proceed as follows: 1. Open the Windows command line. On Windows Vista/Windows 7, you need the Windows command line with administrative rights, so you need to run e.g. the cmd.exe file via the Open as Administrator context menu. Navigate in the command line to the Imaging Server directory, which in a default installation is located here: cd "c:\Programme\DocuWare\Imaging Server" 2. Register a second service using the following command. Copy the command exactly, including any spaces or special characters.

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sc create DWImagingService2 binPath= "\"%cd%\DWImagingService.exe\" 2" DisplayName= "DocuWare Imaging Server 2" start= auto In this case, the second Imaging Server receives the http addres http://localhost:9009/DWImaging2 , which is the default address plus the suffix 2 3. Customize the configuration of Web Client Server by adding the second Imaging Server to the web.config file (in the folder …\Inetpub\wwwroot\). Make sure that the value for the "name" attribute is always unique ...

Deleting the Additional Imaging Server If you want to delete the second Imaging Server, use this command sc delete DWImagingService2 Amend the web.config file back to its original status and delete the directory of the second Imaging Server from the file directory.

6.8

Storage locations for documents

This is where the system administrator defines the storage locations for DocuWare documents. The user under whom Content Server runs must have "Full Control" permission to all these directories.

6.9

External User Directories

DocuWare can import existing users and groups from Windows or other directory services. This saves you having to set them up afresh. Using external user directories you can synchronize Windows users and groups (with or without Active Directory) or users and groups from other directory services (with LDAP support) with DocuWare.

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If an external user directory is the source of the DocuWare users, the user directory integrated in DocuWare serves as a meta directory for storing users and groups of the external user directory. It is not possible to synchronize groups that are members of other groups, with DocuWare, since DocuWare does not support hierarchical groups.

How DocuWare user synchronisation works

All DocuWare-specific settings relating to access rights and menu settings are written to the DocuWare user directory. This means that DocuWare does not impose an adjustment of the external user directory. Before you can initiate a synchronization of DocuWare groups with the groups from the external user directory the System administrator has to create an appropriate workflow at system level. When setting up the workflow for user synchronization you need the following important settings:  

Type of the external user directory: LDAP or Windows / Active Directory Name of server on which the external user directory has been saved.



Domain (only with Windows / Active Directory): Select the domain where the server resides that you have specified.



Port (only for LDAP): Specify either port 389 (non-secure connection) or port 636 (secure connection) Note: Port 639 was mistakenly entered in DocuWare Administration instead of port 636. Port 636 will be used anyway.

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For LDAP synchronization via Novell eDirectory: Port 636 cannot be used because Novell does not fully support the Transport Layer Security protocol standard.

When creating the workflow you can specify whether you wish to create a network ID for each synchronized user. The network ID enables a Trusted login, which means no manual entry of user name and password is necessary when starting DocuWare or DocuWare Administration. As soon as the system administrator assigns the new workflow to an organization, a new "synchronization" node appears in the user administration. The organization administrator of this organization uses this node to specify an explicit synchronization procedure.

6.10

Logging

DocuWare Administration provides logging functionality both at system and at organizational level. In order to configure these logging features you must have the required permissions at system and/or organizational level, i.e. system or organization administrator rights, or the rights to the file cabinet for which you wish to configure logging. When configuring logging functionalities you specify exactly what to log (logging agent), and where to store the log file (logging target). It is also possible to disable logging completely (DocuWare System/General/Do not run any logging). However, please note that you will then be unable to obtain assistance from our Support team should problems occur. 6.10.1

Pre-defined logging functionality

DocuWare automatically sets up pre-defined logging agents at system, organization and file cabinet level. These agents log all critical errors as well as all errors that occur during administration and operation of the DocuWare system. For each of these pre-defined logging agents a logging target is set up specifying the storage location of the log file. All log files which are created by the pre-defined logging agents are stored in a special database (dwlog), in which each pre-defined logging agent has its own table. These standard logging targets cannot be removed. 6.10.2

Pre-defined logging at system level

Standard logging at system level The DocuWare installation process automatically sets up the standard logging target at system level. If Authentication Server is not running or the database connection has been interrupted, the standard logging target will not work. In such an event all critical errors are stored in the Windows Event indicator, under Application.

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Attribute

Standard setting

Form and storage location Name

DWLOG_SYSTEM

Format

Database entry

Database connection

Database connection for logging (dwlog)

Table name

DWLOG_SYSTEM

Maximum Maximum size

10000 records

Scrolling options Delete the first

1000 records

Options May be used by other users

Not selected

Standard logging agent at system level The standard logging agent of the system logs administrative events as well as events that happen during operation. It cannot be removed. The table below shows the pre-defined settings for this standard logging agent.

Attribute

Standard setting

General Information Name

DWSystem

Status

started

Logging level

Error

Objective

DWLOG_SYSTEM

Additional output devices

none

Administrative view Objects

Events

All settings

Create, modify, delete

View during operation Objects

Events

Authentication Server session

Open, closed

Content server session

Open, closed

Database connection

Open

File Connections

Open

SAP HTTP Connection

Open

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Attribute

Standard setting

General Information Name

DWSystem

SAP Workflow Connection

Open

External user directory

Open

Workflow (Start, Stop)

Open, closed

Any information Settings name Type GUID Short User Name User organization Filters

6.10.3

none

Pre-defined logging at organization level

Standard logging at organization level When a new organization is created, the system automatically creates a new standard logging target via the logging database connection (dwlog). For the first organization, this standard logging target is created during the DocuWare installation.

Attribute

Standard setting

Form and storage location Name

DWLOG_< organization_name >*

Format

Database entry

Database connection

Database connection for logging (dwlog)

Table name

DWLOG_*

Maximum Maximum size

10000 records

Scrolling options Delete the first

1000 records

Options May be used by other users

Not selected

* : The name and table name may each contain a maximum of 32 characters. The organization name will therefore be truncated to 26 characters if necessary.

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Standard logging agent at organization level When the system administrator creates a new organization, a new standard logging agent is created for that organization. The table below shows the pre-defined settings for this standard logging agent. This standard logging agent logs only administrative events and cannot be removed. In order to log events that occur during operation, a special logging agent must be set up.

Attribute

Standard setting

General Information Name

DWOrganisation

Status

started

Logging level

Error

Objective

DWLOG_

Additional output devices

none

Administrative view Objects

Events

All settings

Create, modify, delete

View during operation Objects Exceptions Any information Settings name Type GUID Short User Name User organization Filters

6.10.4

none

Pre-defined logging for file cabinet

Standard logging target for file cabinet When creating a new file cabinet the system automatically also creates the standard logging target with the logging database connection (dwlog). During DocuWare installation, this standard logging target is created for the Sample file cabinet only.

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Attribute

Standard setting

Form and storage location Name

DWLOG__*

Format

Database entries

Database connection

Database connection for logging (dwlog)

Table name

DWLOG___*

Maximum Maximum size

10000 records

Scrolling options Delete the first

1000 records

Options May be used by other users

Not selected

* : The name and table name may each contain a maximum of 32 characters. The organization name will therefore be truncated to 15 characters if necessary and the short name of the file cabinet used.

Standard logging agent for file cabinet When a new file cabinet is created, DocuWare automatically configures a new standard logging agent for it. The table below shows the pre-defined settings for this standard logging agent.

Attribute

Standard setting

General Information Name

DWArchiv

Status

started

Logging level

Error

Objective

DWLOG_

Additional output devices

none

Administrative view Objects

Events

All settings

Create, modify, delete

View during operation Objects

Events

Exceptions Document

Save, delete

Document

Create, modify, delete

Administrative Information File Cabinet, GUID

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Attribute

Standard setting

Name Type User organization Short User Name Information to running time Document name Organization Short User Name Index Information File Cabinet Doc ID Changes Usage

6.10.5

all

Pre-defined logging for workflows

Standard logging target for workflows Each workflow type is allocated a standard logging target for each organization. During the installation DocuWare creates the standard logging targets of the workflow types for the first organization, i.e. for these workflow types: file cabinet synchronization, export, migration, conversion, restore, user group synchronization, Fulltext, AUTOINDEX, Deletion, Create REQUEST container, Add file cabinet to REQUEST container, REQUEST: Recording, SAP Barcode Transfer.

Attribute

Standard setting

Form and storage location Name

DWLOG__*

Format

Database entries

Database connection

Database connection for logging (dwlog)

Table name

DWLOG__*

Maximum Maximum size

10000 records

Scrolling options Delete the first

1000 records

Options May be used by other users

Not selected

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* : The name and table name may each contain a maximum of 32 characters. The organization name will therefore be truncated to 15 characters if necessary and the workflows abbreviated as follows: AUTOINDEX: AUTOIND User group synchronization: USERSYNC Convert DocuWare 4 mode file cabinet: CONVERT DW Restore: RESTORE Export: EXPORT Fulltext Service: FULLTEXT Deletion: DELETE Migration: MIGRA REQUEST: Add file cabinet to REQUEST container: ADDFC REQUEST: Recording: RECORD Import REQUEST file cabinet: REGIST SAP Barcode Transfer: BARCODE Synchronization: SYNC

Standard logging agent for workflows The standard logging agent for workflows logs information during operation only. All administrative events are logged at organization level. The default logging level for workflows is Warning. This means that all conflicts that arise in the workflows are logged in addition to actual errors.

Attribute

Standard setting

General Information Name

DWLOG_*

Status

Started

Logging level

Warnings

Objective

DWLOG_*

Additional output devices

None

View during operation Objects

Events

Workflow type

Open, closed

Any information Name Type GUID User under whom the workflow runs in Windows User organization Filters

none

* : The workflow name and destination will be abbreviated like this: AUTOINDEX: AUTOIND User group synchronization: USERSYNC

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Convert DocuWare 4 mode file cabinet: CONVERT DW Restore: RESTORE Export: EXPORT Fulltext Service: FULLTEXT Deletion: DELETE Migration: MIGRA REQUEST: Add file cabinet to REQUEST container: ADDFC REQUEST: Recording: RECORD Import REQUEST file cabinet: REGIST SAP Barcode Transfer: BARCODE Synchronization: SYNC

6.11

System Debug Logging

Changing the size of the logging file(s) In DocuWare Administration, you have the option of determining the maximum number of logging files to be created for debug logging for the individual DocuWare system server modules (DocuWare Administration > Local menu > System Debug Logging). For the individual server modules, each of these logging files can be 50 MB by default. Once the file has reached its size limit, a new file is created or the oldest file is overwritten. You also have the option of adjusting the maximum size of the logging files for the individual server modules. To do this, open the DW.exe.config.SeveralFile file, which in a default installation is located in C:\Programs\DocuWare\. (Example of Authentication Server: DWAuthenticationServer.exe.config.SeveralFile file under C:\Programs\DocuWare\Authentication Server.) Each file includes the entry: maxFileSize="51200" This value in kilobytes specifies the maximum file size (here 51,200 kilobytes corresponds to 50 MB). You can change this value if required.

6.12

General settings affecting the whole organization

6.12.1

Client Management

You manage clients in DocuWare Administration, under Organization x / General / Clients. Clients are divided into registered and non-registered client computers. Client computers are registered automatically when a network workstation is installed, in the organization specified at installation. You can also register a computer on which DocuWare is installed with the relevant DocuWare system at a later date (e.g. as a single workstation or as the network client of another DocuWare system). Non-registered client computers are those on which DocuWare is installed (as a single workstation or as the network client of another DocuWare system) but which are not registered in the relevant DocuWare system.

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DocuWare Administration lets you specify whether non-registered clients are to be allowed in the system or not ("Allow non-registered clients" option). This setting is relevant for opening the DocuWare main program and DocuWare Administration. The "Allow non-registered clients" option can only be disabled from a computer which is itself a registered client. If this computer is the only registered client computer and if this computer is then deregistered, it will no longer be possible to open DocuWare Administration or the DocuWare main program from any client computer. In this case the organization administrator must install a new network client. This can then be used to open DocuWare Administration and register other computers or enable the "Allow non-registered clients" option. If you disable the "Allow non-registered Clients" option, you will be unable to use DocuWare Web Client. 6.12.2

Licenses

Independent of the type of installation you choose, you need the DocuWare Setup DVD, and a license file. You may request this file in the customer login area of our website (www.docuware.de (see http://www.docuware.de - http://www.docuware.de)) It will then be e-mailed to you. Copy this file (dwlicenc.lic) either to your C:\ drive (since this is where the Installation Wizard looks for it), or at another location on your hard disk or your network which you can access during the DocuWare installation. Starting with DocuWare 5 we differentiate between Concurrent and Named Licenses. A Concurrent license is independent of the user and the computer. A Named license on the other hand is valid for a particular DocuWare user. If required, the system administrator can convert an existing Concurrent license to two Named licenses, and vice-versa: convert two Named Licenses to one Concurrent license. If this file is missing or corrupt, you can neither install nor start DocuWare. During installation of the DocuWare client you can select and install all add-on modules, but you can only start those modules for which you own a license.

6.13

User Administration

6.13.1

Setting up the network ID for the DocuWare login

DocuWare supports the following login methods: DocuWare Login: Users must log in using the name and password stored in DocuWare. Trusted Login (Single Sign-on): Users identify themselves using their login name in the Windows operating system. Authentication Server checks the login in the Windows user administration. When you set up a user using the wizard, you can specify in the General User Information dialog box whether Trusted Login should be used or whether the DocuWare login only should be available.

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Once set up, only users themselves can make changes to their logins. If users do not have a trusted login, they must set it up for themselves. To do this, go to DocuWare Administration and navigate in the tree structure to your personal user settings (Organization name/User Administration/User name). To set up a network ID for the DocuWare login, enter your personal network ID as the network ID. This entry must be in the format Domain name/User ID. If you enter your user network ID here, you will always log in to the DocuWare main program using the network ID. When logging in to DocuWare Administration, you can choose in the login dialog whether to use your DocuWare login or your Windows ID. When you log in, the last login method used is preset by default. 6.13.2

Users with high security level

Users with the high security level cannot reset this to normal if they have access to a file cabinet which also has a high security level.

6.14

File cabinets in DocuWare 5 mode

6.14.1

File cabinet name

Make sure when assigning file cabinet names that you do not use any special characters from different code pages. Also, the special characters should match the country settings on the DocuWare client computer. Background: You can use all special characters in DocuWare Administration, although these characters may lead to invalid files if they are used in the creation of the local ADF file on client computers. 6.14.2

ADF file

For file cabinets that were created with DocuWare 5.0, and for workstations with a DocuWare 5 installation and possible update(s): You will find the ADF file of DocuWare 5 file cabinets in the local DocuWare path under Content Server - , below the GUID of the file cabinet. The GUID is a (word-wide) unique ID number. The GUID of a particular file cabinet is in DocuWare Administration, under Organization – File cabinet – - General – Unique ID. With every change to the file cabinet, the ADF file is overwritten, which is why it does not make sense to manually update it. In order for the ADF files of the file cabinets to be overwritten time and time again, the user must have write permission to the local DocuWare directory.

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For file cabinets that were created with DocuWare 5.1 and above, and for workstations with a new installation of DocuWare 5.1 or above: You will find the ADF file of DocuWare 5 file cabinets in C:\Documents and Settings\\Local Settings\Temp, under the file cabinet's GUID. You can find the GUID of a particular file cabinet in DocuWare Administration, under Organization – File cabinet – - General – Unique ID. The ADF file is overwritten every time a change is made to the file cabinet in DocuWare Administration. There is therefore no point in editing the ADF file manually. 6.14.3

Select lists in file cabinets without Search right

If users do not have the right to search in a file cabinet, they cannot open the internal DocuWare select list in search dialogs either. This is not the case with specially created select lists, or even with fixed and external select lists. Users can access these even without the right to run searches, provided that the select list has been enabled for a field of an assigned store dialog. If you want users who do not have the right to search in a file cabinet to be able to use the internal select list for a special field when storing documents, do the following: Create an external select list which is based on the relevant column of the file cabinet table and then assign the select list to the field and the store dialog. 6.14.4

Field types and field indices

In total you can create a maximum of 50 fields per file cabinet in DocuWare 5 mode.

Text fields Max. number of Field indices (hex number) fields

Field indices (decimal number)

Text 1

24

0x100000-0x100017

1048576-1048599

Text 2

24

0x100020-0x100037

1048608-1048631

Text 3

24

0x100040-0x100057

1048640-1048663

Text 4

24

0x100060-0x100077

1048672-1048695

Text 5

24

0x100080-0x100097

1048704-1048727

Text 6

24

0x1000A0-0x1000B7

1048736-1048759

Text 7

24

0x1000C0-0x1000D7

1048768-1048791

Text 8

24

0x1000E0-0x1000F7

1048800-1048823



24





Text 20

24

0x000000-0x000017

0-23



24

Text 40

24

0x000020-0x000037

32-55

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Max. number of Field indices (hex number) fields …

24

Text 255

24

24 Text n (except n=20 and n=40)

Field indices (decimal number)

0x101FC0-0x101FD7

1056704-1056727

(0x100000 + (n-1)*0x20) –

(1048576 + (n-1)*32) –

(0x100017 + (n-1)*0x20)

(1048599 + (n-1)*32)

KeyWord fields Max. number of entries

Field indices (hex number)

Field indices (decimal number)

Keyword field 1

64

0x000080-0x0000bf

128-191

Keyword field 2

64

0x200000-0x20003F

2097152-2097215

Keyword field 3

64

0x200040-0x20007F

2097216-2097279

Keyword field 4

64

0x200080-0x2000BF

2097280-2097343

Keyword field 5

64

0x2000C0-0x2000FF

2097344-2097407

Keyword field 6

64

0x200100-0x20013F

2097408-2097471

Keyword field 7

64

0x200140-0x20017F

2097472-2097535

Keyword field 8

64

0x200180-0x2001BF

2097536-2097599

Max. number of fields

Field indices (hex number)

Field indices (decimal number)

Date fields

24

0x000040-0x000057

64-87

Numeric fields

24

0x000060-0x000077

96-119

Memofield

1

0x0000F7

247

Other fields

6.14.5

Formatting for numeric fields

Currently, the formatting for numeric fields is taken from the settings in Windows Control Panel – Regional Options. Depending on the country settings selected, this can cause a thousand separator (e.g. a comma) to be inserted after the first three figures of a number. You can switch this off for individual users as follows:

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Open the Registry and under HKEY_CURRENT_USER\SOFTWARE\DocuWare\DocuWare\500 insert the DWORD "IgnoreThousandSeparator". The thousand separator is NOT used for the value 1 (e.g. 123456789), although it is used for the value 0 (e.g. 123,456,789). The 0 value is the default value. 6.14.6

“Unique” database field option

You cannot set the "unique" (i.e. unique field contents) database field option retrospectively if there are already several documents that have the same field contents in this field. When you set the "Unique" database field option, you decide whether the condition is checked by DocuWare or by the database. Even when the "Unique" option is set DocuWare will accept multiple documents without an index entry in the relevant field. The process of checking for pages in the database varies according to the database: An MS SQL database treats an empty field entry the same as a normal field entry. It is therefore not possible to store more than one document in a file cabinet without an index entry for a field assigned the "unique" option. With Oracle and MySQL databases on the other hand, even multiple documents without an index entry in a field with the "Unique" option can be stored in the file cabinet. This can therefore lead to problems with the following scenario if the check is run by the database and not by DocuWare: A Microsoft SQL database is being used in a central DocuWare system. Single workstations/mobile user clients are using MySQL databases. The clients store documents in the satellite file cabinet without index data in a unique field. At synchronization, the central file cabinet will be unable to import these documents. 6.14.7

Database Fields for File Cabinets with SAP Access

Additional database fields are created for file cabinets that can be accessed with SAP. Apart from the last two listed, these should not be modified:

Column Name

Column name

DocuWare Type

Description

SAP Status

DWSAPSTATUS

Text 22

Possible entries are “New”, “Processed”, “Failed” or blank. This field can be used as a filter criterion for SAP Barcode Transfer. It can be used to mark documents as processed after processing by the SAP Barcode Transfer workflow. This will prevent the same barcodes being sent to SAP more than once.

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Column Name

Column name

DocuWare Type

Description

SAP Date Time

DWSAPDATETIME

Date

This field contains the date and time at which the document was processed by the SAP Barcode Transfer workflow.

SAP Document type

SAPDOCTYPE

Text 20

The field can be left blank or contain the SAP document type, e.g. "FAX, TIF."

SAP Protection Type

SAPPROTECTIONTYPE

Text 10

This field stores the document's protection type.

SASP DocID

SAPDOCID

Text 64

This field stores the ID used by SAP ArchiveLink to identify documents.

SAP Mime Type

SAPMIMETYPE

Text 40

This field is needed to ensure compatibility with DocuWare 4. Once the file cabinet has been converted from DocuWare 4 to DocuWare 5 mode, this field is no longer required and can be deleted.

Numeric

This field is needed to ensure compatibility with DocuWare 4. Once the file cabinet has been converted from DocuWare 4 to DocuWare 5 mode, this field is no longer required and can be deleted.

SAP Deleted Comp SAPDELETEDCOMPIDS IDs

6.14.8

Import File Cabinet Settings

As from DocuWare 5.1b Service Pack 1 you can import the file cabinet settings of an existing file cabinet when you create a new file cabinet. You must first export the settings from the file cabinet you wish to use, and then run the Export Settings command from the context menu at the node of the relevant file cabinet in DocuWare Administration. The DocuWare system must be at least version 5.1b Service Pack 1, XML files from older systems are not accepted for the import. You then import this file when you create the new file cabinet in the first dialog of the Create File Cabinet wizard. Apart from the settings listed below, which depend on the DocuWare organization, all file cabinet settings are included in the import. 

User-specific logging (default logging is imported)



Assignment of external select lists (the standard select list is assigned to the fields)



Field masks

When you import file cabinet settings using an XML file, the wizard used to create the file cabinet is curtailed. However, if you import the XML file into another DocuWare system, you can change the database connection and the storage locations, which you select from the current system, during the wizard. If you import the XML file into another DocuWare organization, you can assign the users of the current organization to the file cabinet profiles.

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6.15

Baskets

6.15.1

Set up central baskets

In addition to managing baskets on individual DocuWare clients, you can also set up baskets in a central location using DocuWare Administration (/General/Basket administration). This has the advantage that you as the administrator can create baskets centrally for all users. When entering the basket path, you can use Windows system variables, user variables, and the "%USERNAME%" variable.

Using the %USERNAME% variable The "%USERNAME%" variable (case-sensitive) is always replaced by the Windows user name. If you type the path as e.g. "\\\DocuWare\Baskets\%USERNAME%", a folder with the name of the user is created under the "Baskets" folder. A folder with the name of the basket is created in this folder.

Using system variables You can also use system variables in the basket path. These are then evaluated on the individual clients in accordance with the settings (Control Panel/System/Advanced/Environment Variables).

Using user variables As with system variables you can also enter user variables in the basket path. If user variables are used the baskets will not be recognized by TIFFMAKER, since this does not have access to user variables. 6.15.2

Defining the basket view mode

Particularly for baskets stored in a central location, you can define the mode in which a basket opens immediately after registration. The available modes are Thumbnail, Thumbnail and Info, List or List and Info. This setting is used only to open the basket immediately after registration, but not when the basket is reopened after being closed. Users can set their own display mode individually. To specify the display mode, open the Basket.ini file for that basket (located in the basket’s directory). Add the following value in the [SETTINGS] section: DISPLAYMODE=n Possible values for n are:

0

for Thumbnail

1

for List and Info

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3

for List

32768

for Thumbnail and Info

6.16

Predefined workflows

Pre-defined workflows are created by the organization administrator or a user who has the appropriate permissions. The workflows can be created online or offline. Online means that the workflow is registered immediately with the appropriate Content Server. Offline means that the workflow is created without connection to Content Server and gets registered only when a connection is established. 6.16.1

Full-Text Service

With 5.1c, the full text functionality is re-implemented technologically in DocuWare. Full text is based on the Lucene software project, the Solr search server and the Apache Software Foundation Tomcat server.

Index terms in the FULL TEXT field The FULLTEXT SERVICE not only writes the words it has retrieved from a document, but also the index terms of the document, into the FULLTEXT field of the database. Even with documents which are ignored by FULLTEXT SERVICE on account of their file name extension, the index terms are written to the FULLTEXT field of the database.

External documents With documents that are not themselves stored in the DocuWare file cabinet, but that are only referenced (import option), the FULLTEXT SERVICE can only extract the text into the FULLTEXT field of the database if the document is accessible to Workflow Server.

Access to the DocuWare.TextExtraction.FTExtract.exe file The FULLTEXT SERVICE needs the DocuWare.TextExtraction.FTExtract.exe file. This file is started by Workflow Server. By default, 10 attempts are made to open this file. If the computer on which this file is located is overloaded or very slow, the file may not open within the time allowed for the 10 attempts. You will then see the "Cannot create text filter" error message and you will not be able to start the FULLTEXT SERVICE. After installing the first fix for DocuWare 5, you may find that the number of attempts to open the DocuWare.TextExtraction.FTExtract.exe file has changed. If you increase this value, more time will be allowed for opening the file. Do this as follows: Open the DWWorkflowServer.exe.config file In the

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... area, insert the line You can now replace the default value of 10 by a value of your choice.

Accelerating the Full-Text Workflow If your full-text workflow runs on a powerful computer at less than full capacity you can accelerate the running of this workflow by increasing the number of instances for the text extraction (maxTextExtractionInstances). The default value is 1. You will find the setting for this in the DWWorkflowServer.exe.settings file, in the following section: The value for maxTextExtractionInstances should correspond to the number of core processors, or be 1 more than the number of core processors.

SL and MST Files SL and MST files that were used for full text prior to DocuWare 5.1c will not be automatically deleted when upgrading to DocuWare 5.1c. Do not delete these files prematurely. For example, in the event of a rollback to a previous DocuWare version you will need these files. 6.16.2

File cabinet synchronization

Using the File cabinet synchronization workflow you can synchronize one or more DocuWare file cabinets, where one file cabinet is always the master and you have one or more satellite file cabinets. The satellites must have the same structure as the master file cabinet. A satellite file cabinet can act as the master for other satellite file cabinets. In order to define a file cabinet as a satellite you have to enable the "Satellite enable" option on the first tab of the File cabinet creation wizard. Synchronization relates to the documents as well as the associated database entries. When creating the file cabinet synchronization workflow you also specify whether the full-text of the documents is to be exported during synchronization, or not.

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Mapping fields When setting up a synchronization process you have to map the index fields of the satellite file cabinet to the index fields of the master file cabinet. It is best to use identical DocuWare field types as far as possible. The following mappings are legitimate: Numerical fields can be mapped to numerical fields only. In addition, database field types of the index fields must match. Thus, it is not possible to map an index field of database field type INT32 to an index field of database field type INT24. Text fields can only be mapped to text fields. When using text fields of varying lengths, synchronization may truncate index information. Date fields can be mapped to date fields and Annotation fields to annotation fields only. The file cabinet synchronization workflow is not available in DocuWare BUSINESS.

GUID of the Master file cabinet If a file cabinet is being used as a satellite file cabinet, the GUID of the master file cabinet is entered at the satellite file cabinet in order to prevent more than one file cabinet acting as the master for this satellite. The GUID of the master file cabinet is requested every time a synchronization is run. If this is different from the original GUID, the synchronization is aborted. If the file cabinet is to act as a satellite for a different file cabinet than the current master, all the documents in the satellite file cabinet must first be deleted. You then need to enter the GUID of the new master file cabinet manually. Go to: / file_cabinet / / General settings / Options.

Synchronization Workflow: Delete documents If you want documents to be deleted from a satellite file cabinet during a synchronization run if they have been deleted from the master file cabinet, you must restart the DocuWare client between the first and subsequent runs of the synchronization workflow, or close and reopen the master file cabinet on the DocuWare client.

File cabinet synchronization with COLD documents If a new COLD document, i.e. a document within a CL5 file, is synchronized in a file cabinet synchronization, a new CL5 file containing this document is created in the file cabinet to be updated, along with the associated database entries. If you later change the index entries for this documents in one of the file cabinets, at the next file cabinet synchronization only the database entries in the other file cabinet will be updated. The CL5 file and the index entries it contains for the document are not updated during synchronization. As a result, the index entries as stored in the database and as contained in the CL5 file are no longer consistent. In the event of a restore operation, the older index entries contained in the CL5 file will be used to rebuild the database entries.

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File Cabinet Synchronisation of Flagged Documents When a file cabinet is synchronized, the associated document flags are also transferred: Protected, COLD, Locked und Deleted. Special features of Protected flag: Documents with the Protected flag can only be synchronized if the synchronization workflow is running under a user who is the file cabinet owner. Special features of Checked Out flag: The document will still be marked as Checked Out in the target file cabinet, and it will still have the original user ID, in order that the document remains checked out for that user. However, if this user does not exist in the target system or has no rights to the target file cabinet, only the file cabinet owner will be able to access the document. 6.16.3

Migration

Use the migration workflow to migrate data from DocuWare disks to other DocuWare disks within a file cabinet. Use the migration workflow to migrate DocuWare 4 disks to DocuWare 5 disks. COLD Documents When migrating within a file cabinet in DocuWare 5 mode, you will find that COLD documents are not included. They remain on the source disk. Using DocuWare Disks You define the setting determining which DocuWare disks are used for a migration in the wizard used to create the migration workflow, in the "Destination" area. The file cabinet-specific settings "Automatically create new disk" and "Automatically switch to next disk" also have an influence on which disks are used (Organization/File Cabinets//Documents). If the "Automatically switch to next disk" option is selected, the migration workflow does not necessarily use the next disk, but the next free disk. Document Flags The associated document flags are transferred also during migration: Protected, COLD, Locked und Deleted.

Special features of Protected flag The document will still be marked as Protected in the target file cabinet, and it will still have the original user ID, in order that the document remains protected for that user. However, if this user does not exist in the target system or has no rights to the target file cabinet, no one can access the document.

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6.16.4

Export

Using the Export workflow whole or partial file cabinets can be copied or moved to another file cabinet. The export process relates to the documents as well as the associated database entries. The documents are allocated a new document number (DocID) in the target file cabinet. When setting up the export workflow you can specify whether or not to export the full-text of the file cabinet. In addition, you can use the export workflow to create a new file cabinet into which you can copy or move the data. Please note: 

The export workflow is not available in DocuWare BUSINESS.



By default, the documents are moved, since the "Delete source documents" option on the first tab of the Wizard for setting up the export workflow is enabled. Disable this option if you only want to "copy" the documents.



COLD documents are converted on export into TIFF documents and stored like this in the selected file cabinet. This means that more storage space is needed in the target file cabinet than in the source file cabinet.

The number of documents that can be exported during any one run of the export workflow is limited to the same number as the maximum number of hits of a results list. For details on how to set up this parameter see chapter Maximum Number of Hits in the Result List (on page 123). Document Flags The associated document flags are also transferred in an export: Protected, COLD, Locked und Deleted.

Special features of Protected flag The document will still be marked as Protected in the target file cabinet, and it will still have the original user ID, in order that the document remains protected for that user. However, if this user does not exist in the target system or has no rights to the target file cabinet, no one can access the document. ( Documents with the Protected flag can only be exported if the export workflow is running under a user who is the file cabinet owner.

Special features of Checked Out flag The document will still be marked as Checked Out in the target file cabinet, and it will still have the original user ID, in order that the document remains checked out for that user. However, if this user does not exist in the target system or has no rights to the target file cabinet, only the file cabinet owner will be able to access the document.

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6.16.5

Workflow for Restoring the index

Restoring the index in a satellite file cabinet If the database of the satellite file cabinet is corrupt, you can restore the index by using the "Restore" workflow. This will fill ensure that the database information is complete. By synchronizing the satellite file cabinet with the master file cabinet after restoring the index, any documents that existed in the satellite file cabinet before running the workflow will again be transferred to the satellite file cabinet. This means that the satellite file cabinet now contains duplicates of these. The reason is that the information pertaining to the status of the synchronization of the satellite file cabinet is written to a table which, if the database is corrupt or lost, is no longer available. (The fields affected are DWMATSERDOCID, DWMATSERTIMESTAMP, DWSYNCHSTATUS.)

Restoring Encrypted Documents If you enabled document encryption for a file cabinet, you will not be able to restore index data from the header information. Even if you do not encrypt the headers, thereby allowing the index data to be read, it will still be impossible to decrypt the documents. The file cabinet keys that are essential for decrypting the documents are stored in the database, in the DWKEYS table. To regain access to encrypted documents whose index data has been lost, a backup of the database is essential. 6.16.6

File Cabinet Conversion Workflow

Access to ODBC Source When it converts a file cabinet, Content Server must be able to access the ODBC source of the DocuWare 4 file cabinet. You must therefore ensure that the ODBC source resides on the same computer as Content Server and that the user name under which Content Server is running has access to the ODBC source.

Conversion in DocuWare Business If you are using a DocuWare 4 file cabinet with a DocuWare BUSINESS license and you want to convert this file cabinet to a DocuWare 5 file cabinet, proceed as follows: Set up a conversion workflow for the DocuWare 4 file cabinet and run the conversion. This creates a new DocuWare 5 disk. After the conversion, the "old" DocuWare 4 disk is in read-only mode. If you modify documents (or their index entries) that have already been archived, the documents are migrated to the new DocuWare 5 disk. New documents are stored on the DocuWare 5 disk.

"Unique" field property When a DocuWare 4 file cabinet containing fields with the "Unique" property is converted, the following happens: First the DocuWare 4 file cabinet is converted to a DocuWare 5 file cabinet. The "Unique" field

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property is then set. However, if there are two or more identical entries for the same field (e.g. because the field property in the DocuWare 4 file cabinet was set retrospectively), the "Unique" field property cannot be set for the DocuWare 5 file cabinet. An entry is written to the log file, but the conversion workflow is not cancelled. The result is a DocuWare 5 file cabinet, but without the "Unique" field property in the relevant field. 6.16.7

AUTOINDEX workflow

Notes on AUTOINDEX workflows can be found in section AUTOINDEX (on page 188). 6.16.8

COLD/READ Workflow

Notes on COLD/READ workflows can be found in section COLD/READ (on page 191) 6.16.9

Scheduling Workflows Using the Hijri Calendar (Saudi Arabia)

If your Windows system is set to Arabic - Saudi Arabia, the Start workflow later option returns an error for the following workflows:  

REQUEST: Export data to the file system Restore (settings)



Conversion workflow

Please use a different scheduling option for this workflow.

6.17

Back Up and Restore File Cabinet Settings

6.17.1

Applications

You can use backup and restore for the following scenarios:



System settings can be backed up at any time and restored when necessary, for example after problems with the database Transferring the DocuWare system settings to another database



Moving the Database



Preparing the system settings in a test system



Changing the type of database for the system settings (MS SQL, MySQL, Oracle)



Condition for MySQL databases If you use the MySQL database supplied by DocuWare, you will need at least version 5 of the MySQL database in order to back up and restore file cabinet settings.

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6.17.2

Running a restore

Carry out the individual steps in the following order: 1

Install Authentication Server (at least DocuWare 5.1b with SP2) and specify the new database.

2

Unpack the service pack (at least SP2 for DocuWare 51b) into the DWUpdate directory in the setup path.

3

Install the DocuWare client on the same computer.

4

Open DocuWare Administration. Then start the restore process wizard via the menu Tools – Restore System Settings. For database connections that are not currently being accessed you can, if necessary, change the connections or specify alternative database connections (Check database connections dialog).

5

Run the restore.

6

Install Content Server.

7

Install Workflow Server.

8

Install the other components required, e.g. Web Client Server or SAP HTTP Server.

9

Update Content Server and Workflow Server, and any additionally installed components, to the corresponding service pack.

6.17.3

Logging the Restore

If Authentication Server cannot be started, the logging of the restore process is written to the Windows event log. To make this possible, the Windows user with which Authentication Server runs must have local administrator permissions. If Authentication Server is running, the logging of the restore process is included in the logging of the DocuWare system, at debug level.

6.18

Logging Organization

For details on logging in DocuWare go to chapter Logging (on page 78). This has a description of logging at system level, which differs from logging at organization level only with respect to the actual data, but is identical as far as the setup goes.

6.19

Convert DocuWare 4 file cabinets to DocuWare 5 cabinets

In order to convert an existing DocuWare 4 file cabinet into a DocuWare 5 file cabinet, Content Server must have access to it. RAIMA file cabinets cannot be converted to DocuWare 5 file cabinets. The file cabinets in DocuWare 4 mode must be SQL file cabinets. To convert an existing RAIMA file cabinet you can use the DocuWare Database Converter, as described in chapter Converting RAIMA file cabinets (on page 51).

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6.19.1

The Conversion Workflow

The organization administrator or a user who has the appropriate permissions sets up a Conversion workflow. This resides on the organization level within DocuWare Administration, below Pre-defined Workflows. You need to specify the following: 

Name of Workflow Server to be used

 

Name of Content Server to be used User login data



*.ADF file of the file cabinet to be converted



If this has not happened yet the file cabinet directory must be registered in DocuWare 5.



New storage location for the target file cabinet



Database connection for the target file cabinet



Full-text service for the data in the converted file cabinet (this option is enabled by default, if the file cabinet to be converted is already full-text-savvy)



Assign existing DocuWare field types to DocuWare 5 database field type



Assign DocuWare 4 groups to DocuWare 5 roles



Schedule to specify when to start the workflow

A DocuWare 4 file cabinet consists of a database table and DocuWare disks at directory level, where documents can be stored. When converting a DocuWare 4 file cabinet Content Server converts the existing database table to a DocuWare 5 database table. This modifies the table structure for the index data. New system fields are added, and the entries of the keyword field are saved in a separate table. For the purpose of conversion, the flags "Several documents with matching entry not permitted" (unique) or "This field must not be empty" (not empty) that may be set for the table columns are ignored. These flags (if they were activated) are set again once the database table has been converted. Any errors while settings flags will be reported, and the flags will not then be set. In addition, the conversion will create a new DocuWare disk for the file cabinet. Existing DocuWare 4 disks are not converted since they are under Read-Only access by DocuWare 5. This means that DocuWare 5 can open any documents that are stored there. If documents on the DocuWare 4 disk are edited and stored they are entered in the converted database table and stored on the (new) DocuWare5 disk. The document is therefore stored in a file cabinet in DocuWare 5 mode. Normally, it is not necessary to convert DocuWare 4 disks to DocuWare 5 disks. But if you wish to do this, you can create a migration workflow to carry out the migration automatically. Depending on the size of the DocuWare disks this may take a little time. (DocuWare 5 allows you to work both with file cabinets in DocuWare 4 and with file cabinets in DocuWare 5 mode within a DocuWare client. File cabinets in DocuWare 4 mode are created in the DocuWare client via the File / File cabinet administration menu option. You can also create new file cabinets in DocuWare 4 mode – without the new features that are available in DocuWare 5.)

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When converting the "one and only" DocuWare disk of a DocuWare BUSINESS file cabinet you have to migrate that disk, since otherwise you will only have Read access to the file cabinet. For further details please refer to Migration (on page 96). 6.19.2

Registration of Storage Locations

The conversion workflow checks whether all DocuWare disks of the file cabinet belong to the registered storage locations of the organization. If not, the following two cases must be distinguished: If the user who performs the conversion is the system administrator, he can assign the storage locations of the organization within DocuWare Administration. If he is not, he can still perform the conversion. However, the converted file cabinet will then contain disks that cannot be accessed by the organization. Once the conversion is completed, a system administrator should assign these disks to the organization as storage locations. 6.19.3

Conversion to GMT during file cabinet conversion

During file cabinet conversion, the entries in Storedate, Storetime, Modificationdate and Modificationtime are converted to GMT time. This is done on the basis of the time zone as set on the computer. During conversion these time details are written to the database. The document headers are updated only when the documents have been edited and stored again. 6.19.4

Transferring file cabinet permissions

During conversion the file cabinet permissions are transferred to the DocuWare 5 system, except for the field content-dependent rights. The following rules apply: 

If a user has rights to the file cabinet in DocuWare 4 mode but does not exist as a user in the DocuWare 5 system, no settings are transferred.



If a user has rights to the file cabinet in DocuWare 4 mode and exists as a user in DocuWare 5, the system checks whether a profile with exactly these rights is already present. In the affirmative case, the profile is allocated to the user. If no appropriate file cabinet profile exists, the system creates it and allocates it to the user. The new file cabinet profile is given the default name Profile(x), where x is a sequential number, starting with 1.



If a group has rights to the file cabinet in DocuWare 4 mode but there is no role with the long name of the group in the DocuWare 5 system, no settings are transferred.



If a group has rights to the file cabinet in DocuWare 4 mode and a role with the long name of the group in the DocuWare 5 system is present, a file cabinet profile with the appropriate permissions is created and assigned to the role. The file cabinet profile is given the long name of the group.



A dialog appears in the wizard for creating conversion workflows. This allows you to allocate roles from the DocuWare 5 system to user groups in DocuWare 4. For each allocation, a file cabinet profile is created and assigned to the role.



All file cabinet administrators of the file cabinet in DocuWare 4 and the user who performs the conversion of the file cabinet, are made into owners of the file cabinet in DocuWare 5 mode.

6.19.5

Database field option “Multiple documentswith same entry not allowed”

If in a file cabinet in DocuWare 4 mode the "Several documents with matching entry not permitted" option has been enabled for a database field, despite the existence of documents with the same field

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entry (e.g. because the option was set retrospectively), you will not be able to set the "unique" option in the converted file cabinet in DocuWare 5 mode. The reason for this is as follows: In DocuWare 4 the check for an existing index entry was carried out by the client when storing a new document. You could therefore enable the "Several documents with matching entry not allowed" option retrospectively, even though the field already contained index entries that had been used more than once. In DocuWare 5 the check for an existing index entry is made by the database, since this is considerably quicker. If index entries have been used more than once in this field in the database, you will not be able to set the "unique" option. 6.19.6

Full-text conversion

If the file cabinet to be converted supported the full-text capability in DocuWare 4 the Wizard for setting up the conversion workflow automatically ensures that the file cabinet will support full-text capability also in DocuWare mode 5. The DocuWare system detects from the presence/absence of the [INDEX_SERVICE] section within the ADF file whether the file cabinet to be converted supports fulltext or not. If full-text capability was originally enabled with a DocuWare 4 file cabinet, but the job for creating the full-text catalog was subsequently deleted, the [INDEX_SERVICE] section is missing from the ADF file. In this case, no parameters with regard to full-text capability of the file cabinet and the full-text catalog can be set during the conversion workflow. As a consequence, the full-text catalog cannot be transferred. If you want the file cabinet that was converted to DocuWare 5 mode to support full-text search, you need to create a new full-text catalog for it.

6.20

Importing DocuWare 4 Settings

Importing central settings from DocuWare 4 Use this option from the Tools menu in DocuWare Administration to import central (global) settings from a DocuWare 4 system into the DocuWare 5 system. This includes: users and groups, stamps, RECOGNITION configurations, LINK configurations, OCR configurations, barcode settings and plug-ins. The imported settings are available to DocuWare Administration. The central settings from DocuWare 4 are read from the dwsettin directory in the CENTRALPATH and the docuware.400 file of the CENTRALPROGRAMPATH. This can be done from any computer that has access to the CENTRALPATH and the CENTRALPROGRAMPATH of the DocuWare 4 system. In addition, the user under whose name Workflow Server is running must be able to access these paths.The central settings can be imported one single time only.

Users and user groups Users and groups are always imported, unless you have defined a different setting from within the organization from which you selected the menu option. The Admin user who exists both in DocuWare 4 and DocuWare 5 (where he is set up automatically during installation) is ignored during the settings import.

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User settings are imported as follows: User name and ID are transferred to the DocuWare 5 system, permissions are assigned to the user explicitly. User group settings from DocuWare 4 are imported as follows: DocuWare 5 creates a group with the long group name of the DocuWare 4 group. In addition, a function profile with the long name of the DocuWare 4 group and the suffix "profile" and a role with the long group name of the DocuWare 4 group and the suffix "role" are created. The function profile is allocated to the role, and the role in turn is allocated to the user group. This transfers the permissions of the group for DocuWare 4 to the DocuWare 5 system.

Importing local settings from DocuWare 4 This option in the Local menu in DocuWare Administration imports local settings from the registry of the computer on which DocuWare Administration runs, from DocuWare 4 to DocuWare 5. In order to import the local settings to DocuWare 5, this command must be run at each DocuWare workstation. For the purpose of the import, the keys listed in HKEY_CURRENT_USER\Software\DOCUNET\DocuWare and HKEY_LOCAL_MACHINE\Software\DOCUNET\DocuWare are available, except Fulltext SQL, DOCUMENT-SERVER and SQL user settings. When choosing the keys you wish to import, don't forget that you can only perform the import procedure once on each workstation. This means that any key that you do not select the first (and only) time around, will not be available later. It is not possible to import attributes of keys that already exist in DocuWare 5. This situation arises when the user has already worked with a module in DocuWare 5.

ACTIVE IMPORT If the ACTIVE IMPORT key is imported, every key that is below this key and which contains an ACTIVE IMPORT job, will cause a new job to be created in DocuWare 5. Overlays that are used with the ACTIVE IMPORT jobs to be imported are copied from the CENTRALPATH\ADMIN\Overlays directory of the DocuWare 4 system into the LOCALPATH\AIoverlays\ directory of the DocuWare 5 system.

6.21

Settings in DocuWare Administration

Settings in DocuWare Administration such as the width of the directory tree in pixels, the last user ID used to log on, the last authentication mode used, the expanded elements of the directory tree and additional user-specific settings for windows, can be found in the file called AdminTool.Settings.config. This file resides in the directory C:\Documents and Settings\\Local Settings\Application Data\DocuWareAdministration.

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6.22

Summary of Required Permissions within DocuWare

Authentication Server 

If events are to be written in the local Windows event log, Authentication Server must have rights to it.



Write access is required to the DWAuthenticationServer.exe.settings file in the Authentication Server folder, the default location of which is C:\Program Files\DocuWare.

(The easiest way of assigning these two rights is to give the user local administrator rights.) 

If Oracle is selected as the database, Authentication Server must run under the same Windows user with which the Oracle client was installed.



If Windows security settings are being used, this must be a domain user.

Content Server 

If events are to be written in the local Windows event log, Content Server must have rights to it.



If validation configurations are set up, Content Server needs access to the Validation folder, the default location for which is C:\Program Files\Content Server.

(The easiest way of assigning these two rights is to give the user local administrator rights.) 

Full Control over all storage locations for documents is required.



Full Control is required over the temporary directory defined for Content Server in DocuWare Administration.



Read rights are required to the path for COLD files.



If an external select list in the form of a file is being used, Content Server needs access rights to this file.



If a CAS storage location is set up, Content Server needs access to the PEA file.



If Content Server needs access to directories on the network, the user must be a domain user.



If Windows security settings are being used, this must be a domain user.



If Oracle is selected as the database, Content Server must run under the same Windows user with which the Oracle client was installed.

Workflow Server 

If events are to be written to the local Windows event log, Workflow Server must have rights to it. (The easiest way of assigning this right is to give the user local administrator rights.)



Full Control is required over the temporary directory defined for Workflow Server in DocuWare Administration.



Full Control is required over the export path defined in DocuWare Administration



Access rights are required to all paths on which file connections lie (file connection for AUTOINDEX).



Access rights are required to storage locations of a file cabinet to be added to a DocuWare REQUEST container in Quick Mode.



The right to run *.exe files in order to start OCR for fulltext is required.

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When a user synchronization with an ACTIVE DIRECTORY is run via Workflow Server, the user under whom Workflow Server runs must be in the same domain as the ACTIVE DIRECTORY.



If Windows security settings are being used, this must be a domain user.



If Oracle is selected as the database, Workflow Server must run under the same Windows user with which the Oracle client was installed.



To burn CDs/DVDs, users must have access to the drive assigned in DocuWare Administration and also have rights to burn CDs/DVDs. (The easiest way of providing these rights is by assigning Windows administrator rights).

Notification Server  

If events are to be written in the local Windows event log, Notification Server must have rights to it. Write access is required to the DWNotificationServer.exe.settings file in the Notification Server folder, the default location of which is C:\Program Files\DocuWare.

Thumbnail Server 

If events are to be written in the local Windows event log, Thumbnail Server must have rights to it.



Write access is required to the DWThumbnailServer.exe.settings file in the ThumbnailServer folder, the default location of which is C:\Program Files\DocuWare.

Imaging Server 

If events are to be written in the local Windows event log, Imaging Server must have rights to it.



Write access is required to the DWImagingServer.exe.settings file in the Imaging Server folder, the default location of which is C:\Program Files\DocuWare.

SAP HTTP Server 

If events are to be written to the local Windows event log, the server must have rights to it. (The easiest way of assigning this right is to give the user local administrator rights.)



"Full Control" is required to the temporary directory defined for SAP HTTP Server in DocuWare Administration.



If Windows security settings are being used, this must be a domain user.

Update Service 

Local administrator rights are required.



Read and write rights to the setup path are required.

DocuWare Administration If DocuWare disks are being created in a jukebox, the user logged into DocuWare Administration must have administrator rights to the server on which Jukebox Manager is installed.

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Database Access 

Authentication Server needs access to the DWSYSTEM database table in the system database



Content Server needs access to the DWDATA database table in the file cabinet database



Workflow Server needs access to the file cabinet database in order to build a fulltext catalog and add a file cabinet to a DocuWare REQUEST container in Quick Mode.

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7

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7.1

General

7.1.1

Storage locations for post-it note (text note) and contents of annotation field

Documents in DocuWare 4 mode have only one section in their document header for storing the text note and the content of the annotation field. This means that you cannot attach a text note to a document with an annotation field that is stored in DocuWare 4 mode. Documents in DocuWare 5 mode have two separate sections in their document header for storing the text note and the content of the annotation field. If you copy or move a document from DocuWare 4 mode to a basket in DocuWare 5 mode (thereby converting the document to DocuWare 5 mode), the content of the annotation field (if one exists) is written into the header area that is intended for the text note. If you copy or move a document from DocuWare 5 mode to a basket in DocuWare 4 mode (thereby converting the document to DocuWare 4 mode), any text note will be lost. 7.1.2

Handling Numbers and Date Formats

How values are displayed in numeric fields and date fields depends on the Regional Options settings in Control Panel on your computer. However, these values are always stored in a fixed format that matches the database settings. Example: On a computer with Regional Options set for German (Germany), the date is entered and stored in a date field in the format 31.05.2006. If another user with Regional Options set for English (United States) now views the entry in this date field, they will see 5/31/2006. This only affects numbers in numeric fields and dates in date fields. If you save a number or a date in a text field, the value will be stored and displayed exactly as you entered it. 7.1.3

Computer-dependent Settings

Settings valid for all users of a workstation are stored in the Registry under HKEY_LOCAL_MACHINE\SOFTWARE\DocuWare\DocuWare.

....\DocuWare\500 Under this key you find the paths which you have specified during installation. The entry "LOCALPATH" points to a directory normally on the local hard disk of the workstation. If it is a network directory, you must ensure that it is not used by any other users. The installation program writes the program files and the paths to the baskets and pending box to "LOCALPATH".

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There must always be an entry for "LOCALPATH", and the directory specified there must exist. If this is not the case, DocuWare outputs an error message that it was not correctly installed and cannot be started.

....\DocuWare\DACS\500 The DocuWare viewer generates the following entries here: PrintConfigurations: The printer settings you have made in DocuWare ScanConfigurations: The scanner settings you have made in DocuWare TWAIN: TWAIN configuration

....\DocuWare\TIFFMAKER\500 This key contains further keys with all the settings for every TIFFMAKER port.

Width of selection lists The width of the select list and the selective select list is controlled by the following registry entry of type DWORD: HKEY_LOCAL_MACHINE\SOFTWARE\DocuWare\DocuWare\500\SelectListWidth The width is specified in pixels; the default width is 320 pixels, and the maximum 2000 pixels. 7.1.4

Computer- and User-dependent Settings

You will find locally stored user-dependent settings in the Registry under HKEY_CURRENT_USER\SOFTWARE\DocuWare\DocuWare. These settings are mainly size and position of DocuWare windows.

....\DocuWare\500\DW5 WINDOWS stores the position and status of all main window bars here.

....\DocuWare\500\WINDOW_POSITIONS The position and size of the main window and all its dialog boxes are stored here.

....\DocuWare\DACS\500\DialogCoordinates The position and size of the DocuWare Viewer dialog boxes are stored here.

….\DocuWare\500\IgnoreThousandSeparator

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This stores the setting that defines whether a thousand separator (e.g. a comma) should be inserted after every three digits. The thousand separator is NOT used for the value 1 (e.g. 123456789), although it is used for the value 0 (e.g. 123,456,789). The 0 value is the default value.

7.2

Baskets

7.2.1

Settings in the file BASKET.INI

In the basket directory, besides the documents, there is also the file BASKET.INI. For the purpose of displaying the contents of the basket, this file is ignored. Similar to the DBDATETIME of the file cabinets, a unique ID for the basket is stored here. In addition, you will also find the color of the basket, the sensitivity of the fill-level display, the sorting and, if applicable, the allocation of a RECOGNITION template. Starting with DocuWare Version 4.6 there are also timestamps saved in this file. This timestamps are analyzed when updating the thumbnails. Starting with DocuWare 5 this is the location where the mass signature settings and the basket mode (DocuWare 4 or 5) are stored. From DocuWare 5.1b Service Pack 2 you can use the DISPLAYMODE value to define the display mode in which the basket is opened at registration: Thumbnail, Thumbnail and Info, List or List and Info. (See Defining the basket view mode (on page 92)) 7.2.2

Automatic Basket Update

Automatic Basket Update recognizes changes in the basket directory of the file system -- whether new files appear or existing files with the extension .001 disappear. If this is the case, the DocuWare basket is updated and any change is displayed. If while scanning, for example, further pages are added to the first page, then this is automatically updated in the basket. Automatic Basket Update always works with a specific basket and not a specific computer. This means that the various settings of a basket registered to multiple computers applies to all. The settings for automatically updating the basket are defined in DocuWare Administration, under / General / Miscellaneous. 7.2.3

Error handling in basket mode

If no basket.ini file exists in the basket directory, the basket is opened in DocuWare 4 mode. However, if the basket contains documents in DocuWare 5 mode only, the basket gets converted immediately to DocuWare 5 when it is opened. If the directory of a basket contains documents in both DocuWare 4 and DocuWare 5 mode only those which match the current mode of the basket are displayed in the basket window. If all documents within a basket are in a mode other than the basket itself, the mode of the basket gets changed when it is opened, i.e. the basket takes on the mode of the documents.

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Example: All documents of a basket have DocuWare 5 mode, but the basket itself is in DocuWare 4. When you open the basket, it gets converted to DocuWare 5.. 7.2.4

Conflicts in baskets registered by more than one user

You can get conflicts in baskets that have been registered by more than one DocuWare user as a result of different access rights. If a stamp for the mass signature has been assigned to the basket, and if a user who does not have rights to this stamp opens the basket, the setting relating to the stamp for the mass signature in the basket will be lost. (The stamp itself is not deleted and can be reactivated for the basket at any time). If a RECOGNITION template is assigned to the basket and a user who does not have rights to this template opens the basket, the setting relating to the RECOGNITION template in the basket is lost. (The RECOGNITION template itself is not deleted and can be reactivated for the basket at any time).

7.3

The pending box

Storage location for pending box During an update of a DocuWare 4 or DocuWare 5 system, the Setup program copies the pending box into a subfolder of LOCALPATH, provided it has access to it. Otherwise, or in case of a new installation, a path for application data of local applications is used, usually: C:\Documents and Settings\[user_name]\Local Settings\Application data. The new storage location does not require the user to have write permission to subfolders of the folder containing the DocuWare program files, usually: C:\Programme \DocuWare.

7.4

The trash can in DocuWare

Storage location of the trash can During an update of a DocuWare 4 or DocuWare 5 system, the Setup program copies the trash can into a subfolder of LOCALPATH, provided it has access to it. Otherwise, or in case of a new installation, a path for application data of local applications is used, usually: C:\Documents and Settings\[user_name]\Local Settings\Application data. The new storage location does not require the user to have write permission to subfolders of the folder containing the DocuWare program files, usually: C:\Programme \DocuWare.

7.5

File cabinets in DocuWare 4 mode

7.5.1

Settings in the ADF File

The settings of file cabinets in DocuWare 4 mode are stored in the ADF file. Each file cabinet has its own ADF file. This resides in the same directory as the file cabinet.

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So, if the file cabinet is s tored in this directory: C:\file_cabinet\Document\, then DOCUMENT.ADF is in the C:\file_cabinet\ directory. The ADF file contains these entries:

[DN31] DBDATETIME = This is a unique value which is created when a file cabinet is created and which consists of the date and the time. DBDATETIME allows file cabinets of the same name to be differentiated from each other. The file path of the file cabinet contains a file named DBDATETIME. SEARCH=DN31xx The number (xx) of search paths of a file cabinet, described below, is stored here. SEARCHxxx= The list of all search paths of the documents of a file cabinet is stored here. When a document is searched for, the search follows the paths in the order in which they are given here by xxx (a threedigit number). The entry SEARCH001 is used internally, i.e. the corresponding entry appears again in the list.

[DN40] This section contains an indicator when the ADF file has been prepared for use by DocuWare 4.

[RIGHTS] The rights of a user in this file cabinet are stored here. Administration of rights is valid for DocuWare 3.x installations.

[RIGHTS40] DocuWare 4 stores the rights of the user in this file cabinet here. If DocuWare 4 finds the section [RIGHTS], those rights granted under DocuWare 4, insofar as they can be converted into DocuWare 3.x rights, are displayed in the section [RIGHTS].

[FIELDS] Information about the structure of the file cabinet, i.e. the database fields and their properties, is stored here.

[HIERARCHIC_SEARCH] The order of the fields in the folder search is specified here.

[Protocol] The protocol options are stored here.

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[color] The color of the file cabinet icons are stored here.

[RdOnly] Specifies that the database or the documents of the file cabinet cannot be modified.

[PrintInfo] The entries in section [PrintInfo] from the ADF-file affect documents that are either opened or printed from the result list. This setting causes the date (system date), user name and page number to be printed on a document for the file formats TIFF, JPEG, PCX, PNG and BMP. The entries from section [PrintInfo] from the Dacs5.ini file (for example set up in the directory C:\Windows\ or C:\WINNT\) affect documents that are opened or printed from a basket. The following formatting entries you can make in the section [PrintInfo] of the ADF file or of the Dacs5.ini:

Formatting information [PrintInfo]

Possible settings

Default

FontSize

dependent on used font

8

Size of the font in points

FontName

All installed fonts

Courier

Name of font

FillLines

0/1

1

Printout of database information in a list/ in a line

Fields

0/1

1

Printout of the contents of the Text, Date and Numeric fields on the top left of the document

HeadWords

0/1

1

Printout of the contents of the Keywords field on the top left of the document

MemoField

0/1

0

Printout of the contents of the Memo field on a subsequent extra page

PrintStamp

0/1

0

Printout of the date (system date), user name and page number

Xstart

Dependent on print 0 format and dpi number

Spacing of database information from left margin in pixels

Ystart

Dependent on print format and dpi numberl

0

Spacing of database information from top margin in pixels

Transparent

0/1

1

Covering/transparent print of database information

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These default settings print the contents of the Text, Date, Numeric and Keywords fields on the top left of the document: 

in Courier



in 8-point



in one line



transparently

Example: To print database information in the font Arial in one line, you enter the following lines in the [PrintInfo] section of the ADF file, or the Dacs5.ini file respectively: FontName=Arial FillLines=1 PrintStamp-Option PrintStamp=1 The PrintStamp information will always be printed at the top of the page in the following format: printed by p. n/m systemdate: day and time n: page number 1..m m: image page count If database entries are also being printed, the PrintStamp information will always be printed in front of the database entries. The following entries are only for SQL-, ODBC- and DocuWare Fulltext- file cabinets

[Fields_Rename] The information on the structure of the table in the SQL Server or the ODBC database is stored here. The name of each field in the file cabinet and the name of the column of the table are stored.

[ODBC_Setup] The data source with which the access to the SQL Server or the ODBC database is performed is stored here. Simultaneously, the database name in the SQL Server or the ODBC database name can be presented here, as well as user ID and password. ConnectString=DSN=DW_SQL7;DATABASE=DocuWareArchive;UID=####;PWD=#### For DocuWare version 4.1a the following login values are available for ODBC file cabinets in the [ODBC_Setup] section of the ADF file:

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[ODBC_Setup] DWLoginName=x

Values:

0

// use long username, if not DocuWare SQL server

1

// use always DocuWare long username

2

// use always DocuWare User ID

The timeout for opening the file cabinet is also defined in this area. For file cabinets with an MSSQL database, the default value is 60 seconds. Since two different ways are used to try and open the file cabinet, the total timeout is 2 minutes. If this is too high, you can enter a lower value.

[ODBC_Setup] TimeOut=60

Value in seconds

[TableName] The names of the two tables required are stored here.

[TableOwner] The users, who have created the two tables required, are saved here.

The following entries are only for DocuWare Fulltext.

[Textreader] [Fulcrum] [CharacterVariant] 7.5.2

The "BIG" file exten

There are ADF .and BIG-data-sets for every Archive in the DocuWare 4-Modus. This contains information about the maximum and the actual size of the DocuWare disks. When you convert a file cabinet from DocuWare 4 to DocuWare 5 the information in the BIG file is copied into the _disks table in the database (under dwdata) .

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7.5.3

CPR File

In the directory containing the ADF file, a CPR fileCPR file is automatically generated with the same name as the ADF file if you are trying to access a document file which has been copyright protected. Within this file you fill find the following section. The Standard Values Are: [General] Interval=3600 WorstCaseFactor=5 CleanInterval=600 Intervals are entered in seconds (3600 seconds equals 1h) This entry represents the time which needs to elapse between closing a copyright-protected document and when the document file is then available again for other users to access. WorstCaseFactor If it is not recognized that the viewer or the result list has been closed (e.g., due to a system crash), then the time that a document is locked is represented by this factor (standard value: 5h). Since one cannot control when document files are displayed with DocuWare INTERNET-SERVER, then the lock time is always determined by Factor * Interval. The CleanInterval is entered in seconds (600 equals 10 minutes). After this time, the system checks if the lock on certain documents can be removed. 7.5.4

Field types and field indices Field type

Max. number of fields

Field indices

Text 20

24

0-23

Text 40

24

32-55

Date

24

64-87

Modification date

1

95

Numeric

24

96-119

Modification time

1

126

Keyword

1

128-191

Memo

1

247

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In total you can create a maximum of 24 fields per file cabinet. The keyword field can store up to 64 terms. The annotation field can store text of up to approx. 64 KB. 7.5.5

Formatting for numeric fields

Currently, the formatting for numeric fields is taken from the settings in Windows Control Panel – Regional Options. Depending on the country settings selected, this can cause a thousand separator (e.g. a comma) to be inserted after the first three figures of a number. You can switch this off for individual users as follows: Open the Registry and under HKEY_CURRENT_USER\SOFTWARE\DocuWare\DocuWare\500 insert the code "IgnoreThousandSeparator" (DWORD). The thousand separator is NOT used for the value 1 (e.g. 123456789), although it is used for the value 0 (e.g. 123,456,789). The 0 value is the default value. 7.5.6

Locking Documents in File Cabinets

If a user displays or edits a filed document, the document is then locked for all other users. While the other users may see the document with the Viewer, they may not add annotations or stamps or open it in an editing program. Technically, this locking mechanism functions as follows: A lock file is created for all documents shown in the Viewer or those opened in an editing program from one file cabinet. The directory DOC_LOCK is set up in the Central Path. All "Lock Files" are stored here in one directory. As soon as a document is opened from one file cabinet, a subfolder with the same of the file cabinet is created. Within this a further folder with the name of the DBDATETIME of the file cabinet is set up. This is where you’ll find the Lock Files. The name of a lock file reflects the name of the first header file (DocID, first page). The file extension is .loc. A document is locked from the Viewer as long as it is being displayed or edited. As soon as the Viewer of a new document is displayed or closed, the Lock File is deleted. If the system breaks down, the locked document is saved in the same way if the Viewer freezes: the Viewer retains the Lock File so that a file cannot be used by other Viewers. With either a system or Viewer break-down, the Lock File is no longer retained and the document is available again for others to use. There are two different lock levels:

First Lock Level The first level applies to all DocuWare graphic documents or mixed documents made up of foreign formats and DocuWare graphic files. The entire document is locked with a lock file found in the Central Path. If a user wants to open a locked document, he’ll receive a message letting him know which user has opened the document and that he will only be able to open it in the Viewer in ReadOnly Mode. If this concerns a document which cannot be displayed with the DocuWare Viewer, a

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different display or editing program will start, depending on the settings made in Foreign Format Administration.

Second Lock Level The second level takes over, if the first Lock Level has not been addressed. It only applies to foreign formats and works independently of the first Lock Level. Before DocuWare will open a viewing program, editing program or the DocuWare Viewer for Foreign Formats, DocuWare checks if a document has already been locked by another program. If this is the case, DocuWare will send out a message and the document will only be able to be opened in a viewing program or in the Viewer in ReadOnly Mode. Document Locking is not used in the following instances: 

If a user only has ReadOnly access to documents or a DocuWare disk (e.g., CDROM), no locking will take place.



Locking only occurs in a file cabinet, not in DocuWare baskets.



With a single workstation installation, no locking is necessary.



Locking is not used for COLD documents, since these are considered more temporary files.



Documents are not locked if DocuWare has been launched in ReadOnly mode.

7.5.7

Document name for file cabinets in DocuWare 4 mode

In DocuWare 4 you could assign the option This field is the document name to a file cabinet field. The contents of this field was then displayed as the document name in the basket and in the viewer. Even if you did not select this option in an SQL file cabinet, the contents of the first text field was still used as the document name. This is no longer the case in DocuWare 5. Now if you want to use the contents of a field as the document name for a file cabinet in DocuWare 4 mode, you must specify this explicitly. In File cabinet administration, go to the Install new file cabinet table tab and select a field for the This field is the document name option. 7.5.8

Notes on File cabinets in DocuWare 4 mode

Note on Security: Viewer programs If in "Options / Foreign formats…" you decide to use a different program than a viewer program in order to view a document, which is also able to store documents via the file system (i.e., an Editor, such as Microsoft Word, for DOC files), then a user may edit and store this document, even if he does not have the EDIT right assigned to him for this particular file cabinet. For this reason, you should make sure that you set things up so that you are only able to view documents with a viewer program NOT another editing program.

Permissions to a Microsoft SQL database table When you assign permissions in the file cabinet administation of a file cabinet in DocuWare 4 mode, these permissions are not automatically synchronized with the appropriate permissions in Microsoft SQL Server. Therefore, these changes need to be done manually in Microsoft SQL Server.

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Copying users to a Microsoft SQL database table If you use a Microsoft SQL database in your DocuWare 5 system, you should note the following when creating new users: Create new users in DocuWare Administration if they have not already been entered in the SQL database. There are two ways in which you can copy them over: 1. Enter the users in the SQL database manually. or 2. If you have a parallel DocuWare 4 installation, you can also create users in the DocuWare Administration of DocuWare 4. This will automatically create them in the SQL database.

File Cabinet in DocuWare 4 Mode with Oracle ODBC Database Owing to the very large number of preinstalled tables in recent Oracle databases, it can take up to 30 minutes to create file cabinets in DocuWare 4 mode with an Oracle ODBC database. This is because all preinstalled tables must be imported first, and then the tables used for DocuWare are separated out.

7.6

Viewer

7.6.1

Starting the Viewer automatically in the background

To speed up document display in the Viewer, the various Viewer windows can be loaded automatically in the background whenever you start DocuWare. One Viewer window (Viewer 1) is loaded by default. You can define settings for this under either HKEY_LOCAL_MACHINE or HKEY_CURRENT_USER. The settings in HKEY_CURRENT_USER will overwrite the settings in HKEY_LOCAL_MACHINE.

HKEY_CURRENT_USER\Software\DocuWare\DocuWare\DACS (Viewer 1 \VIEW1

)

HKEY_CURRENT_USER\Software\DocuWare\DocuWare\DACS (Viewer 2 \VIEW2

)

HKEY_CURRENT_USER\Software\DocuWare\DocuWare\DACS (Viewer 3 \VIEW3

)

HKEY_CURRENT_USER\Software\DocuWare\DocuWare\DACS (Viewer during printing) \PRINT HKEY_CURRENT_USER\Software\DocuWare\DocuWare\DACS (Viewer during scanning) \Scan HKEY_CURRENT_USER\Software\DocuWare\DocuWare\DACS (Copy Viewer \CLONE

)

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You can define two settings under each of these nodes: one Preload value and one StayOpen value.

Preload=0

The Viewer window is not automatically started in the background.

Preload=1

The Viewer window is loaded in the background when you start DocuWare and closed when you close DocuWare.

Preload=2

The viewer window opens when a document is displayed for the first time. Even after the viewer window has been closed, the viewer stays in the memory for a specified time (see below). This is so that it can be used again quickly the next time a document is displayed. After the specified time has expired, the viewer is closed completely and unloaded from the memory. When DocuWare is closed, the viewer is also closed (and unloaded), even if the StayOpen time has not expired.

StayOpen=x If Preload=2 is set, this value specifies how many minutes the Viewer window should remain open after DocuWare has been closed.

7.6.2

Multiple Viewer instances

DocuWare can open up to four Viewer instances. The TOOLKIT which is used by CONTENT-FOLDER for displaying documents regularly calls up the fourth Viewer instance. Starting with DocuWare 5.1 a default has been implemented enabling TOOLKIT to open up a further instance – the first. This is defined in the registry under HKEY_LOCAL_MACHINE\SOFTWARE\DocuWare\DocuWare\DACS\TOOLKIT with this entry of type DWORD: UseSingleViewerHandle UseSingleViewerHandle=0 means that TOOLKIT can open multiple Viewer windows. UseSingleViewerHandle=1 means that TOOLKIT can open one Viewer window only. When to use: If you want to display documents from several CONTENT-FOLDER folders at the same time in different windows, you must set UseSingleViewerHandle=0. If UseSingleViewerHandle=1, the documents from the different CONTENT-FOLDER folders are shown in the same Viewer, which means you can look at them only one by one. However, by setting UseSingleViewerHandle=1 you achieve better performance as no extra Viewer instance is created.

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7.6.3

Timeout for loading documents

You can specify a time limit for loading documents into the Viewer. The default value is 1 minute. For changing the value, go to this key: HKEY_CURRENT_USER\Software\DocuWare\DocuWare\DACS\500 DWORD value : StartTimeout; Default 60000 Milliseconds The entry must be adjusted here - simply type in the desired value. The smallest value accepted is 10 seconds (value 10000) and the largest is 5 minutes (value 300000) . 7.6.4

Printing out of the Viewer

The Viewer checks the first page of a document. If this is a TIFF document or color document, then the entire document will be printed using the DPI amount of the first page. 7.6.5

Storing Scanner and Printer Settings (incl. TIFFMAKER)

Scanner and printer settings (incl. TIFFMAKER) can be either stored in HKEY_CURRENT_USER or in HKEY_LOCAL_MACHINE. If individual users need to store their settings, they must be stored under HKEY_CURRENT_USER. To define the storage location for scanner and printer settings in the registry, go to DocuWare Administration General – Miscellaneous – General Settings – Storing Scanner and Printer Settings. The default location is HKEY_LOCAL_MACHINE. If TIFFMAKER is running in Server Mode, the settings cannot be stored in HKEY_CURRENT_USER since the Server cannot access this section. If you change the location to store scanner and printer settings while TIFFMAKER is active, the previous storage location will at first be retained. Only after re-starting your computer TIFFMAKER will write these settings into the new location in the Registry. The same behaviour applies for ACTIVE IMPORT as well. 7.6.6

Text search in the Viewer

With TIFF formats, when you use the text search to search for two strings separated by a space, not only is the text that exactly matches the search expression highlighted in the TIFF document, but also any string where there is no space between the words. Example: You entered "Peter Miller" as the search text Strings highlighted in TIFF document: "Peter Miller" and "PeterMiller" This does not apply to external formats, only to TIFF documents and only if the search strings were sent to the viewer from the DocuWare search dialog box.

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7.6.7

Using New or Modified OCR and Barcode Configurations

If you use the Settings / OCR... or Barcode... menu of the Viewer to change existing OCR or barcode configurations or create new ones, these will not be available to you immediately, but stored on Content Server first. To load the new settings from the server, close DocuWare and then open it again. 7.6.8

Arabic Word Documents

When Word documents in Arabic, which is read from right to left, are displayed in the viewer, the word order is reversed when they are displayed. 7.6.9

Printer and Scanner settings

When you start the Viewer from within DocuWare, the printer and scanner settings are read from the organization settings. If however you start the Viewer as a separate application without DocuWare, the default printer and scanner settings are read from HKEY_CURRENT_USER. 7.6.10

Predefining print quality for color printing

Normally when you print in color from the Viewer, the printer uses its default resolution. If you need a different resolution, you can specify another dpi value via an entry in the registry. Color printing will then be printed with this dpi value. If in the registry you define a dpi value that is not supported by the printer, the printer will print using the nearest available dpi value. To predefine a dpi value, add the following entry to the registry under HKEY_CURRENT_USER\Software\DocuWare\DocuWare\DACS\500: ColorImagesPrintDPI of type DWORD. Enter the dpi value you want to use as the value. If this entry is not available or the value is null, the printer’s default resolution is used. For DocuWare REQUEST add the above registry entry under HKEY_CURRENT_USER\Software\DocuWare\DocuWare REQUEST\DACS\500. 7.6.11

Stamp With Items in the Keyword Field

If you use a stamp, over which entries are written in a keyword, you can only add an entry to the keyword field in the Windows Client. In the Web Client however, several keywords can be written over the stamp in the keyword field.

7.7

Result list

7.7.1

Document Flags

The first column of the Results list contains single letters which are flags for variouos document types. The following flags are available:

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a: (append, attach) Document or date entry has an appended document. p: (protected) Only the person who stored the document can view it. c: This is a COLD document. l: This is a locked document "-": Database entry without a document

File cabinets in DocuWare 4 mode only: v: (voice) Document or date entry has a voice annotation. f: (foreign). Document has a foreign format e (external). Document for which only a link (a reference file) was stored in the DocuWare file cabinet. while the document itself resides outside of the DocuWare system. ©: (copyright). This document can only be viewed by one person at a time. 7.7.2

Copying to a basket after searching in multiple file cabinets

When you run a search in multiple file cabinets, the Copy to Basket command appears only for those selected baskets that have the same DocuWare mode as the file cabinet from which you ran the search dialog. 7.7.3

Check-out: resetting the “Locked” document flag

When you lock a document using the Check-Out function, the Locked flag is attached to the document to prevent it from being modified. The Locked flag can be removed by the following persons:

File cabinets in DocuWare 5 mode: 

File cabinet owner



Person who checked out the document

File cabinets in DocuWare 4 mode: 

File cabinet administrator



Person who checked out the document

7.7.4

Maximum Number of Hits in the Result List

The number of hits in the result list has an upward limit. The default value is 10,000. You can change this value in the DocuWare Administration in the following area: Organization / File cabinets / File cabinet / Options / Miscellaneous / Index search options.

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This value also limits the number of documents that can be exported during each run of an export workflow.

7.8

TIFFMAKER

7.8.1

Functional Principle of TIFFMAKER

How it Works DocuWare TIFFMAKER works like a printer driver, i.e. applications see it as a normal printer. You install DocuWare TIFFMAKER under Windows like a printer driver. Unlike a normal printer, TIFFMAKER generates a file that converts the printed file to a graphics format.

TIFF Format By default, documents printed with TIFFMAKER are saved in black & white mode. If you wish to create a color document with TIFFMAKER, proceed as follows: 

Open the Attribute window of the TIFFMAKER (Start – Settings – Printers and fax machines – right-click on the TIFFMAKER you wish to use).



On the General tab, click on the Print Settings button.



Select the second tab, Paper / Quality and activate the Color option.

Black & white documents are stored as TIFF files; the default for color documents is PNG files. You can define a different file format for color documents as follows: On the Paper / Quality tab, click Advanced…. The Document Options section contains the Color Printing Mode entry. Here you can choose from various formats. With TIFF documents and using a checksum you can store a document in a totally authentic and faithful fashion. TIFF is also a non-proprietary standard format, so it can be displayed and printed with a large variety of viewers.

TIFFMAKER options TIFFMAKER options, like form layering, storing in basket, storing in file cabinet, indexing and printer settings, were selected to date in the Properties of TIFFMAKER port TIFF dialog window. You opened this dialog window as follows: 

Start/Settings/Printer



DocuWare TIFFMAKER 5/Context menu/Properties



in the dialog window Properties of TIFFMAKER/Details (Ports)/ tab Connection settings... (Configure button)

Seeing as you selected TIFFMAKER options in this properties window, up until now the options have depended solely on settings of the port with which the TIFFMAKER printer driver is linked.

Required files

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TIFFMAKER requires different files in WINDOWS system directories. These are the port monitor and the printer drivers. DocuWare path installed. 7.8.2

Important notes for DocuWare TIFFMAKER 5



Before you can create the first TIFFMAKER template, you must have started up the DocuWare client at least once. Otherwise, no DocuWare basket will be available for configuring TIFFMAKER, and the definition of a basket is mandatory for storage.



If you specify a RECOGNITION template in the TIFFMAKER configuration, the file cabinet used for RECOGNITION must have the same mode as the file cabinet in TIFFMAKER. This means that both file cabinets must be either in DocuWare 4 or DocuWare 5 mode. The basket specified in TIFFMAKER and the file cabinet must also have the same mode, i.e. either DocuWare 4 or DocuWare 5.

 

You can use the TIFFMAKER advanced printing preferences to specify whether TIFFMAKER reads the data specified by a RECOGNITION template from the print stream or using OCR. If the data is read from the print stream, i.e. "TXT on", there is no risk of the recognition errors that can occur with OCR, although in a very few cases the data cannot be read at all (e.g. when printing scanned documents). In these cases you should set "TXT off", so that the data is read using OCR. You can access the TIFFMAKER advanced printing preferences as follows: Select the TIFFMAKER you want from the list of printers and open the DocuWare TIFFMAKER Properties dialog box from the context menu. Now click on the General tab and then on Printing Preferences, and in the window that opens, click on Advanced… . As Printer Features you can selct between TXT on and TXT off.

7.8.3

Printing on a physical printer

If you use the Print option on a physical printer in TIFFMAKER, (Print/Additional Settings tab), you should enter your Windows login on the Network tab. If not the documents may not print correctly, especially if they are not in Letter format. 7.8.4

TIFFMAKER as Network Printer

If you have set up TIFFMAKER as a network printer and you want it to store TIFFMAKER documents directly in the file cabinet, you need some special settings. You must configure these on the computer on which TIFFMAKER is shared. No special settings are required on the computers of the clients who wish to use TIFFMAKER. 1

Grant write access to the C:\Windows\temp folder to all Windows users who wish to use TIFFMAKER.

2

Within the file system, grant write access to the folder of the DocuWare basket, e.g. C:\DocuWare\Baskets\ to all Windows users who wish to use TIFFMAKER.

3

To ensure that all Windows users have the necessary permissions, proceed as follows: Control Panel à Administration Tools à Computer Management à Services and Applications  WMI Control  Properties context menu  Security tab  Open Root node  Select CIMV2 node  Security button. Give the Remote Enable permission to user group Everyone.

After making these changes, restart the printer spooler.

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7.8.5

Printing multiple copies

If, from an application like Word you print a document with TIFFMAKER and enter a number higher than 1 under Number of Copies, instead of multiple copies only one document is created in DocuWare containing the multiple copies. If you allow forms to be defined, then for the first page of this document only the form for the first page is defined, for all other pages the form for the following pages. Example: In the TIFFMAKER configuration you have selected one form for the first page and one form for the following pages. You have also defined additional pages. You now print 2 copies of a 2-page document from Word. The document generated by TIFFMAKER consists of the following pages:

Page 1:

First page of the Word document with form for the first page

Page 2:

Second page of the Word document with form for the following pages

Page 3:

First page of the Word document with form for the following pages

Page 4:

Second page of the Word document with form for the following pages

Page 5 and following:

Additional pages

This example assumes that the Sort option has been activated. If you deactivated this option, the order of pages 2 and 3 will differ. 7.8.6

Login-Cache for TIFFMAKER with RECOGNITION

When you use TIFFMAKER with RECOGNITION, a login for RECOGNITION is executed in the background. To avoid having to repeat this login with each TIFFMAKER print job, the login can be kept open. This accelerates the use of TIFFMAKER with RECOGNITION considerably. The same applies if you are extracting whole document pages by OCR together with TIFFMAKER. The following registry entries control the login cache: HKEY_LOCAL_MACHINE\SOFTWARE\DocuWare\DocuWare\TIFFMAKER Value "DisableLoginCache" (DWORD, default 0): 1: Login cache disabled

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0: Login cache enabled Value „LoginCacheMaxAge" (DWORD, default 3): Minimum time (in minutes) that the login must be kept open for. Value „LoginCacheCleanupInterval" (DWORD, default 1): Interval (in minutes) at which logins kept open must be cleaned up. The default setting therefore keeps the login open for at least 3 minutes. The system checks at oneminute intervals to see if the login is more than three minutes old. If it is, the login is closed, otherwise it is left open 7.8.7

7.8.8

Files under TIFFMAKER 2000 and TIFFMAKER 5 Description

File name with TIFFMAKER 2000

File name with TIFFMAKER 5

Port monitor, further processing

Dwtmpm2k.dll, Dwtmfp.dll

Dw5tmpm.dll, Dw5tmfp.dll

Driver

Dwtmc2k.inf, Dwtmc2k.dll, Dwtmc2k.gpd, Dwtmc2k.ini, Dwtmc2kr.dll, Stdnames.gpd

Dw5tm.inf, Dw5tm.dll, Dw5tm.gpd, Dw5tm.ini, Dw5tmr.dll, Stdnames.gpd

Setup

Tmsetup.exe, Tminst.dll

Tmsetup.exe, Tminst.dll

Universal driver (Microsoft)

Unidrv.dll, Unidrv.hlp, Unidrvui.dll, Unires.dll

Unidrv.dll, Unidrv.hlp, Unidrvui.dll, Unires.dll

TIFFMAKER Control

The TIFFMAKER printer driver contains the printer font "TIFFMAKER Control and the “TIFFMAKER TTControl “ font . The TIFFMAKER options are not solely dependent on the port settings but can alternatively be controlled from the application that starts the print job. TIFFMAKER analyzes text which is printed in this type style (TIFFMAKER Control) and transfers this information as index information. Afterwards the text is not part of the printed output. Recognition templates cannot be used to extract index words in conjunction with TIFFMAKER Control.

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Commands As an alternative to the settings in the properties window, you now have commands available for controlling TIFFMAKER options. You write the commands on the document in your application and at any point.

Form of Commands The commands must be of the following form to be recognized as control sequences: 

All commands must commence with &.



The font must be "TIFFMAKER Control" or "TIFFMAKER TTControl“.



The type size must be 10 points.



The commands have to be written in the manner described in the table below.

Fonts The "TIFFMAKER Control" font will be available in the application program if TIFFMAKER is set as default printer. The font then appears as an option, e.g. in Microsoft Word. The "TIFFMAKER Control" device font is represented by a printer icon. If you use Microsoft Word or Excel text fields for the TIFFMAKER Control commands the text fields have to be frameless. 

TrueType Fonts TrueType fonts are identified by a TT icon in Microsoft Word for example. Conversion to TIFF format changes TrueType fonts into graphics. As a result of this graphical format, index terms can only be read out with the aid of OCR.



Device Fonts Device fonts are identified by a printer icon in Microsoft Word for example. Conversion to TIFF format means that text formatted with a device font is preserved as text. So a device font can be read out direct.

Principle Unlike the actual document set in a TrueType font, the text set in a device font is preserved as text and not converted to TIFF format. In this way all text set with "TIFFMAKER Control" is ignored during conversion to TIFF format and does not appear in the TIFF document or when actually printed. This makes such text suitable for the commands. Conversion detects, interprets and saves the commands, subsequently comparing them with the port settings. The commands take priority over the port settings. As soon as a command is detected in a document, the particular port setting is overwritten. If there is a "&Field" command in the document, any RECOGNITION setting will be ignored. A full-text OCR setting is preserved.

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The commands are valid for all existing versions of DocuWare TIFFMAKER 4, DocuWare TIFFMAKER 2000 and DocuWare TIFFMAKER 5.

The Different Commands Command

Meaning

Example

Remarks

&TgtArchive:

Determines the file cabinet in DocuWare 4 mode for filing.

&TgtArchive:c:\test\test.adf

This command can be executed only once in a document. If this command occurs several times in the same document, the last one will be used.

&TgtArchiveID:

Specifies the file cabinet in DocuWare 5 mode for filing

&TgtArchiveID:89feb9f7-414d49be-8e99-def3230813fd

This command is evaluated once only per document. If it occurs more than once within a document, only the last one will be acted on.

&TgtPath:

Determines the basket for filing.

&TgtPath:c:\test

This command can be evaluated once in a document. If there are several commands in the same document, the last one on the first page of the document will be used.

&Field:entry

Determines the &Field17:DOCUWARE database field of the document database through the internal field index and the index entry that is to be written into this database field. You can use dd.mm.yy or dd.mm.yyyy as the date format.

This command can be evaluated numerous times per document page. If there are multiple entries for one database field, the last one will be selected. Index information is always stored in the Header of each page. When storing a document, only index data placed on the first page is available.

&Print:

Determines the printer on which the document is to be printed out.

This command can be evaluated once in a document. If there are several commands in the same document, the last one will be used.

&Print:HP Laserjet

&Form: Determines a &Form:c:\form0001.DWTiff DocuWare TIFF that is to be layered on the

This command can be evaluated once on each page of a

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Command

Meaning

Example

document.

Remarks document. If there are several commands on the same page of a document, the last one will be used.

&NoStoreDlg

Determines that the filing mask will not be opened when filing.

&MF

Determines that the form will be merged with the document before printing. A printer must be determined first by the &Print command.

This command can be evaluated once on each page of a document. If there are several commands on the same page of a document, the commands are treated like a one-time entry

&ND

Determines that this page is the first page of a new document in the print job. This breaks down a document into several documents.

This command can be evaluated once on each page of a document. If there are several commands on the same page of a document, the commands are treated like a one-time entry.

&TgtFile:

Specifies the document name to be used. The name does not contain any file extension and must have the following format: DOCUxxxx, whereby xxxx must be a number between 0001 and 9999.

This command can be evaluated once on each page of a document the first one is used. If there are several commands on the same page of a document the first one will be used.

&NoStoreDlg

This command can be evaluated once per document; if specified more often, it has the same effect. After the TIFFMAKER port settings have been saved, there is a string named "LoginAlways" in the registry under HKEY_LOCAL_MACHIN E\ SOFTWARE\DocuWare\ DocuWare\TIFFMAKER\ 500\. In order for the '&NoStoreDlg' command to work, set this value to '00001'

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Notes To see the available field types and the associated field indices, see the list for DocuWare 5 mode file cabinets in chapter Field types and field indices (on page 116) and for DocuWare 5 mode file cabinets in chapter Field types and field indices (on page 116). When the name of a print job begins with the characters &TMCONTROL, then the remaining characters of the print job will be interpreted as CONTROL-commands. The term print job is not necessarily the equivalent of a document, because you can split a print job into several documents with the &ND command. Then you can determine options for the individual documents. If multiple commands are to be used on one page, they are lined up consecutively, e.g., &TgtArchive:c:\test\test.adf&Field17:DocuWare&Field21:Account

Functions The following functions are available to you: 

With the &ND command plus the &TgtPath command you can print a document in different baskets. Until now you could only print in the basket determined by the port setting.



Printing in several file cabinets is also possible, to several mail recipients, with different form layering. The &Field command can be used to set a single database field to a certain value. Previously this was only possible with the aid of RECOGNITION.

 

With the &ND command you can start a new document, within a print job, for which you can determine separate options.

You write the commands on the document in your application and at any point.

Example The options to be executed are as follows:



Store the document in the "DokPool" DocuWare 5 file cabinet with the index terms "lying Tom KG" and "Invoice" in the first two Text20 fields and 26.09.2005 as the entry in the first date field. Printout on HP Laserjet



After printout, merging with the layered form/letterhead



&TgtArchiveID: 89feb9f7-414d-49be-8e99-def3230813fd&Field0:Flying Tom KG &Field1:Invoice&Field64:26.05.2005 &Print:HP Laserjet 4Si&Form:\\server\docuware\docu0001.001

Applications "TIFFMAKER Control" can be used in the following applications: 

Commercial applications You can integrate the commands in forms for flexible creation of print for invoices, shipping notes, etc.

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Microsoft Office products With Microsoft's Office products you have the possibility of importing the index terms to the commands from the text with the aid of macros and deleting the commands once they have been executed.



Standard letters Through the commands matched to a document you can now file standard letters under the particular recipient. The print process can slow down when printing more than 500 pages in one print job. We recommend to perform performance tests for print jobs between 500 and 1000 pages. If the performance is not sufficient with one large print job (e.g., hard disk capacity is not sufficient for temporary file), please separate the print job into smaller ones.



Software partnerships With "TIFFMAKER Control" the software producer can control the filing process direct from his/her application.

Advantages The commands are written straight into the document, so you can select the required options for each document without first having to determine a special RECOGNITION configuration, a special OCR setting or a special TIFFMAKER configuration. Previously these special configurations applied to the entire document. But now, with the &ND command, you can split one document into several documents and select the required options for each one of them. No OCR has to be loaded and executed any longer, so filing is very much faster. Storing is 100% secure because of transfer of the index terms as text (CI = coded information).

TrueType font for TIFFMAKER TTControl The "TIFFMAKER TTControl" TrueType font is available in all programs that can handle TrueType fonts, regardless of the selected printer. Since the font "TIFFMAKER TTControl" can no longer be replaced by a Device Font, this makes sure that those commands set in this font type are recognized and executed. 7.8.9

Different Modes of the TIFFMAKER

DocuWare TIFFMAKER provides a choice of these three modes: 

Standard mode



Server mode



ASP mode.

You can specify the mode under TIFFMAKER Attributes on the Print/Miscellaneous settings tab. Here is how you get there: 

Click on Start – Settings – Printers and fax machines



Right-click on the appropriate TIFFMAKER and then on Attributes



Specify the TIFFMAKER mode in the lower part of the Print/Miscellaneous Settings tab

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Standard Mode Functionality

TIFFMAKER prints on a local computer.

Functions Supported

TIFFMAKER in Standard Mode supports the storing of documents in file cabinets and in baskets.

Error Messages

Error messages appear directly on the monitor.

Server Mode Functionality

TIFFMAKER is installed on a server and accessible to the network.

Functions Supported

TIFFMAKER server mode allows you to import documents into a DocuWare basket and store documents in a file cabinet without opening the store dialog.

Functions Not Supported

It cannot be used to store documents in a file cabinet with opening of the store dialog.

Error Messages

Error messages are written to the Windows application log. The client does not receive any error messages.

Note

When specifying path, always indicate UNC paths, and not connected network drives. In Server mode you can only resume printing on a network printer if on the Network tab in the TIFFMAKER port settings you have specified a valid Windows user who has permission to access that printer.

ASP (Application Service Provider) Mode Functionality

TIFFMAKER is installed on a Windows Terminal Server. TIFFMAKER is then available to the user within a client session.

Functions Supported

TIFFMAKER in ASP mode allows you to import documents into a DocuWare basket and store documents in a file cabinet without opening the store dialog.

Functions Not Supported

It cannot be used to store documents in a file cabinet with opening of the store dialog.

Error Messages

Error messages are written to the Windows application log. Should an error occur while printing, all terminal sessions of the concerned user are informed.

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Note

7.8.10

When specifying path, always indicate UNC paths, and not connected network drives.

TIFFMAKER: Using Environment Variables in the Basket Path

If you created baskets centrally with system variables or the "%USERNAME%" (case-sensitive) variable in the basket path, you can use these as normal with TIFFMAKER. The following old variant continues to exist: With TIFFMAKER you have the option of using an environment variable in the basket path. To use this function, the basket path -- including the variables (with the format %VARIABLENNAME%) -- must be entered into the registry by hand. To do this, proceed as follows: Open the registry key HKEY_LOCAL_MACHINE\SOFTWARE\DocuWare\DocuWare\TIFFMAKER\500\ 

Open KonvPath



Enter the basket path, including the variables: (e.g. C:\Baskets\Users\%USERNAME%\)

is the name of TIFFMAKER in the Print administration and %USERNAME% is the environment variable. For the user called Mayer, Tiffmaker will print into the basket "c:\Baskets\USERS\Mayer", while it prints them into the basket labeled "c:\Baskets\USERS\Huber" for the user called Huber. As long as a variable is used, it is not possible - as usual - to make the settings for the basket within in the port settings 7.8.11

Manually Installing and Uninstalling TIFFMAKER Printer Drivers

To install or uninstall TIFFMAKER printer drivers manually, start the program tmsetup.exe in DOS mode in the DocuWare program path with the parameter –c5u to uninstall and –c5 to install TIFFMAKER 5. For TIFFMAKER 2000, use the parameters –cu to uninstall and –c to install. 7.8.12

TIFFMAKER on Windows Vista, Windows 2008 and Windows 7

Windows Vista, Windows 2008 and Windows 7 limit some service options. For DocuWare TIFFMAKER, this means that it can no longer display a user interface, or even communicate with DocuWare main window. This has an impact on how TIFFMAKER is configured and used.

Configuration On Windows Vista, Windows 2008 and Windows 7, configure the TIFFMAKER ports in DocuWare Administration using the "Local – TIFFMAKER Configuration" menu command. Therefor open the DocuWare Administration within the Explorer via the context menu item execute as administrator. To

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open DocuWare Administration on Windows 7 you must first log on as a local Windows administrator in User Account Control. Since TIFFMAKER is unable to display dialogs or communicate with other programs, at this point you can copy your documents into a directory of a basket or store them in a file cabinet but without opening a store dialog. Storing to a file cabinet with opening of the store dialog is not possible from here. If you choose a file cabinet and to open the store dialog, this setting will be ignored at runtime. You can work around this problem as follows: First print the documents to a DocuWare basket using TIFFMAKER (without storing in the file cabinet). Then monitor this basket using ACTIVE IMPORT and configure the ACTIVE IMPORT job for storing the documents in the file cabinet by opening the store dialog (ACTIVE IMPORT > Target tab > Open storage menu option).

Note on copying in a basket by TIFFMAKER Documents copied into the directory of a basket by TIFFMAKER will only be displayed if you update the basket. You have two options here: 1

Manual update: You can update the basket manually using the Update command on the basket context menu or on the Edit menu.

2

Automatic update: If the basket was created within DocuWare Administration, you can enable the Automatic update of baskets option there for the basket (Organization – General – Baskets). If the basket was created on the DocuWare client, you can select the Enable automatic update option in the basket settings there.

7.8.13

TIFFMAKER with Windows XP 64-bit/Windows 2003 64-bit

Use On 64-bit systems, TIFFMAKER can only be used as a shared network printer. It is installed, configured and shared as a network printer on a PC with a 32-bit operating system. The client PCs with 64-bit operating system are then connected to the TIFFMAKER. This means that all client PCs use the same TIFFMAKER Port configuration. Port configuration for TIFFMAKER can only take place on a 32-bit operating system and not on a 64bit operating system.

Prerequisites for installation To install the TIFFMAKER printer driver for 64-bit systems, you require a PC with a 32-bit system on which DocuWare and TIFFMAKER are installed. TIFFMAKER must be shared as a network printer. In addition you require the installation CD for the 64-bit operating system and the TIFFMAKER drivers for 64-bit systems. You will find the latter on the DocuWare installation DVD.

Installation variants Installation can take place centrally or locally. In the case of central installation, the TIFFMAKER printer drivers are automatically installed on the 64-bit PCs as soon as they connect to the 32-bit PCs. In the case of local installations, the printer drivers must be installed manually on all of the desired 64-bit PCs.

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Central installation For central installation please use a PC with Windows Server 2003 operating system (32-bit), Windows XP (32-bit) is not supported. Now install the TIFFMAKER drivers for 64-bit systems on this PC. To do so, open the Printers and Faxes window and right-click on the empty area. From the context menu, select the entry Server properties. In the window that opens, click on the Drivers tab and click Add.

You will now be guided by a Wizard. As you proceed, select only the processor x64 for the versions Windows XP and Windows Server 2003. In the following dialog box, click the Have Disk…button

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and select the file dw5tm.inf of the TIFFMAKER driver for 64-bit systems (located on the DocuWare 5 Installation-DVD in the folder „Tiffmaker x64“). The following dialog box now appears:

At the end of this Wizard you will then be asked for files of the 64-bit operating system.

To do so, insert the installation CD of the 64-bit operating system (XP or Server 2003). After doing so, close the Wizard. The new printer driver is now listed in the Print Server Properties window. This completes the work on the 32-bit PC.

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To install the TIFFMAKER printer driver on a 64-bit PC, on the 64-bit PC in the Explorer, go to the 32bit PC on which 64-bit printer drivers are installed and select Connect from the context menu of the shared printer. The drivers will now be automatically installed.

Local installation To install TIFFMAKER drivers for 64-bit systems locally, proceed as follows: Open the Explorer on the 64-bit PC, then go to the 32-bit PC and select Connect from the context menu of the shared TIFFMAKER printer. The system asks you for the drivers for this printer.

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Click the Have Disk…button and select the dw5tm.inf file of the TIFFMAKER driver for 64-bit systems (located on the DocuWare 5 Installation-DVD in the folder „Tiffmaker x64"). The following dialog box now appears:

Click on OK. You can now use the TIFFMAKER drivers for 64-bit systems on your PC with 64-bit operating system. During installation you may receive a warning that the TIFFMAKER drivers are not signed. If so, click Install anyway and proceed with the installation. 7.8.14

Using TIFFMAKER with Roaming Profiles

If you use server-based profiles (roaming profiles) for your Windows user accounts and the error message "Cannot create COM instance of .NET class" appears when using TIFFMAKER, you can solve the problem by adding the following entry to the registry under HKEY_LOCAL_MACHINE\SOFTWARE\DocuWare\DocuWare\TIFFMAKER: InitOnStartup of type DWORD with value 1. Possible values for this entry are:

0 (Default)

When the printer queue starts the .NET configuration system is not initialized.

1

When the printer queue starts the .NET configuration system is initialized. This avoids problems when using roaming profiles.

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7.8.15

Advanced Logging with TIFFMAKER

If you want to set up advanced logging for TIFFMAKER, proceed as follows: 

Create an empty text file (for example with the Windows editor) and save it with the name tiffmaker.log in %ProgramFiles%\DocuWare\TIFFMAKER. You may have to create the TIFFMAKER subdirectory as it does not exist by default.



Under Properties / Security, give the Full Control permission to the Everyone user group.



Restart the printer queue.

If TIFFMAKER finds the tiffmaker.log file when it starts, it will write the advanced logging to this file. Should problems occur with TIFFMAKER, you can send this file to Support. To disable advanced logging, stop the printer queue, rename or delete the file and then restart the printer queue.

7.9

Office Add-In

DocuWare gives you the possibility of storing MS Office documents from MS Office programs directly in a selected DocuWare file cabinet or a selected DocuWare basket. This feature is available for Microsoft Office 2003, 2007 and 2010 for the main programs Word (32 Bit), Excel (32 Bit) and PowerPoint (32 Bit). Office 2010 must be installed in standard mode. If it was installed via “Click-to-run”, you cannot use the Office Add-In as virtual system drives were created during this installation which the DocuWare Office Add-In cannot access. Up to now, the archiving process for Microsoft Office documents involved several steps: 

Save the documents to the hard disk



Import the documents in a DocuWare basket



Store the documents in a DocuWare file cabinet

The DocuWare Archiving button which is provided in the selected Microsoft Office program makes the storage process for Microsoft Office documents considerably simpler. Via the Setup – DocuWare Office Add-In dialog window which is opened in DocuWare via the Options / Open Office Add-In menu item, set the Microsoft Office program(s) that is/are added via the DocuWare Archiving button and the add-in. In the Microsoft Office program(s), open the DocuWare Office Add-In dialog window via the DocuWare Archiving button. Here you determine the DocuWare file cabinet or the DocuWare basket where the current Microsoft Office document is to be stored. An accurate description of the procedure for storing using the DocuWare Archiving button can be found in the DocuWare Online Help, in the DocuWare Office Add-In chapter. The installation of the DocuWare Office Add-In is described below.

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7.9.1

Setup

Starting the Setup Start the DocuWare Office Add-In Setup from DocuWare with the menu item Options – Office AddIn...

The Installing Mask After calling the Setup program from DocuWare, the settings window for Microsoft Office Add-In’s appears. Here you must now select the products for which the Add-In’s are to be installed. When different Office versions are installed, the Add-In will always be installed for the newer Office. (please refer to Ch.Background Information). After you have chosen your applications, click on Next>>.

The Installation Procedure For the installations procedure there is a key attached in the registry under „HKEY_CURRENT_USER\Software\DocuWare\DocuWare\Office Add-In". Following this the Add-Ins will be copied to each chosen directory, in relation to the individual registered applications. When this is completed, the icons in the Office applications tool bar will finally be created. If you are running Win9x, you will be asked to restart your computer, however if you are using WinNT or Windows 2000, there is no need to restart and you can continue working.

If the Add-In for Microsoft Excel has already been installed, this application should not be closed. In order to use the Add-In for Microsoft Excel you must firstly close the application itself .

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The Deinstallation In order to complete the de-installation procedure, you should likewise start the Setup from DocuWare, and remove the tick in front of the Office-Software components for the Add-In. 7.9.2

Office Products

After the setup has been successfully completed, you will find a new button in the Office application. After one click on this button the main mask of the DocuWare Office Add-In appears. In all applications you can check whether or not the Add-In has been correctly installed with the menu Tools – Templates and Add-Ins... or Extras – Add-Ins Manager... and then start the Add-In configuration . Here there is an Add-in for every office version called „DW_MSO2x" (Office 2000/XP/2003) for the installed list of Add-Ins. 7.9.3

Update des Office Add-Ins

If you choose to update the Office Add-In while updating from DocuWare, you deinstall the Office Add-In by opening the Setup DocuWare Office Add-In dialog window with the menu item Options/Office Add-In.... Here you can deactivate the Office Add-In in all applications by clicking in the appropriate check box. To continue, you click on the button Next>>. After updating, re-open the dialog window Setup DocuWare Office Add-In and activate the Office Add-In for the appropriate applications. When you click on the button Next>>, the current version of the Office Add-In is installed. 7.9.4

Office Add-In on Windows 7

To install the Office add-in, your Office installation must include the Visual Basic for Applications components from Office Shared Features. This is the case with Office 2003 and Office 2007 for a default installation. You can check to see if you have these components installed on your computer under Software in the Control Panel. If you do not have these components, you will need to install them. Switch off User Account Control first before installing the Office Add-In as usual from the DocuWare client (Options > Office Add-In). Once installation is complete, you can enable User Account Control again. (If you do not switch User Account Control off before installing the Office add-in, the User Account Control dialog appears where a local Windows administrator must log on. The Office add-in will then be set up for the administrator and not for other users of the computer.)

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DocuWare Web Client

8

To use Web Client, you must Allow non-registered Clients. This option, which is enabled by default, can be found in DocuWare Administration under Name of organization > General > Clients. If you disable this option, you will not be able to access Web Client from any computer.

8.1

Computers on which Web Client Server is installed

8.1.1

Restarting IIS correctly

After a change to a DocuWare Web instance the IIS (Internet Information Services) must be restarted. You receive a message informing you of this. To restart the IIS, use one of the following options: 

Open the Windows command line and enter iisreset.



Open Computer Management (Start > Run > compmgmt.msc or Control Panel > Administrative Tools > Computer Management). In Computer Management, go to Services and Applications. On the Internet Information Service node, open the context menu and select All tasks > Restart IIS …

8.1.2

Web Client in Compatibility Mode for Internet Explorer 7

To allow Web Client to run correctly in Internet Explorer 8, Internet Explorer must be switched to the compatibility mode for Internet Explorer 7. To prevent each individual user from having to do this, it is best to make this setting on the server. With IIS 7 (Internet Information Services) for Windows Vista or Windows Server 2008, this setting is made automatically as of DocuWare 5.1b SP2. If you are using IIS 5.1 or IIS 6, you will need to make the following special setting in Internet Information Services: Set the http header X-UA-Compatible to the value IE=EmulateIE7. To do so, carry out the following steps: 1

Click Start, click Run, type inetmgr.exe, and then click OK.

2

Expand the server you want and then expand Web Sites.

3

Right-click the Web site you want and then click Properties.

4

Click the HTTP Headers tab.

5

Under Custom HTTP headers, click Add.

6

In the Custom header name box, type X-UA-Compatible.

7

In the Custom header value box, type IE=EmulateIE7.

8

Click OK two times.

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8.1.3

IIS 7: Customizing Document Size Limitations

With the IIS 7, the size for files that can be downloaded is limited by default to 30 MB. You can change this value as follows: 

Open the IIS 7 Manager via Start> Run>and the Inetmgr.msc item.



From the tree structure in the left-hand window pane, select the website that is used for DocuWare Web Client and with which it should be possible to download large files.



Finally, click Request filtering in the right-hand window pane.



If this is loaded, right-click in the empty pane and select Edit feature settings from the context menu.



In the new window enter the required file size under Maximum allowed content length (Bytes).

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8.1.4

Machine name

If you want to have the option of using cookie-based sessions when using the Web Client (recommended), the name of the computer on which DocuWare Web Client Server is installed must not contain any special characters apart from "-", and especially no underscores. Otherwise Microsoft Internet Explorer will be unable to store cookies. (See http://support.microsoft.com/default.aspx?scid=kb;EN-US;q312461 (see http://support.microsoft.com/default.aspx?scid=kb;en-us;q312461 http://support.microsoft.com/default.aspx?scid=kb;en-us;q312461 ).) This also applies to the Keep me logged in option. This only works if the computer name does not contain any special characters, and especially no underscores. 8.1.5

Logging Errors

Errors on the Web client are automatically logged by the system. A file is created for each error and stored under \Log\Error\\ on the computer on which Web Client Server is installed. To avoid performance losses, all logging files more than 7 days old are deleted by default. You can change this value if required, in the DWWeb Client.settings file, which in a default installation is located in the directory C:\Inetpub\wwwroot\. Here you can modify the following value to your requirements: 8.1.6

value in days

Logging Document Downloads

You can log document downloads by going to the DWWebClient.settings file (in a default installation located in C:\Inetpub\wwwroot\) and setting the DWLogSession value to true. Corresponding entries are then stored in the Session.log file, which in a default installation is located in C:\Programs\DocuWare\Web Client Server\Temp\DWWeb\\. Please note that a document download is entered in the Session.log even if the download is cancelled in the dialog that follows. This cannot be changed for technical reasons, because by the time of cancellation, the document has already been downloaded.

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8.1.7

Displaying Document Files in the Web Client Viewer

In the default setting the Viewer treats Web Client files with the endings 001, 002 etc., BMP, DWTIFF, JPEG, JPG, PNG, TIF, TIFF not as individual files, but as multiple-page files. This means that if several files of one of these types are combined within one DocuWare document, you will navigate through the document not using the file navigation but with the page navigation. Example: A document consists of the following files in the order listed below: 1

DWTIFF

2

DWTIFF

3

DWTIFF

4

DOC

5

BMP

6

BMP

7

DWTIFF

8

DWTIFF

In the Viewer on the Web Client, this document is shown as consisting of four separate files: 1

3-page TIF

2

DOC

3

2-page BMP

4

2-page TIF

Usually this behavior is advantageous. However, if one DWTIFF file is a multiple-page TIFF, you will no longer be able to navigate within the multiple-page TIFF. To change this behavior, open theFileTypes.xml file, which in a default installation is located in the following path: C:\Program Files\DocuWare\Web Client Server\Web Common\DocuWare\Resources\xml. Change the existing entry where you set the values viewAsPage and singlePageFormat to false. Via the attribute displayPageCount determine whether the total number of pages for the document is displayed immediately in the navigation bar of the Web Client when a document is displayed. 8.1.8

Limiting the length of select lists

The length of select lists on the Web Client is limited to 50 (default value) for performance reasons. However, you can change this value if necessary.

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You do this by changing the DWSelectListLength value in the DWWebClient.settings file, which in a default installation is located in C:\Inetpub\wwwroot\DWWebClient. 8.1.9

Using Windows Performance Monitor for DocuWare Web Client

To monitor the performance of DocuWare Web Client, you can use the Windows Performance Monitor. To use this option, you must 

either have created a new Web instance, after installing Service Pack 2 for DocuWare 5.1b,



or run DWWebInstall.exe createWebCounters in the Windows command line. (On Windows Vista, you need the Windows command line with administrative rights for this, so you need to run e.g. the cmd.exe file via the Open as Administrator context menu.)



In either case, you must change the setting from "false" to "true" in the DWWebClient.settings file, which in a default installation is located in C:\Inetpub\wwwroot\DWWebClient.

Now open the Windows command window and enter the Perfmon (for Performance Monitor) command. The Performance window opens.

Click inside the window on the plus sign on the toolbar to add performance indicators.

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Select DocuWare as the performance object. You can then choose from the following performance indicators: Created login handlers Created sessions Created sub sessions Currently open documents Error tickets Executed queries Opened documents Opened login handlers Opened sessions Opened sub sessions Time to open a document You can either monitor all DocuWare Web instances or select an individual instance to be monitored from the list. The individual instances are listed here with their ID as they are defined in DocuWare Administration. If a document has text annotations applied to overlays and if the annotations used "raster fonts" (not True Type fonts) or fonts that are not installed on Web Client Server, problems could have arisen earlier when rendering a document for display in the Viewer. In that case, the document could not be displayed. To get around this problem in these cases, the font is automatically converted to Arial. If you want to use a different font to Arial, you can change the settings. Open the DocuWare.Gapi.dll.config file, which in a default installation is located in C:\Inetpub\wwwroot\DWWebClient\bin. Amend the following entry in the attribute highlighted in red and replace Arial with the font you want to use:

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8.1.10

Web Client Server with IIS7 on Windows Server 2008, Windows Vista or Windows 7

If you have installed Web Client Server on a computer with Windows Server 2008, Windows Vista or Windows 7 and use IIS 7, the Windows Authentication and IIS 6 Management Compatibility components must also be installed on the computer. To add these components, open Server Manager by going to Control Panel > Administrative Tools. There, navigate to Roles > Web Server (IIS). Then click Add Role Service and select the Windows Authentication and IIS 6 Management Compatibility components for installation.

8.1.11

Web Client Server on 64-bit Systems

To use Web Client Server on a 64-bit system, you need DocuWare 5.1b SP1 or higher, or DocuWare 5.1b with Hotfix8. 8.1.12

Windows 2003 Server 64-bit: Switching IIS and ASP.NET to 32-bit mode

If the computer on which you installed Web Client Server is a 64-bit Windows 2003 Server, you must switch the IIS (Internet Information Services) to 32-bit mode when using DocuWare Web Client. You do this as follows: 1

Click Start and Run..., enter cmd and click OK.

2

Enter the following command to enable 32-bit mode: cscript %SYSTEMDRIVE%\inetpub\adminscripts\adsutil.vbs SET W3SVC/AppPools/Enable32bitAppOnWin64 1

3

Next enter a command to register the current version ASP.NET 2.0 (32-bit) in IIS: %SYSTEMROOT%\Microsoft.NET\Framework\\aspnet_regiis.exe -i

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for example: %SYSTEMROOT%\Microsoft.NET\Framework\ v2.0.50727\aspnet_regiis.exe -i On a 64-bit Windows 2003 Server you have to switch all IIS to 32-bit mode. Websites based on a 64bit system may no longer be available. 8.1.13

Windows 2008/Windows Vista/Windows 7 64-bit: Creating an IIS application in 32-bit mode

If the computer on which you installed Web Client Server is a Windows 2008/Windows Vista/Windows7 system with IIS7 (Internet Information Services), you can set up several IIS applications and specify in each case whether the application is 32-bit or 64-bit. This gives you the option to make websites available which are based on both 32-bit and 64-bit systems. See below for how to set up an application in 32-bit mode in IIS: 1

In IIS7 Manager, right-click in the tree structure on Application Pool and select the Add Application Pool entry from the context menu.

2

Give the application pool a name, select .NET Framework Version 2 and enter Classic as the Manage Pipeline Mode.

3

The new application pool is now contained in the list of application pools. Right-click on the new application pool and select Advanced Settings from the context menu.

4

Set the Enable 32-bit Applications option to true.

5

Now go back to the tree structure and navigate to DocuWare Web Client (by default under the name DWWebClient). Right-click to open the context menu and select Manage Application à Advanced Settings.

6

Select the new application pool you just created.

8.1.14

Importing Hotfix for Web Client Server Correctly

If a hotfix contains files that you must copy to the C:\Inetpub\wwwroot\\bin directory, you cannot simply rename the old files and add the new ones. This is because the IIS (Internet Information Services) attempt to load all the files in the bin directory. To import a hotfix correctly, delete the existing file first or save it to another location to which the IIS do not have access. Then copy the file from the hotfix to the bin directory. 8.1.15

Session Timeout

In the DocuWare Administration, in the Technical Settings category of a Web Instance, you can determine a timeout for the connection to the DocuWare system. This timeout refers to the connection of a Web Client Browser session to the DocuWare system. In addition to this timeout, there is a so-called Idle Timeout on the level of the IIS (in the Advanced Settings from the Application Pool). If in the time given here there are no requests to the Web instance that is hosted there, then the connection is severed. If this timeout is lower than the timeout given in DocuWare, then a session can also be ended sooner than is set in DocuWare.

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8.2

Login

8.2.1

Using the Trusted Login with Mozilla Firefox

If you open DocuWare Web Client in Mozilla Firefox and use the trusted login to log in to DocuWare, Mozilla Firefox sends a network ID query. If you want to stop this query from being sent, you must specify the name of the Web server on which Web Client is running in the Firefox settings. Do this as follows: Enter about:config in the address bar and press Enter.

In the list that appears, double-click on the entry network.automatic-ntlm-auth.trusted-uris.

This opens an input dialog.

Enter the name of the Web server on which Web Client is running. To enter more than one Web server name, separate them with commas. Click OK to finish.

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8.2.2

Using the DocuWare Login when Trusted Login is the Default Setting

If the trusted login is selected as the default setting for a Web Client instance, you can still access this instance using the DocuWare login. Simply add /Login.aspx at the end of the URL. Example: You access Web Client with a trusted login via the URL http://host/DocuWareWebClient To call up the DocuWare login, just use the URL http://host/DocuWareWebClient/Login.aspx 8.2.3

Using the Trusted Login when DocuWare Login is the Default Setting

IIf the DocuWare login is selected as the default setting for a Web Client instance, you can still access this instance using the trusted login. Simply add /ntlm/ at the end of the URL. Example: You access Web Client with the DocuWare login via the URL http://host/DocuWareWebClient. To use the trusted login, use the URL http://host/DocuWareWebClient/ntlm/ 8.2.4

Forward to DocuWare-Login if Trusted Login does not work

If the Trusted Login does not work successfully to login in the Web Client, you get an appropriate message and you are forwarded automatically to the DocuWare login. With Internet Explorer 7 the automatic forwarding works only if the site which is used to call the Web Client, is listed in the Internet Explorer as "Trusted Site" or if the Web Client Server is located in the local intranet.

8.3

Using Web Client

8.3.1

Number of DocuWare Licenses Used

If you have a web instance with the option Use DocuWare licenses for DocuWare Web Client, the DocuWare licenses will be used as follows. Note there is a difference between browsers.

Firefox When you open the Web Client in Firefox, only one DocuWare license is used even if you open multiple instances of Firefox and use the same DocuWare login in each. This is because only one "firefox.exe" process runs even with multiple Firefox instances.

INTERNET EXPLORER When you open the Web Client in INTERNET EXPLORER, one DocuWare license is used for each instance of INTERNET EXPLORER. This is because INTERNET EXPLORER is launched as a separate application each time it is opened from the Start menu or the Quick Launch bar. Opening a new window within an application does not start another application. The easiest way to see how many applications are running is in Task Manager. One "iexplore.exe" process runs for each application.

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Different Browsers The same DocuWare license cannot be used if you open the Web Client in different browsers.

Integrating Web Client in Outlook If you integrate Web Client in Outlook you should accept cookies. If not, several licenses will be used if you open Web Client or elements of it (Viewer, task lists, etc.) in several windows. If you open Web Client via an integration in Outlook and at the same time directly via a browser, two licenses are used. 8.3.2

Print documents

When you print from the Web Client it first checks to see if Acrobat Reader is available as a plug-in on the client computer. If this is the case, the document is converted to PDF and displayed in the plug-in. You can then print the document (or parts of it) from this application. If no Acrobat Reader plug-in is installed, the document is converted to PNG and displayed in the Printing Wizard for printing. However, this applies only to documents with a maximum of 10 pages. 8.3.3

Sending documents as e-mail in Internet Explorer

General requirements DocuWare uses Microsoft’s ClickOnce technology to send e-mails from the Web Client. Microsoft .NET Framework 2.0 (or higher) must therefore be installed. Your email application must also support Simple MAPI. This is the case with most popular email applications (Microsoft Outlook, Lotus Notes, Mozilla Thunderbird, etc.).

Sending email To be able to send e-mail from the Web Client, you must first install the ClickOnce application. Regardless of which browser you are using, the first time you try to send an e-mail by this method, you will receive the following security warning:

Figure 1

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Here you can click directly on Run to install the ClickOnce application. If you want to check the trustworthiness of the application first, display the DocuWare certificate by clicking on DocuWare AG next to Publisher.

Figure 2 The window that opens displays information about the certificate. Click the Certification Path tab to view the path to the certificate. Then click Run in the security warning (Figure 1). The ClickOnce application will now be installed.

Figure 3

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Now the ClickOnce application that DocuWare needs to send email is installed. The next time you send an email the prompts described above will no longer appear.

General notes on sending email The following effects occurring in some installation environments when sending email using ClickOnce technology are connected with settings of external applications (mail client, browser) and cannot be influenced by DocuWare: 

Entire email client freezes when opening the email to be sent



Generated email is temporarily stored in the Inbox and not in the Drafts folder



You cannot open and send a second email at the same time.

Uninstalling the email component To remove the ClickOnce application, run the following command at the command prompt: rundll32 %windir%\system32\dfshim.dll CleanOnlineAppCache This affects all applications installed by ClickOnce. 8.3.4

Sending documents as e-mail in Firefox

General requirements DocuWare uses Microsoft’s ClickOnce technology to send e-mails from the Web Client. Microsoft .NET Framework 2.0 (or higher) must therefore be installed. Your email application must also support Simple MAPI. This is the case with most popular email applications (Microsoft Outlook, Lotus Notes, Mozilla Thunderbird, etc.).

Additional requirements for Firefox For ClickOnce to work with Mozilla Firefox, at least one of the following two conditions must be met on your computer: 

The Firefox Microsoft .NET Framework Assistant add-on is installed, what happens automatically when you install .NET 3.5 SP1. The add-on must be updated manually to the latest version. You can download the add-on here: https://addons.mozilla.org/en-US/firefox/addon/9449 (see https://addons.mozilla.org/enus/firefox/addon/9449 - https://addons.mozilla.org/en-us/firefox/addon/9449 )



The Firefox FFClickOnce add-on is installed. This option does not exist for Firefox 3.5, as FFClickOnce does not support Firefox 3.5. You can download this add-on here: https://addons.mozilla.org/en-US/firefox/addon/1608 (see https://addons.mozilla.org/enus/firefox/addon/1608 - https://addons.mozilla.org/en-us/firefox/addon/1608 )

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Note for Firefox The first time you send an email Firefox presents you with a link to this help text. Click "Cancel" to ignore it. This prompt will not appear the next time you send an email.

Figure 1

Sending email To be able to send e-mail from the Web Client, you must first install the ClickOnce application. Regardless of which browser you are using, the first time you try to send an e-mail by this method, you will receive the following security warning:

Figure 2

Here you can click directly on Run to install the ClickOnce application. If you want to check the trustworthiness of the application first, display the DocuWare certificate by clicking on DocuWare AG next to Publisher.

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Figure 3

The window that opens displays information about the certificate. Click the Certification Path tab to view the path to the certificate. Then click Run in the security warning (Figure 2). The ClickOnce application will now be installed.

Figure 4

Now the ClickOnce application that DocuWare needs to send email is installed. The next time you send an email the prompts described above will no longer appear.

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Note for users of FFClickOnce To avoid an additional warning message from the Firefox FFClickOnce add-on, configure the following setting in Firefox, if you use it: Click Tools > Add-ons to open the Add-ons dialog and select the FFClickOnce application. Click Options and in the dialog that opens select the Don’t prompt before running application option (Figure 5).

Figure 5

General notes on sending email The following effects occurring in some installation environments when sending email using ClickOnce technology are connected with settings of external applications (mail client, browser) and cannot be influenced by DocuWare: 

Entire email client freezes when opening the email to be sent



Generated email is temporarily stored in the Inbox and not in the Drafts folder



You cannot open and send a second email at the same time.

Uninstalling the email component To remove the ClickOnce application, run the following command at the command prompt: rundll32 %windir%\system32\dfshim.dll CleanOnlineAppCache This affects all applications installed by ClickOnce. 8.3.5

Changing Default E-mail Program

If you started the ClickOnce application while working with Web Client, i.e. sent a document by e-mail, and you then change the default e-mail program via Control Panel > Internet Options > Programs, the change will not be recognized by Web Client. To use the new default e-mail program for sending documents from Web Client, you must first restart the computer or end the DWClickOnce.exe process in the Task Manager.

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8.3.6

Retrieving documents

The type of search run on the Web Client is always the additional option available on the Windows client as Extended search. In this type of search, words such as AND and OR are evaluated as logical operators and not as "normal" words. If elements such as AND, OR, quotation marks ("), question marks (?) or back slashes (\) are included in the index term you want to search, you must note the following when entering the text.

Index term you want to search

Enter in search dialog

Explanation

MILLER AND SON

"MILLER AND SON"

The quotation marks cause the whole string to be searched for, the AND is not evaluated as a logical operator

NOW OR NEVER

"NOW OR NEVER"

The quotation marks cause the whole string to be searched for, the OR is not evaluated as a logical operator

Program "Othello"

Program \"Othello\"

To ensure the quotation marks are evaluated as such in the search, a back slash must be placed in front of them.

Clever?123

Clever\?123

To ensure question marks are evaluated as such in the search, a back slash must be placed before the question mark.

"Clever?123"

Alternatively, you can put the whole search string inside quotation marks.

C:\Documents

C:\\Documents

To ensure back slashes are evaluated as such in the search, another back slash must be placed in front of it.

Price List (UK)

Price List \(UK\)

To ensure the brackets are evaluated as such in the search, a back slash must be placed in front of them.

"Price List (UK)"

Alternatively, you can put the whole search string inside quotation marks.

8.3.7

Displaying documents that are contained in DocuWare only as a reference

Documents can be imported via the Windows client using the Reference only option and then archived. If you want to open this type of document on the Web Client, this only works if the original document is saved locally or on a path with UNC notation. Documents on mapped drive paths cannot be displayed because the Imaging Server cannot access them. 8.3.8

Field Mask Starting with * Wildcard

Field masks starting with the * wildcard can only be used on DocuWare Windows Client and not on Web Client.

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8.3.9

Task Lists Require a CONTENT FOLDER License

If you want to work with task lists in Web Client, you need a CONTENT FOLDER license. Without a CONTENT FOLDER license, you cannot use this function.

8.4

Customizations

The appearance of many areas of the DocuWare Web Client can be customized. For example, you can change the colors or use a different logo than the DocuWare logo. The files for the DocuWare Web Client can be found under C:\Program Files\DocuWare\Web Client Server\Web Common\DocuWare (unless you specified a different path at installation). Here there are five subfolders: Languages, Resources, Services, Themes and TVDThemes. You must not rename these folders or their subfolders under any circumstances. When you install a service pack or update, the Web Common folder mentioned above, which contains subfolders of style sheets, graphical elements, etc., is created as a completely new folder. This does not overwrite the old version of the folder, but simply renames it to Web Common.BeforeUpdate__. If you had defined customizations, you will have to implement these again after installing the update or service pack (see below). 8.4.1

Replacing Graphical Elements

Most graphical elements should not be changed, as the images serve as a guide to users. However, you can if necessary replace the DocuWare logo with a different one: You will find the associated file Logo.gif under C:\ Program Files \DocuWare\Web Client Server\Web Common\DocuWare\Themes\DocuWare\Login\. You can replace this file with another one with the same name. The new logo should not be bigger than the DocuWare logo. If you had replaced graphical elements and you want to continue using this customization after installing the update or service pack, you must copy the relevant files back to the appropriate place under the Web Common folder. Your customized files are located under the folder Web Common.BeforeUpdate__. (See also Customizations (on page 160)) 8.4.2

Changing Colors

The colors used on the Web Client are defined in various style sheets. You can use these to change the colors as you like. The style sheets (*.css) can be found under C:\ Program Files \DocuWare\Web Client Server\Web Common\DocuWare\Themes\DocuWare\ in the relevant subfolders. For example, the style sheet for the default result view is located in the DWGrid subfolder. You can see which colors are used for what from the comments in the style sheets.

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If you had customized style sheets and you want to continue using these after installing the update or service pack, you will have to edit the new style sheets accordingly. You cannot simply copy the old style sheets into the new path. You will find the old style sheets under the folder Web Common.BeforeUpdate__. You can copy your changes from the old to the new files. (See also Customizations (on page 160))

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9 9.1

Stamp and Electronic Signature Conditions of use for electronic signatures

The conditions of use for electronic signatures described below refer to Germany and the German Signature Act. Conditions of use in other countries may be similar. Please be sure to observe the legal provisions pertaining in the country in which you wish to use electronic signatures. All devices used as chip card terminals must be verified and confirmed chip card terminals under the terms of the Signature Act and Signature Ordinance and must implement the Microsoft Crypto API. Under the terms of the Signature Act and Signature Ordinance, only signature creation devices that have been verified and confirmed as secure may be used as personalized chip cards.

Administrative conditions of use When Qualified Electronic Signatures are being used, the administrator must follow the following security guidelines: The DocuWare 5 client must be installed on a dedicated computer. The DocuWare 5 server must also be installed on a dedicated computer. The individual components can be installed either on a single computer (single-mobile installation) or on different computers. For a detailed description of the different types of installation, see the DocuWare Installation Manual. If you are using a network installation, the administrator must ensure that the clients and servers communicate with one another over secure lines within a protected environment. Access to the computer in question from another computer within the local network must be prevented by means of a locally installed packet filter mechanism. The opening of connections by applications on the computer itself must be restricted to the IP addresses, ports and protocols it requires for operation. The computer on which the client and/or servers are installed must be located in a room that can only be entered by authorized personnel. Before installation and during operation of the product it must be ensured that the security of the computer and of the installed operating system have not been and are not compromised. The DocuWare software itself is signed and cannot be started if this is manipulated, as the signature will then be broken. The operating system installed on the computer must be kept up to date by installing security fixes and updates as they become available. No other operating system must be active at runtime (no virtual machines). Access to the DocuWare storage structure must be reserved for DocuWare servers only (DocuWare Content Server). No other users may have access to it. This can be ensured using the Windows rights structure. DocuWare workstations that are used to create Qualified Electronic Signatures must be run on an internal network that is protected against external attack by a firewall. Access from public networks to the local network on which the computer resides must be prevented by a router that has been appropriately configured. In addition, an up-to-date virus scanner must be installed on the workstation.

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The chip card terminals used must be directly connected to the computer on which the DocuWare client is installed and run (no KIOSK systems). The system clock on the computer on which DocuWare Authentication Server is installed must be accurate. We recommend synchronizing the system clock using a suitable time reference (NTP). Chip card terminals with their own keyboard, secure signature creation devices (signature cards) that implement the Microsoft Crypto API, and qualified certificates must be used to create Qualified Electronic Signatures; the suitability of these terminals must also be verified and confirmed under the terms of the Signature Act and the Signature Ordinance. The organization administrator must ensure that only authorized persons can create signature stamps, and that only authorized persons can use signature stamps that generate Qualified Electronic Signatures. We recommend always assigning signature stamps that generate Qualified Electronic Signatures directly to users of the product. The administrator should ensure that it is impossible for signature stamps to be assigned through profiles, roles, or groups. The organization administrator must ensure the following conditions apply to all persons authorized to use signature stamps or create Qualified Electronic Signatures: these persons must have access only to baskets in DocuWare 5 mode, not in DocuWare 4 mode, and they must not have the right to administer baskets. The administrator must ensure that only up-to-date certificates are imported into the Windows certificate store of the computer on which the DocuWare client is installed. The administrator must also ensure that only up-to-date blacklists are imported into the Windows certificate store of the computer on which the DocuWare client is installed. You can ensure this using the functionalities of the Windows operating system (Windows certificate store). If signed documents are exported from DocuWare, users must ensure that they are protected against unauthorized access. Baskets used for mass signatures may only be used by authorized persons. This must be ensured by means of Windows security mechanisms.

Use of system resources DocuWare creates the signature using the Crypto API, a component of Microsoft Windows operating systems. The software used by the signature creation device must implement this interface. The hash values are created using the accessible .net classes in the System.Security.Cryptography namespace. The hash value is generated in a two-stage process in accordance with the XML Digital Signature standard. When a user creates a signature, the entire certificate chain, from the user’s own certificate through to the associated root certificate, must be saved in the Window certificate store. The Windows certificate store is a component of the supported Windows operating systems. When the signature is checked, the entire certificate chain must also be save in the Windows certificate store of the computer in question. The user certificate can also be saved in the signature if required. In this case, it must not exist in the Windows certificate store of the personal computer on which it is checked.

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9.2

Signature creation devices

In principle, all Windows-compatible hardware tokens can be used for signing in DocuWare. "Compatible" in this context means that the token implements an appropriate crypto service provider (CSP). The following signature creation units have so far been tested for use with DocuWare 5.0 and 5.1: 

Aladdin eToken (USB-Stick) in combination with the software Aladdin Runtine Environment RTE 3.62



TeleSec E4NetKey (SmartCard) in combination with the software Kobil SmartKey 3.0



TeleSec PKS (SmartCard) in combination with the software OPENLiMiT SignCubes, version 2.1.1.1 or higher



Sign Trust (SmartCard) in combination with the software Charismathics Smart Security Interface CSSI 3.51 Swisscom Card in combination with the software Siemens CardAPI 3.11

 

Cryptoflex .NET (SmartCard) from Axalto in combination with the software Microsoft Base Smart Card CSP

In addition to this, from DocuWare 5.1a you can now use the following combinations   

TeleSec E4NetKey (SmartCard) in combination with the software OPENLiMiT Sign Cubes (Please read notes) TeleSec PKS (SmartCard) in combination with the software OPENLiMiT Sign Cubes (Please read notes) Sign Trust (SmartCard) in combination with the software OPENLiMiT Sign Cubes (Please read notes)

With DocuWare 5.1b Service Pack 3 the following signature creation units have been tested for use: 

TeleSec PKS (SmartCard) in combination with the software OPENLiMiT CC Sign 2.5 (Please read note)



D-TRUST Card (SmartCard) in combination with the software Secrypt digiSeal office and Secrypt digiSeal office PRO 3.2



Sign Trust (SmartCard) in combination with the software OPENLiMiT CC Sign 2.5 (Please read note) and intarsys SignLive! CC

For creating qualified signatures you need a signature creation unit that has itself been qualified (certified). Visit the following address to see the latest list of certified signature creation devices:

http://www.bundesnetzagentur.de/enid/301f0ba08bde9ddb6cc21f2375f8e365,0/Produkte/Sichere_ Signaturerstellungseinheiten_vt.html (see http://www.bundesnetzagentur.de/enid/301f0ba08bde9ddb6cc21f2375f8e365,0/produkte/sichere_sign aturerstellungseinheiten_vt.html -

http://www.bundesnetzagentur.de/enid/301f0ba08bde9ddb6cc21f2375f8e365,0/produkte/sichere_ signaturerstellungseinheiten_vt.html) .

Notes on OPENLiMiT CC Sign 2.5 software 

If the OPENLiMiT CC Sign 2.5 software is used for a DocuWare mass signature, you have to confirm each time the signature is set. You can configure how many times the PIN must be entered: from each time the signature is set to only once (as long as the card is in the chip card terminal) .

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Notes on OPENLiMiT Sign Cubes software 

If the OPENLiMiT SignCubes software is used for a DocuWare mass signature, the PIN must be entered each time the signature is set.



To be able to use the OPENLiMiT SignCubes software with DocuWare, you must import the following updates for OPENLiMiT SignCubes: Update for OPENLiMiT SignCubes 2.0 to 2.1 CRL Update for OPENLiMiT SignCubes 2.1.1.1 and 2.0.1.1 To check your OPENLiMiT SignCubes version, use the Properties dialog in OPENLiMiT SignCubes. Version 2.1.1.1 must be entered in the list of DLLs for siqbcspx.dll.

9.3

Tablet PC

DocuWare supports Tablet PCTabletPC for Windows XP, 2000 and 2003. Support of Tablet PC enables hand-written annotations in DocuWare. In addition, you have the Viewer options Text marker and Draw Freehand. Tablet PC support for desktop PCs is automatically installed and enabled during DocuWare installation or installation of Microsoft Office 2003. If necessary, you can disable Tablet PC support by modifying the entry in the registry: Using Edit / New / DWORD value create a new DWORD value for this name: DisableInking. HKEY_CURRENT_USER\SOFTWARE\DocuWare\DocuWare\DACS\View\DisableInk ing For DisableInking enter a value that's greater than 0. When using the pen on a Tablet PC to draw a freehand line, additional information (pixel data) is saved for this line. If at a later stage you open a document containing such a line on a PC without Tablet PC support, this freehand line is converted and the additional information is lost. This causes the line to look more ragged.

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9.4

Electronic signature for Excel documents

When opening Excel files with Excel the files are modified, unless you start Excel explicitly in ReadOnly mode. This modification occurs also if you open Excel documents with Excel from within DocuWare. When using electronic signatures with Excel documents this means that the signature is "broken" as soon as the document is opened in Excel – even it is for viewing only.

9.5

Freehand stamp with / without Tablet PC

When DocuWare is running on a Tablet PC, freehand stamps may be created for a handwritten signature. Along with the installation of DocuWare 4.6a or Microsoft Office 2003, Tablet PC Support will automatically be installed for Windows 2000 / XP / 2003. On a PC without Tablet PC Support, this feature won’t be available, since it isn’t really feasible to create an accurate signature using a mouse. However, if you still would like to configure the Freehand Stamp feature for this kind of PC, you can go to Edit / New / DWORD-Value and add a new DWORD value for the following: AllowStrokeStamps. HKEY_CURRENT_USER\SOFTWARE\DocuWare\DocuWare\DACS\View\AllowStrok eStamps For AllowStrokeStamps enter any value larger than 0.

9.6

Setting up Freehand stamps

If a user places a Freehand Stamp on a document, the program will recognize when the user is finished signing. By default, the program ends two seconds after a stamp has been added. You can recognize when a stamp has been completed with the help of the rectangle box around the signature. The value of two seconds between completing a signature to finishing adding the stamp may be changed via Edit / New / DWORD-Value in the Registry. Create a DWORD value with the name StrokeStampTimeout. HKEY_LOCAL_MACHINE\SOFTWARE\DocuWare\DocuWare\DACS\View\ StrokeStampTIMEOUT. Enter a value larger than 0 for the time (seconds) that the program should wait between completion of a signature and when the stamp is considered finished. If there is no entry or it retains the value 0, the default setting will be 2 seconds.

9.7

Position of stamps for mass signature

You can define the position of stamps used to apply a mass signature in the following Registry entry: HKEY_LOCAL_MACHINE\SOFTWARE\DocuWare\DocuWare\DACS\500\MassSignature XPixelOffset

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YPixelOffset These pixel entries apply to TIFF, BMP, JPEG, PNG and PCX formats. In the case of documents with a different resolution, the stamps set by the mass signature can end up in different positions on the documents. In the event that the Registry entries cannot be found, the default value (0,0) is used and the stamps are placed in the top left-hand corner of the documents. In all other formats, the settings are not indicated in pixels but in relation to the format. The point (0,0) does not only have to be top left, but can also be at the bottom right.

9.8

Preloading Stamps with Form Fields

In order for the form field dialog to be displayed immediately when you set a stamp containing form fields, the elements it contains must be loaded first (preloaded). You can also disable preloading if you wish. This function is controlled by the registry entry AllowStampDialogPreloading of the DWORD type under HKEY_CURRENT_USER\Software\DocuWare\DocuWare\DACS\500.

AllowStampDialogPreloading = 1

preloading on

AllowStampDialogPreloading = 0

preloading off

9.9

Enabling Additional Criterion for Signature Check

DocuWare now includes an additional check criterion for checking signatures. This is because the German Federal Network Agency (BNA) has classed certain algorithms, which can be used for signatures, as insecure after a certain date. DocuWare can now check the validity and security of the certificate used for signatures based on the BNA’s enhanced security classification. The following results are possible with this check criterion: 

Signature is secure: The certificate used for the signature was secure at the time of use and still is at the time of checking. The signature is valid.



Signature is insecure: The certificate used for the signature was secure at the time of use, but is now classed as insecure at the time of checking. The signature is therefore valid, but may lose probative force. The signature is valid.



Signature is invalid: The certificate used for the signature was already classed as insecure at the time of use; or the signature is no longer valid.

As this new checking procedure would class many existing signatures as insecure (e.g. when using the Windows Certification Authority), it is not used by default. If you wish to benefit from the added security of this signature check, proceed as follows:

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For use on Web Client: In the Content Server file system, open the CryptoAlgorithms.xml file and enter true for CheckSecureUses. For use on Windows Client: In the DocuWare client file system on the client PC, open the CryptoAlgorithms.xml file and enter true for CheckSecureUses. As this is a client-side setting, it must be adjusted to suit each client as necessary.

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10 DocuWare system 10.1

Moving a DocuWare system

If you wish to relocate a complete DocuWare system or even just parts of it, i.e. move the database, Content Server, Workflow Server or Authentication Server, to a different computer, you need to be aware of a number of things in order to ensure that the communication between the servers, the database and the clients works perfectly after the move. In this case, migration is only possible between two systems of the same type, i.e. only between MySQL and MySQL, MSSQL and MSSQL, or between ORACLE and ORACLE. Please look for the details under: Moving a DocuWare Systems (http://help.docuware.com/de/#t53490 )

10.2

Using Additional Systems

A DocuWare client can access several DocuWare systems at the same time. For example, a DocuWare user connected to the network via their Notebook can use both the central file cabinets and their own file cabinets on the Notebook at the same time. The DocuWare system to which a user logs on first (for example the company's central DocuWare installation), acts as the primary system. The user's local DocuWare installation (for example on their Notebook) must be set up as an additional connection within this primary system, so that the user can access the local file cabinets at the same time. Users can also configure the company's central DocuWare installation as an additional connection in their local installation (on their Notebook). If they then log on to the local DocuWare system first, the local system will act as the primary system. Users always have the functional rights which they have in the DocuWare system to which they log on first and which is therefore acting as the primary system. File cabinets in the system to which the user logged on additionally are indicated by a "(*)" after the file cabinet name. To ensure access to the additional connection, the necessary settings must be specified in DocuWare Administration under /Additional Connections.

Notes on Using Additional Systems A DocuWare client can access file cabinets in several DocuWare systems at the same time. The DocuWare system to which a user logged in first, acts as the primary system. The user always has access to the stamps, RECOGNITION templates and OCR and barcode settings of the primary system. You can use ACTIVE IMPORT and TIFFMAKER to store documents in the file cabinets of both the primary system and the additional system. However, if you have integrated RECOGNITION templates in ACTIVE IMPORT jobs or TIFFMAKER configurations, the extraction can only be run by RECOGNITION during an ACTIVE IMPORT or TIFFMAKER run if this RECOGNITION template exists in the primary system. If you wish to use ACTIVE IMPORT jobs or TIFFMAKER configurations with integrated RECOGNITION templates in both systems, you must create the RECOGNITION templates and the ACTIVE IMPORT jobs or TIFFMAKER configurations in both systems.

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Example: A user has logged into system A and creates the "Invoices" RECOGNITION template there. He then integrates this template in the "Financial Accounting" ACTIVE IMPORT job, which stores documents in the "Financial Accounting" file cabinet in system A. At another time, he first logs into system B, which then becomes the primary system. If he now starts the ACTIVE IMPORT job, this will run and store documents in the "Financial Accounting" file cabinet of the (now additional) system A, but it will be unable to carry out the embedded extraction by RECOGNITION. To solve this problem, the user can log in first to system B and create a RECOGNITION template there that matches the "Invoices" template in system A. He then creates a new ACTIVE IMPORT job called "Financial Accounting B", integrates the new RECOGNITION template and specifies the "Financial Accounting" file cabinet in the now additional system A. Now when the user works with system A as the primary system, he enables the "Financial Accounting" ACTIVE IMPORT job, but when he works with system B as the primary system he enables the "Financial Accounting B" ACTIVE IMPORT job. This allows him to store documents automatically in both systems, including the RECOGNITION extraction.

10.3

System Settings

Compressed Communication If necessary you can compress the communication within a DocuWare system. This affects both the communication between the servers as well as the client-server communication for the entire DocuWare system. It is not possible to compress only part of the communication.

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To set up compressed communication, you need to modify the DocuWare exe.settings files. The DWAuthenticationServer.exe.settings, DWContentServer.exe.settings and DWWorkflowServer.exe.settings files, which are located on the computers of the respective servers, each contain the following two sections. You must insert the part marked in red into these files.

You will also have to modify the DocuWare.Administration.exe.settings file on all client computers. Here too you must insert the part marked in red into the filee.

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The DocuWare.Administration.exe.settings file is the same on all client computers of a system. That means you can simply modify the file once and then copy the updated file onto all client computers.

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11 DocuWare Modules 11.1

DocuWare CONTENT-FOLDER

11.1.1

File extension of the CONTENT-FOLDER folders

Starting from DocuWare 5, CONTENT-FOLDER folders have the file extension CF5. Earlier CONTENTFOLDER versions generated folders with file extension CFF. When setting up CONTENT-FOLDER in DocuWare 5 the system checks whether the extension CFF exists in the system control and whether it has been assigned to CONTENT-FOLDER. If yes, the CF5 file extension of DocuWare 5 is assigned to CONTENT-FOLDER; the assignment of CFF to the previous version remains unchanged. If the CFF file extension does not exist in the system control, both extensions, CF5 and CFF, are assigned to the CONTENT-FOLDER in version DocuWare 5. 11.1.2

Index Fields Displayed within a CONTENT-FOLDER Group

When you create a new CONTENT-FOLDER group, the index fields present in the result list from which you created the CONTENT-FOLDER group are copied to the CONTENT-FOLDER group. If later on you add another field to this result list (for instance because the file cabinet has had a field added to it), this field is not automatically added to the CONTENT-FOLDER as well. However, you can do this manually within the CONTENT-FOLDER group (Tools – Show columns… menu). If a field contained in a CONTENT-FOLDER group is deleted from the file cabinet, a message appears informing you that this field can no longer be displayed. The group is then displayed using the default settings. 11.1.3

Synchronizing CONTENT-FOLDER folders following a DocuWare Update

When you synchronize CONTENT-FOLDER folders that were created with DocuWare 5.0 for the first time in a DocuWare 5.1 system, a message will alert you that the file cabinet has changed and that the formatting of the group(s) will be lost during synchronization. This has the following effects: 

All settings to do with text color, text size and font as well as the background color are reset to their defaults.



All lines are shown as "not read", because synchronization changes the structure of the list.



Unless the CONTENT-FOLDER folder was generated from the default results list, the column display may be different from before (more or fewer columns may appear).



Fields that are not contained in the default results list but which have been used for the search request are present in the CONTENT-FOLDER folder.

11.1.4

Settings

The following settings in the Windows Registry apply for all CONTENT-FOLDER folders which are being used by a user on a specific computer.

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HKEY_CURRENT_USER\Software\DocuWare\DocuWare\CONTENT-FOLDER LastImportPath [String] – The most recently used path for importing files (Menu "File - Import"). LastPath [String] – The most recently used path with which a CONTENT-FOLDER folder was stored. MaxGroupRows – Maximum number of lines which can be displayed without a scroll bar when generating a group in a CONTENT-FOLDER folder. Default value: 15.

Maximum hits per group: Under General – Miscellaneous in DocuWare Administration you can specify how many hits per group you want to display. If you enter here a value, you’ll see in your CONTENT-FOLDER group – next to the name of the file cabinet – this value in parentheses as well as "++Entries" (e.g., Documents (3 ++ Entries). If you create a new CONTENT-FOLDER folder and this contains more than the MAXHITS entry, a window will appear in which you can change the number of maximum entries in the CONTENT-FOLDER group. Notes: If you wish to display numbers in the CONTENT-FOLDER without delimiter for thousands, proceed as follows: 

Open the registry key HKEY_CURRENT_USER\Software\DocuWare\DocuWare\500



Create the new DWORD value IgnoreThousandOperator



Allocate to DWORD the value 1, if you do not want to use a delimiter (e.g.: 1234567 0, if you do want to use a delimiter (default setting) (e.g.: 1.234.567)

11.2

DocuWare RECOGNITION

With the TIFFMAKER, the read-out areas are read out from the print data stream before the TIFF format is created. 11.2.1

OCR version

DocuWare 5.1 contains the Capture Development System, version 15.3. 11.2.2

OCR for color images

You can use OCR to read text from color or grey-scale images saved in the following formats: *.tif, *.jpg, *.png, *.bmp, *.pcx. In the Viewer, however, there is a restriction in that Point’n’Shoot is not available for color formats. From DocuWare 5.1b Service Pack 3 in the context of fulltext workflows, the Autorotation option is also available for color images.

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Image Enhancement and Barcodes won’t work in these so-called grey-scale or color formats – only with black/white images. When RECOGNITION is running, the Image Enhancement and Barcode features are automatically deactivated, if you aren’t working with black/white images. OCR works best with documents printed in 300 or 400 dpi. The maximum pixel format is 32000 x 32000. Anything above that cannot be processed by the OCR. The OCR has default values for image sizes: 28 inches or 8400 pixels. With image files whose height and width are both under these values, the recognition process runs reliably and successfully. Image files that exceed these values can still be processed up to a pixel format of 32000 x 32000, but with a lower recognition rate and performance.

Page size

Image Type

Resolution

A4

Black and White (BW)

Up to 2400 dpi

8,3x11,7 inches

4-or 8-bit grayscale, 8-bit color

Up to 1600dpi

24-bit True Color

Up to 1200 dpi

A3

b/w, 4-or 8-bit grayscale, 8-bit color

Up to 1600dpi

16,5x11,7 inches

24-bit True Color

Up to 1200 dpi

A2

b/w, 4-or 8-bit grayscale, 8-bit colorr

Up to 600 dpi

16,5x23,4 inches

24-bit True Color

Up to 600 dpi

A1

b/w, 4-or 8-bit grayscale, 8-bit color

Up to 600 dpi

33,1x23,4 inches

24-bit True Color

Up to 400 dpi

A0

b/w, 4-or 8-bit grayscale, 8-bit color

Up to 400 dpi

33,1x46,8 inches

24-bit True Color

Up to 300 dpi

11.2.3

OCR License file

The directory containing the DocuWare program files also contains the scansoft.lic file, which is the license file for the OCR program. The DocuWare user must have write permission to this file, since otherwise he/she cannot load the OCR libraries – without which no character recognition is possible. If an administrator removes the write permission for the DocuWare program directory from a user, the scansoft.lic file is automatically copied into the user's temp directory. The user then has write permission to this file again, and can use OCR functionality. 11.2.4

Despeckle Setting

The OCR reading program includes an algorithm for despeckling the document. This algorithm is enabled by default. In some cases characters can be read better or more quickly if this algorithm is disabled. To do this, insert the DespeckleImage registry key of the DWORD type at the following location.

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HKEY_LOCAL_MACHINE\Software\DocuWare\DocuWare\DWOCR\ DespeckleImage=0 Despeckle Off DespeckleImage=1 Despeckle On (default) 11.2.5

RECOGNITION for foreign formats

A RECOGNITION configuration may be set up so that a document is stored after Image Enhancement, replacing (writing over) the original document. If the document is a black/white image stored as a *.tif, *.jpg, *.bmp, *.png or *.pcx and has a Checksum, the document may not be stored this way after Image Enhancement. This is because the Checksum, which was created once an Electronic Signature was added, would be destroyed. Even if the document has a wrong Checksum, it may not be stored after Image Enhancement. If a document has a correct Checksum and no signature, the document may be stored after Image Enhancement. The Checksum is set back and the program notes the source for the image as Image Enhancement. 11.2.6

Using New and Modified RECOGNITION Templates

When you create or modify a RECOGNITION template on a DocuWare workstation, you can use the new/modified template on this computer immediately. On all other workstations, however, applications that need to use the new/modified RECOGNITION template will have to be restarted. Background: On the workstation on which the RECOGNITION template was created/modified, the entry HKEY_LOCAL_MACHINE\Software\DocuWare\Recognition\ReloadRecognitionSettings is added to the registry and the value set to 1. This value is checked before RECOGNITION is run. If the value is equal to 1, the server reloads the RECOGNITION settings and then runs RECOGNITION. 11.2.7

Using New or Modified OCR and Barcode Configurations

When you create or modify an OCR or barcode configuration on a DocuWare workstation, you must restart the DocuWare modules on this computer that will use these configurations. The server loads the new settings when it restarts the modules.

11.3

DocuWare ACTIVE IMPORT

Properties and options for DocuWare ACTIVE IMPORT are further described in the Online Help of ACTIVE IMPORT. Notes: 

If you import an HTML e-mail in original format in your file cabinet with ACTIVE IMPORT this email is converted to an RTF file. This is because MAPI doesn´t provide a complete support of HTML.

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Every ACTIVE IMPORT job opens a separate database connection. This involves a certain number of licenses, depending on the number of ACTIVE IMPORT jobs and on the database type. Take note of this above all if you only have a limited number of database licenses.



ACTIVE IMPORT cannot search for empty database entries (SQL_ZERO), which is why these entries cannot either be used as match code.



ACTIVE IMPORT uses the following ID/registration to access SQL tables: 1.Registration with full user name; if registration does not work 2. Registration with UserID; if registration does not work 3. User name and password of the DSN Configuration if available; if registration does not work 4. The ODBC registration dialog box opens. Several ODBC drivers – such as MS SQL Server -- won’t allow you to store a user name and password in the DSN. In this case, the third point above will not function.



Please note that if you select/use a very large text file (> 10 MB) as a database for index enhancement, you may experience a noticeable time delay.

11.3.1

ACTIVE IMPORT with Office 2010

Office 2010 x64 ACTIVE IMPORT cannot run mail jobs on an Office 2010 x64 installation. The mail client is not recognized by ACTIVE IMPORT.

Office 2010 "Click-to-run” Mode If you use Office 2010 and installed it via “Click-to-run”, you cannot use mail jobs via ACTIVE IMPORT as virtual system drives were created during the “Click-to-run” installation which ACTIVE IMPORT cannot access. 11.3.2

E-mail job in public folders

In an e-mail job that monitors a public folder, the Immediately option is not available under CheckInterval on the Source tab. In that case, specify the value you want to use for the check interval in seconds. 11.3.3

Index assignment via the Metaindex file

ACTIVE IMPORT can also store documents directly into a DocuWare file cabinet. One of the methods is the metaindex file. The required index words are extracted from a textfile with a pre-defined format and copied to the defined index fields. The use of the comment field is not allowed. For this purpose the metaindex file format was created which consists of the metaindex data file and the metaindex description file.

Structure of the Metaindex file format The metaindex data file for ACTIVE IMPORT is a text file in CSL format (Comma Separated List). The name of the file is the same as the document file. An individual metaindex data file is necessary for each document file. The extension of the metaindex data file can be determined by the option Data file extension in the tab Additional settings. The metaindex data file contains the index keywords

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which shall be used for the indexing process. Each keyword is separated by quotation marks and commas. The metaindex file must not be in Unicode. Example: "001","SMITH CORP.","INVOICE"," 12.06.1999","120034" The metaindex description file is a text file in a Windows configuration file format (INI file) which defines the structure of the metaindex data file. This file is only necessary once for each ACTIVE IMPORT job. This file can carry any name (extension .ini). The metaindex description file is assigned to the individual ACTIVE IMPORT job by using the option Description file in tab Additional settings. The metaindex description file contains the section [METAINDEXFIELDS] which assigns each field of the metaindex data file to a field index of the DocuWare file cabinet. Example: [METAINDEXFIELDS]

COUNT=5

1=RecNo

2=0

3=1

4=64

5=96

In this example, after index extraction the status would be as follows: RecNo=001

SMITH CORP. the entry of the field with the index 0

INVOICE the entry of the field with the index 1

12.06.1999 the entry of the field with the index 64

120034 the entry of the field with the index 96

Creating Metaindex Files for ACTIVE IMPORT The following passage describes how to manually create metaindex files for test purposes. The link via a non-DocuWare program must be programmed or purchased by the users themselves. Example Using ACTIVE IMPORT, our sample document Test.doc is to be stored in the DocuWare-sample-file cabinet Techdoc. The index information is to be transferred in the following database fields: Field names Name Date Status ID number

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In our example, the field names have been assigned the following field types: Field names

Field types

Name

Text20 field

Date

Date field

Status

Text20 field

ID number

Numeric field

Comment fields cannot be used for indexing via Metaindex-files. For the indices of the fields please refer to the ADF file of the appropriate file cabinet. The field names and field types in our example are thus assigned the following field indexes:

Field names

Field types

Field indexes

Name

Text20 field

0

Date

Date field

64

Status

Text20 field

1

ID number

Numeric field

96

You need this information to create the entries in the metaindex description file.

Creating the Entries for the Metaindex Description File Using an editor, enter the following entries for the metaindex description file: [METAINDEXFIELDS] COUNT=5 1=RecNo 2=0 3=64 4=1 5=96

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The entries have the following meaning:

COUNT=5

means there are five lines to be counted from top to bottom. Please make sure that COUNT is written in upper case letters..

1=RecNo

is the first line and refers to the item number. This line must always be present and always be at the first position. It refers to the first field in the metaindex data file. Please note the upper/lower case letters of the word RecNo.

2=0

is the second line and refers to the second field in the metaindex data file, in this case Name.

3=64

is the third line and refers to the third field in the metaindex data file, in this case Date.

4=1

is the fourth line and refers to the fourth field in the metaindex data file, in this case Status.

5=96

is the fifth line and refers to the fifth field in the metaindex data file, in this case ID number.

Save the metaindex description file e.g. under Mtindx.ini.

Creating the Entries for the Metaindex Data File Using an editor, enter the following entries for the metaindex data file: "001","Testdocument","04.05.2000","draft",622536

The meaning of the entries is as follows:

"001"

is the item number. It must always be present and at the first position. This entry must always have three digits; this means that „01" or „0001" are not allowed.

"Testdocument"

is the second field. This entry will be in the Name field in the storage menu.

"04.05.2000"

is the third field. This entry will be in the Date field in the storage menu.

"draft"

is the fourth field. This entry will be in the Status field in the storage menu.

622536

is the fifth field. This entry will be in the ID number field in the storage menu.

When entering the entries, please heed the following: 

Each field must be separated by a comma.



Except for the numeric field, all field entries must be in quotation marks.

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The entries for a date field must be set always in the format dd.mm.yyyy, whereby dd means the day, mm the month and yyyy the year.

When saving the metaindex data file, please heed the following: 

Save the metaindex data file under the same name as the document it refers to, in this case Test.



Enter the file suffix, e.g. txt.

Hints for the Use of Numerical Values Numbers that need to be stored in a numerical field do not need to be placed in quotation marks. If a number is placed in quotation marks, commas and decimal points in the number are ignored. If fixed decimal positions were set up for this field in the File Cabinet Aministration, the last decimals of the number will be used as internal decimal places. If the number is not placed in quotation marks, please remember that a comma is interpreted as a delimiter between fields. Decimal points are also ignored with this option. Examples:

Fixed Decimal Places

Entry into MetaindexFile

Index in DocuWare Comment

0

"1,20034"

120034

Comma is ignored due to quotation marks

0

"1200.34"

120034

0

1200.34

120034

Decimal point is ignored, regardless if set in quotation marks or not

2

"1,20034"

1200,34

Comma is ignored due to quotation marks; 2 internal decimal places are fixed field settings

3

"1.20034"

120,034

3

12003.4

120,034

Decimal point is ignored, regardless if set in quotation marks or not; 3 internal decimal places are fixed field settings

0

120,034

120

ERROR! Comma is interpreted as a delimiter; 034 will be placed in the next field and the following index criteria will not fit

1

12003,4

1200,3

ERROR! Comma is interpreted as a delimiter; 4 will be placed in the next field, and the following index criteria will not fit. The index value has an internal decimal place as a fixed field setting

When updating ACTIVE IMPORT 2 to ACTIVE IMPORT 3 the Jobs of ACTIVE IMPORT 2 are transferred.

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11.3.4

External conversion programs

With ACTIVE IMPORT you can convert files before they are imported by using an external program. ACTIVE IMPORT provides this program with the necessary information as start parameters: 

-

Start parameter "-s" provides the name of the file to be converted.



-

Start parameter "-t" contains the target directory.



-

Start parameter "-c" gives a configuration file name which this external program might need.

The command line, which is passed to the external program, can e.g. look like: "-sE:\documents\document01.xyz" "-tc:\temp\" "-c:\config\config.ini" 11.3.5

Information about Index Expansion through CSV files or text files with delimiters

A CSV file always has commas (Comma Separated Values) as delimiters between fields of a data record. If a field of a data record is bracketed in quotation marks, these are removed when the values are read. That means that an entry written as „DocuWare" or as DocuWare will both be transferred as DocuWare into the selected database field. In contrast to a CSV file, text files with delimiters can contain any delimiters for the record fields. Quotation marks surrounding field entries are therefore always read. That means a field entry which appears as „DocuWare" will also be transferred as „DocuWare" – with the quotation marks intact – into a selected field. When setting up an indexing extension, the first data string of the file must be completely filled out. If this is not the case, those fields which do not have a value entered will not be added. 11.3.6

Adopting the send or receipt date on e-mails as an index criterion

ACTIVE IMPORT is able to adopt the send or receipt date on e-mails as an index criterion. However, it can only extract dates up to and including December 31, 2037. Dates later than January 1, 2038 cannot be read correctly because of the use of CTime objects. The assigned index fields will therefore remain empty. 11.3.7

Using the Creation Date of a File as Index Criteria

When a file is copied from one directory to another, Windows changes the creation date of a file to the day and time when the file was copied. It’s therefore only a good idea to use the Creation Date if a file has not been copied before being imported with ACTIVE IMPORT. 11.3.8

64-Bit DSN Cannot be Selected in ACTIVE IMPORT

If you set up a new user/system DSN for index enhancement with ACTIVE IMPORT, you must take note of the following for 64-bit operating systems: If you create a new DSN via Control Panel >Administrative Tools > Data Sources (ODBC), it will be a

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64-bit DSN. These cannot be selected in ACTIVE IMPORT. To set up a 32-bit DSN in a 64-bit operating system, use the odbcad32.exe program, located under %systemdrive%\Windows\SysWoW64. A DSN created in this way can then be selected in ACTIVE IMPORT. Please refer to: http://support.microsoft.com/kb/942976 (http://support.microsoft.com/?scid=kb%3Ben-us%3B942976&x=19&y=11) http://support.microsoft.com/?scid=kb%3Ben-us%3B942976&x=19&y=11 11.3.9

Structure of the AIBACKUP and Processed folders

During file jobs, a subfolder called AIBACKUP:XXX (where XXX stands for the job number) is created with its own PROCESSED subfolder for each folder monitored by ACTIVE IMPORT. These folders are used to store files if the import could not be carried out successfully (Backup folder) or if the ACTIVE IMPORT settings stipulate that the files should not be deleted after being imported (Processed folder). In the event that ACTIVE IMPORT needs to store files in these folders with names that already exist in these folders, as from DocuWare 5 it creates subfolders with the name AI_x, where x is a consecutive number. The files are then stored in these subfolders. This allows several files with the same name to be stored in the Backup or Processed folder. If you want to rerun the import of documents already stored in the Backup folder, you can simply move the contents of the Backup folder (all files and sub-directories apart from the log file) into the monitored folder. To import files from any subfolders as well, you must select the "Files are in subdirectories" option on the Source tab for the ACTIVE IMPORT job. 11.3.10

ACTIVE IMPORT Servermode

With ACTIVE IMPORT you have the option to run the application in server mode. This means ACTIVE IMPORT can be started without DocuWare running and there will be no error messages. On a computer on which ACTIVE IMPORT in server mode is started a DocuWare client can not be used at the same time. As from DocuWare 5, you can enable and disable ACTIVE IMPORT mode using the Options – Server Mode menu in the ACTIVE IMPORT main window. Alternatively, and in earlier DocuWare versions, you have the following option: Please add following DWORD entry to the registry of the computer where you want ACTIVE IMPORT to be loaded in server mode: HKEY_CURRENT_USER\Software\DocuWare\DocuWare\ActiveImport AIServer=1 To disable server mode set AIServer=0

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11.3.11

ACTIVE IMPORT with Navision or Informix as external database

Navision and Informix generally use a type of data which DocuWare does not recognize. (DocuWare recognizes data types that are also used by MS SQL). To use these as external databases with ACTIVE IMPORT, you should note the following:

Navision and Informix It is possible in DocuWare for indexing documents out of an external database to use their own data types for index enhancement. In some cases during the assignment, a note will appear telling you that the data types are different; this may be ignored. It is not possible to define SQL statements on the Index Enhancement-Database tab. This area is greyed out in the window.

Navision Due to the proprietary data types of Navision, it is not possible that ACTIVE IMPORT replaces or deletes index criteria in the external database. The feature to check for index changes in an external database to make sure that all documents have been stored and indexed is not possible when using a Navision database as external database. Index assignment from a Navision database is not possible if the date is used as Matchcode.

Informix Informix databases only allow user names written in lower case letters. For seamless use with ACTIVE IMPORT, it is recommended to incorporate user names in lower case in DocuWare as well. Otherwise the ODBC menu appears and will require a Login. 11.3.12

Fields of the e-mail address book available in ACTIVE IMPORT

For index enhancement using an e-mail address book, ACTIVE IMPORT is able to use many but not all of the fields in the e-mail address book. The following fields are available for index enhancement:

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Fieldname in Outlook

MAPI properties

E-mail Display as Business Fax Business Phone Business Phone 2 Company Country/Region Department Home Fax Home Phone Home Phone 2 Mobile Phone Adress ZIP/Postal Code State/Province Job title

PR_EMAIL_ADDRESS PR_DISPLAY_NAME PR_BUSINESS_FAX_NUMBER PR_BUSINESS_TELEPHONE_NUMBER PR_BUSINESS2_TELEPHONE_NUMBER PR_COMPANY_NAME PR_COUNTRY PR_DEPARTMENT_NAME PR_HOME_FAX_NUMBER PR_HOME_TELEPHONE_NUMBER PR_HOME2_TELEPHONE_NUMBER PR_MOBILE_TELEPHONE_NUMBER PR_POSTAL_ADDRESS PR_POSTAL_CODE PR_STATE_OR_PROVINCE PR_TITLE

You will find a description of these fields at

http://windowssdk.msdn.microsoft.com/en-us/library/ms529939.aspx (see http://windowssdk.msdn.microsoft.com/en-us/library/ms529939.aspx -

http://windowssdk.msdn.microsoft.com/en-us/library/ms529939.aspx) 11.3.13

Adapting SQL queries

Using an SQL command in index enhancement via an external database can cause problems with certain databases, as some of the separators that ACTIVE IMPORT uses as standard in SQL queries are not supported by these databases. As from DocuWare 5.1 Fix 2, you can adapt the separators that ACTIVE IMPORT uses in SQL queries to your particular database. Similarly you can specify the equal operator. This affects the following characters and operators: 

ColumnSeparator



TableSeparator and Name format



Separator for free SQL commands (FreeSelectSeparator)



Equal Operator (CharColumnEqualOperator)

The change is made after the ACTIVE IMPORT job has been created and then applies exclusively to this job. To adapt the separator, open the registry editor and navigate to HKEY_CURRENT_USER\Software\DocuWare\DocuWare\ActiveImport\ j\Enhancer

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Generate the SQLSeparators key here. Now create the character string values you require for all of the following four components: 

ColumnSeparator



TableSeparator



FreeSelectSeparator



CharColumnEqualOperator

Examples for ColumnSeparator (%1 is a placeholder for the column name)

%1

No separator (e.g. for FoxPro and SCULPTOR)

`%1

The separator is ` [grave accent] (e.g. for MySQL)

"%1"

The separator is " [double quote] (e.g. for DB2)

Possible values for TableSeparator (%1 is a placeholder for Owner name, %2 for Table name) You do not need to enter anything here for databases in which the Owner name cannot be accessed (e.g. FoxPro).

"%2"

Separator for Table name is "[open quotes], the Owner name is not used (e.g. for FoxPro)

%1."%2" Separator between Owner name and Table name is . [full point], the separator for Table name is " [open quotes] (e.g. for MS SQL) `%2`

Separator for Table name is `[grave accent], the Owner name is not used (e.g. for MySQL)

Possible values for FreeSelectSeparator

(%1)

Separators are ( ) [curved brackets] (e.g. for FoxPro, MySQL and PROVEX)

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Possible values for CharColumnEqualOperator

LIKE

Normally ACTIVE IMPORT uses this operator.

=

This operator can be used instead of "LIKE", if "LIKE" does not return satisfactory results, e.g. in DB2 databases..

Examples for the whole configuration FoxPro database

MySQL database

SCULPTOR database

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DB2 database

11.4

DocuWare REQUEST

Burning the REQUEST Container Burning the REQUEST container uses the Joliet format, since the REQUEST container contains files with long file names. For this reason, when you select the drive only drives whose file system settings are set to "Joliet" are available for selection.

11.5

AUTOINDEX

11.5.1

AUTOINDEX for DocuWare 4 mode file cabinets

AUTOINDEX for DocuWare 4 mode file cabinets cannot be used under Windows XP 64-bit and Windows Server 2003 64 Bit . If the file name identifies a document uniquely and the file name is taken over by means of the Import option in an index field, the file name can then be used as matchcode for AUTOINDEX. Please note that AUTOINDEX cannot search for blank entries (SQL NULL), which is why these entries cannot be used as a match code.

Write permissions to file cabinets via AUTOINDEX When using the AUTOINDEX program it is sufficient to have Read-Only rights – this allows users to change database entries of documents stored in the file cabinet. It is therefore important that you think carefully before making AUTOINDEX available to users. 11.5.2

AUTOINDEX for DocuWare 5 mode file cabinets

Index Enhancement in Keyword Fields When you configure an AUTOINDEX workflow, you can assign more than one external field to one DocuWare keyword field, i.e. so that the entries in the external fields are copied into the keyword field as individual keywords. But since keyword fields are restricted to 64 entries, if the keyword fields are already partially filled, you may find that not all the entries from the external fields can be added to the keyword fields. In this case an error message is written to the logging file.

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In connection with the Delete assigned records in external data source option, if a match is found, the following scenario can occur and data may be lost: A record pair is found, but not all external entries can be added to the keyword field as this was already at least partially filled. Because the match was found, the record pair is regarded as processed, and the external record is deleted. The result is that not all the information from the external data record has been transferred to DocuWare, and the external data record itself has been deleted. To prevent this type of data loss, you should either ensure that there is sufficient space in the keyword fields, or disable the Delete assigned records in external data source option.

Number of Matching Documents in Connection with Filters AUTOINDEX allows you to filter the documents/records to be searched, both in the DocuWare file cabinet as well as in the external data source, in order to speed up the workflow. Note that this option only checks the documents/records that match the filter for match code compliance. It is therefore quite possible for a match code to be unique among the filtered documents/records, but not unique among all documents/records. It can also be the case that no document/record corresponding to the match code is found, because a filter has filtered out the corresponding document/record. You should bear this in mind when selecting the Options (behavior with several or no matches).

Match code in numeric fields with decimal places If you have an AUTOINDEX workflow with a file connection and if a numeric field with decimal places is used as the match code for the workflow in DocuWare, please note the following: The number of decimal places in the DocuWare field and in the column of the file connection must be the same, otherwise no match will be found. The internal storage in the database is irrelevant to the matching. Example: You have a DocuWare field with two decimal places and a document has been stored for this field with the value 2.00. In the database this value is saved as 200. In order that a match can be found for AUTOINDEX, the entry in the file connection must also be 2.00.

Using AUTOINDEX from DocuWare 5 with COLD/READ or AUTOINDEX from DocuWare 4 If you have installed a DocuWare 5 system with AUTOINDEX and a DocuWare 4 system with COLD/READ or AUTOINDEX on the same computer, you may not use either COLD/READ or AUTOINDEX from the DocuWare 4 system.

Activating Pooling for Database as External Data Source If you are using a database connection as an external data source and the file cabinet is the Iterator, you may notice (depending on the database) that the database is opened and closed for each data record in a file cabinet. Often, AUTOINDEX will run more slowly. To avoid this, you may activate the Pooling feature in Windows. This is done in the following manner: Open the ODBC Data Source Administrator and switch to the Connection Pooling tab.

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Double-click on the entry "Driver do Microsoft Access" as highlighted in the screenshot. The following dialog opens:

Activate Pooling here and enter the amount of time that the connection should stay open, even when it is unused – for example, 60 seconds.

AUTOINDEX with COLD documents You can also change the index entries for COLD documents using the AUTOINDEX workflow. However, this only changes the database entries. The CL5 file and the index entries it contains for the document are not updated by AUTOINDEX. As a result, the index entries as stored in the database and as contained in the CL5 file are no longer consistent. In the event of a restore operation, the older index entries contained in the CL5 file will be used to rebuild the database entries.

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11.6

DocuWare READER

11.6.1

Installing DocuWare READER

To install DocuWare READER, begin by launching the DWReader.msi file. The current version of DocuWare READER can be obtained at www.docuware.de/download (see http://www.docuware.de/download - http://www.docuware.de/download), Here you simply enter the name as DocuWare READER. You may also download the file DWReader.msi from the version of INTERNET-SERVER delivered with DocuWare. 11.6.2

Displaying Overlays

When displaying documents with DocuWare READER, the overlays with the annotations made with the DocuWare Viewer are shown. The overlays can be used to cover certain areas of a document page, e.g., with black rectangles. If you want to make these covered areas visible, you have to proceed as follows:  

Save the TIFF-file to your local disk Display this TIFF-file with another viewer (e.g., Kodak Imaging-Viewer)

When displaying the documents with another viewer, the overlays are not displayed and therefore hidden areas are visible.

11.7

COLD/READ

COLD/READ cannot be used under Windows XP 64-bit and Windows Server 2003 64 Bit. 11.7.1

COLD/READ workflow

Please note the following points when creating a COLD/READ workflow: 

The file cabinet in DocuWare 4 mode that you are using as the source for the CLD files, must be in read/write mode, in order that the converted CLD files can be marked accordingly.



Content Server: When it converts a file cabinet, the selected Content Server must be able to access the ODBC source of the DocuWare 4 file cabinet. You must therefore ensure that the ODBC source resides on the same computer as Content Server and that the user name under which Content Server is running has access to the ODBC source. Content Server must also have access to the target file cabinet.



Workflow Server: If the workflow is started by scheduling, a run of the COLD/READ add-on module is started before the workflow run. To guarantee this, a DocuWare client and the COLD/READ addon module must be installed on the computer on which the Workflow Server responsible for the workflow is installed.

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DocuWare 4 file cabinet user: The DocuWare user being used to access the DocuWare 4 system must have the rights of an administrator on that system. The rights must be assigned to the user directly and not through membership of a group.



If you want the CLD files in the DocuWare 4 file cabinet to keep their COLD format during the conversion for the DocuWare 5 file cabinet and thereby become CL5 files (and not be converted to TIFF), the field indexes in both file cabinets must be identical.

11.7.2

Storing COLD files in a DocuWare file cabinet

COLD files are stored in a DocuWare 5 file cabinet in .CL5 file format. The CL5 files are given a 10-digit number as a name, which is taken from the first DocID in the CL5 file. A special subfolder is created for the CL5 files: .\COLD New subfolders are created under this COLD folder, each with a 10-digit number. The number of the subfolder is the number of the first CL5 file to be stored in the subfolder. For performance reasons, a maximum of 256 CL5 files can be stored in each subfolder. Since normally only COLD documents are stored in a file cabinet, the DocIDs of the individual documents in a CL5 file are in ascending order, although not necessarily consecutive. The file names of the CL5 files and the subfolder names are also numbered in ascending order, but not consecutively. Example: The first document in the first CL5 file to be stored in the DocuWare 5 file cabinet has the DocID 0000000479. The CL5 file is therefore called 0000000479.CL5. Since this is the first CL5 file in the file cabinet, a new subfolder is created with the number 0000000479. The storage path of the CL5 file is thereforee: .\COLD\0000000479\0000000479.CL5 11.7.3

Changes to COLD configuration files

The COLDREAD_start.exe program, which controls the COLD/READ run through the COLD/READ workflow, changes a few of the entries in the [Options] section of the COLD configuration files. These are: 

DisplayText, DisplayIndex und SingleConfirm are set to 0



AutoStart, AutoClose und NoMessage are set to 1



StartHour und StartMinute are set to -1

11.7.4

Using COLD/READ from DocuWare 5 with COLD/READ or AUTOINDEX from DocuWare 4

If you have installed a DocuWare 5 system with COLD/READ and a DocuWare 4 system with COLD/READ or AUTOINDEX on the same computer, you may not use either COLD/READ or AUTOINDEX from the DocuWare 4 system.

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11.7.5

Write permissions to file cabinets via COLD/READ

When using the COLD/READ program it is sufficient to have Read-Only rights to the file cabinet – this allows users to store documents in a DocuWare file cabinet. It is therefore important that you think carefully before making COLD/READ available to users. 11.7.6

Capacity restrictions with COLD file cabinets

With COLD file cabinets as of version 4.1b (with fix number 20) or versions > 4.1b, you can define capacity limits for the size of disk of up to 4 GB. Even if you define a greater capacity, beyond 4 GB it will be reported that the disk is full. You can choose whether you will use the disk further. In this case you have to manually care for the capacity control beyond 4 GB. 11.7.7

Character sets

To be able to correctly display the Euro symbol in the Viewer from data which is imported from COLD/READ, you must add the line "Euro=1" to the [Layout] section of the FRM file. In addition, the value "ANSI=1" must be adjusted. Starting with DocuWare 4.5, arabic, greek and thai character sets are completely supported for COLD. Further adaptation is not necessary if you only plan on using Win98/Me clients. For WinNT, Win2000 or XP Clients, the section [Layout] in the FRM file must be changed as follows: For the line "CharSet=..." the following values must be entered. [Layout] CharSet=x For Arabic x 178 For Greek x 161 For Thai x 222 Standard value is 0 In addition, a non-proportional font must be used for COLD adaptations, which also supports the desired language.

11.8

LINK

On 64-bit computers, the Link Editor does not recognize the window titles of 64-bit programs when creating a new link; by contrast, it can select the window titles of 32-bit programs. In this case LINK can be set up and run without any problems.

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11.9

DocuWare fulltext indexing (for file cabinets in DocuWare 4 mode)

You can continue to use DocuWare fulltext indexing for your existing DocuWare 4 file cabinets in the DocuWare 5 system. In order to administer the fulltext indexing and the fulltext catalogs, you will need the tools available in your DocuWare 4 installation. If you wish to continue working with fulltext indexing for file cabinets in DocuWare 4 mode, we recommend maintaining an up-to-date DocuWare 4 installation.

11.10

DocuWare CONNECT to NOTES

11.10.1

Requirements

Lotus Notes Lotus Notes version R6.5 or later Lotus Domino Server R6.5: Windows 2000, 2003 Server or later RAM: at least 128* MB Free disk space: at least 500 MB Lotus Notes Client(s): Windows 2000 SP4, Windows XP Prof. SP1, Windows 2003 Server SP1 RAM: at least 64* MB Free disk space: at least 250 MB *Please note the minimum requirements for DocuWare 5.

DocuWare DocuWare 5 Servers: Windows 2000 SP4, Windows XP Prof. SP2, Windows 2003 Server SP1, Windows Vista, Windows 2008 Server, Windows 7. RAM: recommended 2 GB DocuWare 5 Client: Windows 2000 SP4, Windows XP Prof. SP2, Windows 2003 Server SP1, Windows Vista, Windows 2008 Server, Windows 7 RAM: recommended 1GB DocuWare CONNECT to NOTES 2 only works with file cabinets in DocuWare 5 mode. File cabinets in DocuWare 4 mode and RAIMA databases are not supported by DocuWare CONNECT to NOTES. The DocuWare installation comprises several steps. You will need your license details for entering your user details and the license code. For more information about the licenses, see the Installation Manual

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or the Setup online help. For a description of how to install CONNECT to Notes, please see the CONNECT to NOTES online help and the following chapter. For automatic archiving of documents from Notes to DocuWare file cabinets, a DocuWare client must be installed on the Domino server on which the CONNECT to NOTES database is installed. 11.10.2

Implementing DocuWare CONNECT to NOTES

Implementation of DocuWare CONNECT to Notes must be carried out by a Lotus Notes developer.

Temporary directory A temporary directory with the name DWC2N is created for storing and importing documents in Lotus Notes. This directory is created automatically under the operating system’s temp directory for the user who is logged on.

DocuWare CONNECT to NOTES Files Database templates: CONNECT to NOTES files are copied by the client setup into the subfolder CONNECT to Notes of the DocuWare Client directory if the Database templates option is selected from the list of modules for the client setup. The templates do not have to be installed on client computers, as only the Notes administrator needs these templates. The templates must be copied into the DATA directory of the Domino server being used. From there they can be used to create Notes databases on the Notes client.

C2NAppl.ntf

contains the template for the Lotus Notes database in the CONNECT to NOTES application.

C2NLink.ntf

contains the template for a Lotus Notes database to be used as the link database.

C2NLangDocs.nsf

contains all the CONNECT to Notes interface texts. If, after a CONNECT to Notes update, the new elements are not labeled correctly, this database can be used to update the texts. The database must also reside on the Domino server and is only used once to update the interface texts.

Client component: The file is copied by the client setup into the local DocuWare path if the Client component option is selected from the list of modules for the client setup. The file must be installed on every computer on which a Notes client is to run. Without the DLL file, CONNECT to NOTES will not work. The local DW path is copied to the "PATH" environment variable. The Notes client must not be started during setup. DWLNConn.dll contains internal functions. If you are installing DocuWare CONNECT to NOTES manually – without DocuWare setup – copy the DWLNConn.dll file into the local DocuWare program directory. You must also manually copy the local DocuWare path into the PATH environment variable.

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Note: Setting the Path system-variables Add the local program directory of the DocuWare client to the operating system’s Path system variables. To do this, proceed as follows: On Windows 2000, open the Control Panel and then click on System to open the System Properties dialog box. In the System Properties dialog box, select the Advanced tab. Click on the Environment Variables... button to open the Environment Variables dialog box. Now modify the Path system variable. If more than one path is entered in the Path system variable, these must be separated by a semicolon. This entry must be made on both the Domino server and on the clients.

Creating a Notes Database You need the two C2NAppl.ntf and C2NLink.ntf template files to create a Notes database. Copy these files into the \DATA subdirectory of your Lotus Notes\Domino installation. To create a new database, proceed as follows: Open the New Database dialog box from the File/Database/New (Ctrl+N) menu. In the New Database dialog box, define the settings for the new database. To obtain a list of all available templates, enable the Show more templates option. Select the DocuWare CONNECT to NOTES 5.1 database templates from this list.

What to do Next Notes: Once you have finished installing and implementing the CONNECT to NOTES database, you must configure it in Notes. To do this a Notes user with at least the C2NAdmin role must be entered in the ACL of the CONNECT to NOTES database. The role must be assigned to the Notes user before the DB is opened for the first time. For more details on configuration, see the CONNECT to NOTES online help. DocuWare: Each DocuWare file cabinet in which documents will be stored from Notes, must be Notesenabled. Enable it by selecting the Notes access allowed option for each file cabinet in DocuWare Administration, under File cabinet x/General/Options. 11.10.3

Files for PDF converter

With DocuWare 5.1b Service Pack 3, new files are supplied for the PDF converter. These must be copied both to the DocuWare program path and the Lotus Notes Client class path. DocuWare Setup automatically copies the files to the DocuWare directory, but the files must be manually copied to the Notes path. The files are called: DXLtoPDFConverter.jar, pd4ml.jar, ss_css2.jar, xalan.jar Additional files for Notes version R6: crimson.jar, serializer.jar, xercesImpl.jar, xml-apis.jar

DocuWare path for the files:

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< DocuWare client path >\CONNECT to Notes\jar < DocuWare client path >\CONNECT to Notes\jar\R6

(path for the additional files for Notes R6)

Notes path for these files: \jvm\lib\ext (If Lotus Notes R6 is used, the content of the \CONNECT to Notes\jar\R6 folder must also be copied to the Notes class path.) After the files have been copied, Lotus Notes Client must be restarted. 11.10.4

Known Issues

If documents are not archived in their original format, DXL or DXL-based PDF conversion, MIME emails will be blocked by two known IBM bugs (IBM SPRs XZWG7MLAX5 and WMUH7BMKYQ). If you want to archive MIME e-mails in a different format than the formats mentioned above, please contact IBM, quoting the above SPR numbers.

11.11

DocuWare CONNECT to SAP

Number of Open Connections to Content Server When documents are displayed via the SAP GUI, the following errors may occur: TCP/IP error. HTTP error: 500 (Internal Server Error) Error occurred in InfoRequestHandler - Stream is not opened or does not support reading! If this happens, increase the number of possible connections to Content Server. To do this, open the DWContentServer.exe.settings file in the DocuWare Content Server installation (not to be confused with the DocuWare SAP HTTP Content Server). There change the parameter MaxCachedDocuments from 5 to 10 or even 20. When you have made the change, restart the DocuWare services. .

11.12

DocuWare CONNECT to SharePoint

CONNECT to SharePoint for 32-bit operating systems only You can only use CONNECT to SharePoint if Microsoft Office SharePoint Server 2007 is running on a computer with a 32-bit operating system.

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12 Scanning 12.1

Scanning on Windows Vista

As of DocuWare 5.1a, scanning under Windows Vista with ISIS scanner drivers is possible.

12.2

ISIS Drivers

12.2.1

Installation of ISIS Drivers

DocuWare 5.1 is supplied with DocuWare ISIS scanner drivers. To install a basic package of ISIS drivers, select the "ISIS Drivers" component in the "Module Selection" dialog when installing or updating the client.

Additional ISIS drivers can be found on the DVD. If necessary, you can install these manually for each scanner workstation. Select the Install ISIS Drivers option in the start dialog.

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ISIS drivers of levels 1-3 are supplied with DocuWare. DocuWare does not supply "Production" level ISIS scanner drivers. These must be ordered separately, for example from EMC Captiva. 12.2.2

Installing ISIS Drivers on Windows Vista and on Windows 7

On Windows Vista and on Windows 7, if you want to install additional ISIS scanner drivers manually from the DVD as a ‘normal’ user (not an administrator), you cannot do this from the start dialog. Instead you must open Explorer and run the DWAddISISDriver.exe file in the ISIS Drivers directory directly from the DVD by right-clicking on the file and selecting the Open as Administrator menu command. 12.2.3

Scanner with ISIS Drivers: Troubleshooting

You may find that a scanner with ISIS drivers does not appear in the list of available scanners on the DocuWare client. In this case, copy the DWISIS.chn file to the client from the DocuWare DVD, into the C:\WINDOWS\PIXTRAN directory. Then restart DocuWare on the client computer. This problem will be resolved in Fix 1 for DocuWare 5.1. 12.2.4

ISIS Driver Settings

The settings for ISIS drivers can be defined both directly in the driver and via DocuWare. Settings defined in DocuWare may sometimes overwrite those in the ISIS driver. To avoid this, DocuWare 5.1 Fix 4 now provides a separate INI file for the ISIS driver settings. This INI file is called DWISIS32.INI and is stored on the DocuWare Client.

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[%driver name%]

The name of the scanner. This can also be found in the title bar of the Configure scanner dialog in DocuWare.

DETECTPAGESIZE_SUPPORT Paper format is automatically recognized by the scanner =x x=0: Function disabled x=1: Function enabled (This setting is only required if the scanner does not react to the TAG_DETECTPAGESIZE entry and if the scanner supports automatic paper format recognition.) PAPERSIZE_IN_UI=x

Paper format can be set in the Configure scanner dialog in DocuWare. x=0: Function disabled x=1: Function enabled

PAPERSOURCE_IN_UI=x

Paper source can be selected in the DACS Scanner Control dialog in DocuWare. x=0: Function disabled x=1: Function enabled

12.3

CFM TWAIN Driver for Windows 2000

No CFM TWAIN scanner drivers are supplied with DocuWare 5.1, although they are still supported. No scanner drivers are installed when DocuWare 4.1a or higher is installed under Windows 2000. The reason for this is the following: With Windows 2000, the scanner drivers must be installed if the "plug and play" recognition detects a new scanner on the SCSI bus. Windows 2000 will then prompt you to install a matching scanner driver. You will find the drivers in the scanner directory on the DocuWare DVD. Please insert the DVD in the DVD drive and install the driver that Windows 2000 finds on the DVD. If you have connected a FUJITSU M30xx, Mustek, Ricoh or HP scanner, then a driver will be installed by Windows 2000 automatically. However, these drivers do not function ideally with DocuWare 4. To replace this driver, please follow the installation instructions in the following chapter. 12.3.1

Postinstalling the CFM Driver for DocuWare under Windows 2000

Open the Control Panel dialog window via the menu item Start/Settings/Control Panel. Double-click on the System icon to open the System Properties dialog window. Go to the Hardware tab and double-click on the Device Manager... button to open the Device Manager dialog window. If you have connected a Fujitsu, Mustek, Ricoh or HP scanner, Windows 2000 will automatically install a driver for these scanners which comes with Windows 2000. You can find this driver beneath the

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Imaging devices icon in the Device Manager dialog window. The driver in the example below is the Fujitsu M3093DGdim.

To install another driver, double-click on the automatically installed driver (here: M3093DGdm) to open the Properties window for this driver. Go to the Driver tab in the Properties window. Click on the Update driver... button to open the Upgrade Device Driver Wizard dialog window. Open the wizard’s next dialog window by clicking on Next.

Select the option Search for a suitable driver for my device (recommended).

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Open the wizard’s next dialog window by clicking on Next.

Activate the option Specify a location. Open the wizard’s next dialog window by clicking on Next. To determine the drive in which the wizard is to search for drivers, click on the Browse... button to open the Locate File dialog window. In the Locate File dialog window, open the directory ISIS Driver on the DocuWare DVD then the subdirectory of the language in which you would like for the driver to be installed. As Windows 2000 searches for the suitable driver here, you need not select a specific driver. Click on the Open button to return to the preceding dialog window, where you will see the path to the drivers. Start searching for the suitable driver by clicking on OK. The results of the search are displayed in the next dialog window.

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If you have connected a Fujitsu, Mustek, Ricoh or HP scanner, Windows 2000 will automatically offer a driver for these scanners which comes with Windows 2000. Since you wish to install another driver, you must activate the option Install one of the other drivers. Open the wizard’s next dialog window by clicking on Next.

In this dialog window, select the desired driver by clicking on it in the displayed list. Please note: You must select a driver of the provider CFM. Open the wizard’s next dialog window by clicking on Next. If the chosen driver is not given Microsoft’s digital signature, this will be indicated to you in a dialog window.

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Click on Yes to install the chosen driver. The driver files are copied to the specified directory. After copying the driver files, conclude the installation by clicking on Finish. 12.3.2

Installation of Kofax Adrenaline Board

We recommend ISIS scanner drivers for use with the Kofax Adrenaline Board. If you wish to use TWAIN drivers with the Kofax Adrenaline Board, proceed as follows: The file ATDS161 is the driver for the Adrenaline Board which also contains the TWAIN interface. First install the driver. Then turn off your computer. Now install the board. Then restart the computer. As Windows will recognize a new hardware component, a dialog window opens. Enter here the path to file Kofax.inf. Usually, this file resides in your Windows/Temp directory. Now, the Kofax board is listed in the Device Manager (Settings->Comtrol Panel->System->Tab Device Manager). After this step, reboot your computer. Now you will find a new icon called KSM32 - Kofax Scan Manager in your Control Panel. Double-click on this icon. A dialog window opens. Now you can install a new data source. Choose the name "TWAIN SOURCE". Select a scanner model and edit any necessary settings. Now, open DocuWare 4.1. Go to menu option Options and select menu option Configure scanner... . Select option DocuWare specific scanner and then choose the Kofax data source. Then enable option From TWAIN driver in order to use the Kofax menus as user interface (instead of the DocuWare user interface).

12.4

Postinstalling the CFM Driver for DocuWare under Windows XP / 2003 Server

Open the Control Panel dialog window via the menu item Start/Settings/Control Panel. Double-click on the System icon to open the System Properties dialog window. Go to the Hardware tab and click on the Device Manager... button to open the Device Manager dialog window.

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If you have already a scanner installed, you can find this driver beneath the Imaging devices icon in the Device Manager dialog window. The driver in the example below is the Fujitsu M3093DGdim.

To install another driver, double-click on the installed driver (here: M3093DGdm) to open the Properties window for this driver. Go to the Driver tab in the Properties window. Click on the Update driver... button to open the Hardware Update Wizard dialog window. Open the wizard’s next dialog window by clicking on Next.

Select the option Install from a list or specific location (Advanced).

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Open the wizard’s next dialog window by clicking on Next.

Activate the option Don’t search. I will choose the driver to install. Open the wizard’s next dialog window by clicking on Next.

In this dialog window the used driver and all available compatible drivers are displayed. Click on the Have Disk… button to open the Install from Disk dialog window. To determine the drive in which the wizard is to search for drivers, click on the Browse... button to open the Locate File dialog window.

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In the Locate File dialog window, open the ISIS Drivers directory and the Win2000_XP subdirectory on the DocuWare DVD and then the subdirectory of the language in which you would like for the driver to be installed. As Windows searches for the suitable driver here, you need not select a specific driver. Click on the Open button to return to the preceding dialog window, where you will see the path to the drivers. Start searching for the suitable driver by clicking on OK. The results of the search are displayed in the next dialog windowt.

Open the wizard’s next dialog window by clicking on Next. During the installation of the scanner dirver a message box will come up, telling that the software you are installing for this hardware has not passed Windows Logo testing to verify its compatibility with this version of windows. Click on Continue Anyway to proceed the installation. The driver files are copied to the specified directory. After copying the driver files, conclude the installation by clicking on Finish.

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13 Recording 13.1

CD Recording

For cd recording it is necessary that DocuWare is installed local on the computer, where the cd recorder is connected. The CD maker license allows you to write CDs directly from DocuWare. When you start the recording dialog for the first time a performance profile is created. This tool checks the technical data of your computer to ensure during the recording a data stream without a break. Under Windows NT/2000 only a NT/2000 administrator can execute this tool. If the PoINT Jukebox Manager is installed on your computer you can record CDs only using the PoINT Jukebox Manager but not directly out of DocuWare.

13.2

DVD Recording

A difference between DVDs and any other storage media lies in the fact that in the DVD environment 1K byte equals 1000 bytes (in contrast to 1024 bytes). As a consequence the capacity specifications of 3.9 GB and 4.7 GB as used on DVDs are equivalent to 3.63 GB and 4.37 GB on other storage media. Recording to a DVD is very similar to recording a CD. In order to limit the capacity of a DocuWare disk one can use the settings for CDs within the tab Capacity of file cabinet administration for DVDs. Using a DVD you can enter in the entry field max. size of disk(s) an entry of up to 3.63 or 4.37 GB, this corresponds with 3630 MB or 4370 MB. DVDs in DVD+RW format cannot currently be burned using DocuWare.

13.3

Burning CDs and DVDs for file cabinets in DocuWare 4 mode

You can burn file cabinets in DocuWare 5 mode to CD or DVD from DocuWare Administration, using Workflow Server. Each Workflow Server is assigned a Windows user and works with this user ID. If you want to burn CDs or DVDs, this Window user need to be a Windows administrator.

13.4

Recording CDs and DVDs for DocuWare 4 mode file cabinets

SQL-file cabinets are automatically converted into RAIMA file cabinets before the recording process takes place. These RAIMA-file cabinets are created in the temporary path from Windows, and then deleted upon recording. The log file documenting this conversion process is called CDconv.log and can be found in the LOCALPATH of DocuWare. Please ensure that there is enough storage space on your hard disk for this process. For single workstation installations of DocuWare, a SQL-file cabinet can only be recorded onto a CD when that file cabinet is not open in the main window of DocuWare so that the SQL file cabinet can be converted in a RAIMA file cabinet. The converting process is done automatically. As of DocuWare version 4.5 a specific recorder can be selected if more than one recorder is connected. It's also possible to take an image of the directories to be recorded at a later date.

208

Recording

Using the feature Create image the options Verify single file and Delete documents after successful single file verification are not supported. On Windows 2000 recording of CDs/DVDs is only possible for a user with administrator rights.

209

Sample File Cabinets and Sample Baskets

14 Sample File Cabinets and Sample Baskets 14.1

Sample file cabinets

During Content Server installation you have the option of installing the DocuWare sample file cabinet. If you wish to register the Sample file cabinet for all DocuWare users, the system can automatically create a role with all permissions to this file cabinet, and then allocate the role to the "public" user group. Otherwise, the file cabinet is registered for the user performing the installation only.

The SampleFC.ini file The SampleFC.ini in the examples.xxxx directory contains all the information needed to install the sample file cabinet. xxxx is a four-figure number representing the Windows code for languages (1031 = German, 1033 = English). The SampleFC.ini file is structured as follows:

[File Cabinets] FCPath=SampleFC

This is where the document files are stored during installation. You can change this directory.

COUNT=1

Number of sample file cabinets to be installed

FC1=DokPool

Name of the first sample file cabinet being installed

[DokPool]

This section has the name of the sample file cabinet.

BasketPath=Cabinets\sampl This is the path to the sample document files efilecab\ that were stored in the DocPool file cabinet at installation.

There are three XML files for each sample file cabinet, all of which reside in the examples.xxxx directory. Each of these three XML files start with the name of the sample file cabinet. They are: DocPool_MySQL.xml DocPool_MSSQL.xml DocPool_Oracle.xmll These files contain database-specific information about the file cabinet.

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Sample File Cabinets and Sample Baskets

14.2

Sample baskets

The DocuWare sample basket is automatically installed during installation of the DocuWare client. The information needed to install the sample basket is taken by the installation program from the SampleBaskets.ini file in the examples.xxxx directory (see above). During an update of a DocuWare 4 or DocuWare 5 system, the Setup program copies the sample basket into a subfolder of LOCALPATH, provided it has access to it. Otherwise, or in case of a new installation, a subfolder in a location for application data for all users is used, generally: C:\Documents and Settings\All users. The name of this sub-directory is specified in the SampleBaskets.ini file.

SampleBaskets.ini:

[Baskets] BasketPath=Baskets

Name of the subfolder of the above path, or of LOCALPATH

The following settings must not be changed, as this would prevent TIFFMAKER from working with the sample basket. [Settings] DW5=1 When you start DocuWare for the first time, the following entry in the registry gets checked: HKEY_CURRENT_USER\Software\DocuWare\DocuWare\500\FolderSampleBasket Unless the entry is blank, DocuWare registers all baskets contained in the specified path and its subdirectories.

14.3

Supplying DocuWare with customized baskets and file cabinets

DocuWare 5 and DocuWare BUSINESS are supplied with a sample basket and a sample file cabinet, each with sample documents. You can supply DocuWare with baskets and file cabinets that have been customized to your users’ own needs and special requirements. You can customize baskets and file cabinets for both full version and for test versions. 14.3.1

Copying the DocuWare program files to a computer

If you want to create a customized DocuWare DVD, first copy the folder DocuWare and Modules of the DocuWare DVD into an empty directory on a computer on which DocuWare is installed. This computer should also be connected to a DVD burner for when you come to burn the DVD.

211

Sample File Cabinets and Sample Baskets

The files copied from the DVD are all write-protected. Remove the write-protection using the attrib -r /S DOS command. 14.3.2

Description of the file and directory structure

The files in the sample basket and the sample file cabinets reside in directories whose name depends on the respective DocuWare language version. You will find the sample files for the German DocuWare version in \examples.1031, while the sample files for the English version are in \examples.1033. The four-figure number is the Windows language code. These directories contain the sub-directories BASKETS and CABINETS, the files SampleBaskets.ini and SampleFC.ini, plus three XML files for each sample file cabinet. The SampleFC.ini file lists the sample file cabinet, and the SampleBaskets.ini file the sample basket. The BASKETS directory contains a directory with the name of the sample file cabinet. This contains the Basket.ini file containing the configuration settings for the sample basket and the files of the sample documents. The CABINETS directory contains a directory with the name samplefilecab. The documents to be contained in the sample file cabinet are stored here. The samplefilecab directory corresponds to a DocuWare basket and therefore also contains a file called basket.ini.

The following file and directory information relates to the data copied from the DVD, starting from the DW5 or Business directory and the Examples.xxxx sub-directory corresponding to your language version.

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Sample File Cabinets and Sample Baskets

14.3.3

Editing the sample basket



To change the name of the basket you must rename the Basket folder that corresponds to the sample basket.



To change the name of the directory in which the basket is installed, you must change the directory name in the SampleBaskets.ini file, under "BasketPath=". The directory for the sample baskets is a subfolder of the LOCALPATH or of C:\Documents and Settings\All users (see Sample baskets (on page 211)). To change the contents of the sample basket, register the basket in DocuWare and create the documents afterwards.



14.3.4

Deleting a sample basket

Delete the directory belonging to the basket in the Baskets folder. You must not edit the SampleBaskets.ini file. 14.3.5

Creating a new basket

You create a new basket in the DocuWare main window. Enter the BASKETS directory copied from the DVD as the path for the new basket. Store the documents you want to use in the basket. All baskets residing in the BASKETS directory will be used as sample baskets. You must not edit the SampleBaskets.ini file. 14.3.6

Editing a sample file cabinet



You cannot change the name of the file cabinet.



To modify the contents of the sample file cabinet, you must change the contents of the associated basket. The best thing is to register the basket and then make your changes in DocuWare. If you want to add new documents, you should index these first (either using the "Only pre-indexing" function or by storing the documents in the file cabinet).

14.3.7

Deleting a sample file cabinet

1

To adapt the SampleFC.ini file, delete the file cabinet section and adjust the number under "COUNT=". You may need to correct the numbering of the sample file cabinets to be installed (FC1= , FC2=, etc.), so that the numbering starts with 1 and continues consecutively.

2

Delete the three XML files that belong to that file cabinet.

3

Delete the folder that contains the documents for the file cabinet. For the sample file cabinet supplied with DocuWare, this is the samplefilecab folder.

14.3.8

Creating a new file cabinet

1

You create a new file cabinet in DocuWare Administration.

2

Enter the index words for the new sample documents (either using the "Only pre-indexing" function or by storing the documents in the file cabinet).

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Sample File Cabinets and Sample Baskets

3

Install a basket. Use the Cabinets folder as the storage path. Store the sample documents in the basket.

4

Make the following changes to the SampleFC.ini file: - Adapt "COUNT=" - Add new line "FC=" and specify the number and name of the file cabinet - Add a new section with the name of the sample file cabinet - Enter the basket containing the sample documents as the "BasketPath".

5

To create the XML file(s), do the following: In DocuWare Administration, right-click on the file cabinet you want in the directory tree and select the "Export Settings" command on the context menu. This generates the XML file for the database used. If you want to create an XML file for a different database type, you must first install the file cabinet in the database before using the "Export Settings" command. Edit the file names of the XML files so that they match the following logic: _MySQL.xml _MSSQL.xml _Oracle.xml

6

Copy the XML file(s) into the examples.xxxx directory.

14.3.9

Recording the the adapted DocuWare program onto your Product DVD

At the beginning you had copied the the folder DocuWare and Modules of the DocuWare DVD into an empty directory. Then you adapted the sample file cabinets and baskets. Now it‘s time to take the contents of this directory and transfer it to your Product DVD. 14.3.10

Testing the Modified Sample Baskets and File Cabinets

Before your Product DVD becomes a master, be sure to test it, by installing it on a single workstation and in a network, to make sure the adapted baskets and file cabinets are all working.

214

Appendix

15 Appendix 15.1

Displaying Documents in the Windows Client and Web Client Viewer

In the Windows Client and Web Client Viewer, DocuWare displays documents in any format in almost original quality and enables stamps to be set or comments and markings to be placed on the displayed documents. Various technologies are required to guarantee the high display quality of both viewers. If documents are edited in one viewer and then opened in the other viewer, there can be discrepancies in the display of stamps, markings and comments. This mainly applies to documents in Office format (MS Word, MS Excel, TXT, PPT). This restriction does not apply to image formats (DWTIFF, PNG, JPG, PDF). Invoice approval and other workflows are mostly unaffected by potential discrepancies. The following table provides an overview of the display of individual formats in the Viewer of both DocuWare Clients.

Display of Individual Formats in the Windows Client and Web Client Viewer MS WORD Windows Client

Web Client

Display in general

Good representation of the document, good legibility of embedded graphics, screenshots and tables. Sometimes the line breaks differ slightly from those in the original document.

Good representation of the document, quality of graphics and screenshots sometimes poorer than in the original, in exceptional cases tables have lines missing.

Scrolling through pages

Possible without restriction

Possible without restriction

Position of stamps

Accurate

Accurate

Position of markings

Accurate

Accurate

Position of text annotations

Up to 90% accurate, no annotations Up to 90% accurate on tables

Position of other annotations (circles, arrows etc.)

Accurate

Accurate

Display using the other Client As Word documents are displayed in the Windows Client and Web Client Viewer with different line breaks, the positioning of set annotations can also differ. Stamps

Position differs slightly

Position differs slightly

Markings

Slightly displaced

Marking wider than in Windows Client and slightly displaced

Text notes

Minimal displacement

Minimal displacement

Other annotations (circles, arrows etc.)

Displacement possible

Displacement possible

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Appendix

MS Excel Windows Client

Web Client

Display in general

Document well represented, similar to Excel document screen display

Document well represented, similar to print version of Excel sheet: The page breaks in the Viewer are made according to the set Print Area in the document page layout

Scrolling through pages

Possible without restriction

Possible without restriction

Position of stamps

Accurate

Accurate

Position of markings

Accurate

Accurate

Position of text annotations

Accurate, only during the writing Accurate process vertical lines reduce legibility of letters

Position of other annotations (circles, arrows etc.)

Accurate

Accurate

Display using the other Client Due to the different display ratios in both viewers, set annotations are not displayed in the exact same position on the Windows Client and the Web Client. Stamps

Position differs, depending on page breaks

Position differs, depending on page breaks

Markings

Marking displaced, depending on page breaks

Marking displaced, depending on page breaks

Text notes

Note displaced, depending on page breaks

Note displaced, depending on page breaks

Other annotations (circles, arrows etc.)

Position differs, depending on page breaks

Position differs, depending on page breaks

Windows Client

Web Client

Display in general

Excellent representation and legibility

Excellent representation and legibility

Scrolling through pages

Possible without restriction

Possible without restriction

Position of stamps

Accurate

Accurate

Position of markings

Accurate

Accurate

Position of text annotations

Accurate

Accurate

Position of other annotations (circles, arrows etc.)

Accurate

Accurate

TXT

216

Appendix

Display using the other Client The Web Client Viewer displays more lines per page than the Windows Client Viewer – the position of set annotations is therefore not 100% congruent. Stamps

Position differs

Position differs

Markings

Marking displaced

Marking displaced

Text notes

Note displaced

Note displaced

Other annotations (circles, arrows etc.)

Position differs

Position differs

Windows Client

Web Client

Display in general

Good representation of slides – optimum view with zoom between 10% and 25%

Good representation of slides – optimum view with zoom between 75% and 90%

Scrolling through pages

Possible without restriction

Possible without restriction

Position of stamps

Accurate, in optimum zoom from 15%, but content hard to read

Up to 90% accurate

Position of markings

Accurate

Accurate

Position of text annotations

Accurate, in optimum zoom from 15%, but text hard to read

Accurate

Position of other annotations (circles, arrows etc.)

Accurate, reduced line width

Accurate

MS PowerPoint

Display using the other Client Due to the different display ratios in both viewers, set annotations are not displayed in the exact same position in the Windows Client and the Web Client. Stamps

Position differs

Position differs

Markings

Marking displaced

Marking displaced

Text notes

Note displaced

Note displaced

Other annotations (circles, arrows etc.)

Position differs

Position differs

217

Appendix

PDF Windows Client

Web Client

Display in general

Good representation, display quality of screenshots; optimum view with zoom between 25% and 50%

Excellent representation, reduced display quality of screenshots; optimum display with zoom of 100%

Scrolling through pages

Possible without restriction

Possible without restriction

Position of stamps

Accurate, line width slightly more reduced than with other formats

Accurate

Position of markings

Accurate, narrower than with other formats

Accurate

Position of text annotations

Accurate

Accurate

Position of other annotations (circles, arrows etc.)

Accurate, line width more reduced than with other formats

Accurate

Display using the other Client The display is more or less the same in Windows Client and Web Client. Stamps

Identical position, borders slightly thicker

Identical position, borders slightly thinner

Markings

Identical position

Identical position

Text notes

Identical position

Identical position

Other annotations (circles, arrows etc.)

Identical position

Identical position

Windows Client

Web Client

Display in general

Excellent representation

Excellent representation

Scrolling through pages

Possible without restriction

Possible without restriction

Position of stamps

Accurate

Slightly displaced

Position of markings

Accurate

Accurate

Position of text annotations

Accurate

Accurate

Position of other annotations (circles, arrows etc.)

Accurate

Accurate

DW TIFF

Display using the other Client The display is more or less the same in Windows Client and Web Client. Stamps

Lines somewhat thicker, position

Lines somewhat thinner, position

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Appendix

Windows Client

Web Client

Excellent representation

Excellent representation

moved slightly down and to the right

moved slightly up and left

Markings

Identical position

Identical position, slightly wider

Text notes

Identical position

Identical position

Other annotations (circles, arrows etc.)

Identical position

Identical position

Windows Client

Web Client

Display in general

Excellent representation

Excellent representation

Scrolling through pages

Single page

Single page

Position of stamps

Accurate

Moved downward slightly

Position of markings

Accurate

Accurate

Position of text annotations

Accurate

Accurate

Position of other annotations (circles, arrows etc.)

Accurate

Accurate

Display in general

PNG

Display using the other Client The display is more or less the same in Windows Client and Web Client. Stamps

Slightly smaller, position displaced slightly

Slightly larger, position displaced slightly

Markings

Identical position

Identical position, slightly thicker

Text notes

Identical position

Identical position

Other annotations (circles, arrows etc.)

Identical position

Identical position

Windows Client

Web Client

Display in general

Excellent representation

Excellent representation

Scrolling through pages

Single page

Single page

Position of stamps

Accurate

Minimal displacement

Position of markings

Accurate

Accurate

Position of text annotations

Accurate

Accurate

JPG

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Appendix

Windows Client

Web Client

Display in general

Excellent representation

Excellent representation

Position of other annotations (circles, arrows etc.)

Accurate

Accurate

Display using the other Client The display is more or less the same in Windows Client and Web Client. Stamps

Lines slightly thicker, position moved Lines slightly thinner, displaced slightly down and to the right slightly up and to the left

Markings

Identical position

Identical position, slightly wider

Text notes

Identical position

Identical position

Other annotations (circles, arrows etc.)

Identical position

Identical position

15.2

The Code pages available for the OCR in DocuWare

Code Pages for the OCR The following Code Pages are available for the OCR in DocuWare:

Code Page

Width

Supplementary Information

Windows ANSI

8-bit

Code Page 1252

Windows Greek

8-bit

Code Page 1253

Windows Eastern

8-bit

Code Page 1250

Windows Turkish

8-bit

Code Page 1254

Windows Baltic

8-bit

Code Page 1257

Windows Cyrillic

8-bit

Code Page 1251

Windows Esperant

8-bit

Non Standard Win

Windows OCR/MICR

8-bit

Non Standard Win

Code Page 437

8-bit

IBM ASCII PC8

Greek-ELOT

8-bit

Greece

Greek-MEMOTEK

8-bit

Greece

Code Page 850

8-bit

Multilingual

Code Page 852

8-bit

Eastern Europe

Code Page 860

8-bit

Portugal

220

Appendix

Code Page

Width

Supplementary Information

Windows ANSI

8-bit

Code Page 1252

Code Page 863

8-bit

Canadian-French

Code Page 865

8-bit

Nordic

Code Page 866

8-bit

Cyrillic

CWI Magyar

8-bit

Hungary

Magyar Ventura

8-bit

Hungary

IVKAM C-S

8-bit

Czech & Slovak

Mazowia Polish

8-bit

Poland

Sloven & Croat

8-bit

7-bits used

Turkish

8-bit

Turkey

Icelandic

8-bit

Iceland

Maltese

8-bit

Malta 7-bits used

Unicode

16-bit

multilingual and universal

WordPerfect

16-bit

multilingual and universal

Roman 8

8-bit

HP printers

For grey highlighted code pages it is indicated in the following table to which extent they support the character set of the language which are available in DocuWare (please refer to the OCR: tab Languages). Y = Yes N = No A = Almost C = Suitable, some upper case accented characters not supported

Other Code Pages If a character set is not supported by one of these 6 code pages, in the right column is displayed which of the other code pages can be used.

Language

Code Page support

Other Code Pages

Windows ANSI / Code Page 850

Windows Eastern / Code Page 852

Windows Baltic

Code Page 437

Albanian

Y

Y

N

C

Bulgarian

N

N

N

N

Windows Cyrillic

Byelorussian

N

N

N

N

Windows Cyrillic

Catalan

Y

N

N

C

221

Appendix

Language

Code Page support

Other Code Pages

Windows ANSI / Code Page 850

Windows Eastern / Code Page 852

Windows Baltic

Code Page 437

Croatian

N

Y

N

N

Sloven & Croat

Czech

N

Y

N

N

IVKAM C-S

Danish

Y

N

Y

N

Code Page 865

Dutch

Y

A

Y

C

English

Y

Y

Y

Y

Estonian

Y

N

Y

N

Finnish

Y

A

Y

Y

French

Y

N

N

C

German

Y

Y

Y

Y

Greek

N

N

N

N

Windows Greek

Hungarian

N

Y

N

N

CWI Magyar or Magyar Ventura

Icelandic

Y

A

N

N

Icelandic

Italian

Y

N

N

C

Latvian

N

N

Y

N

Lithuanian

N

N

Y

N

Macedonian

N

N

N

N

Windows Cyrill

Maltese

N

N

N

N

Maltese or Unicode

Moldavian

N

N

N

N

Windows Cyrill

Norwegian

Y

N

Y

N

Code Page 865

Polish

N

Y

Y

N

Muzowia

Code Page 863

Polisch Portuguese

Y

N

N

N

Code Page 860

Romanian

N

Y

N

N

Russian

N

N

N

N

Serbian

N

N

N

N

Slovak

N

Y

N

N

IVKAM-CS

Slovenian

N

Y

Y

N

Sloven & Croat

Spanish

Y

N

N

C

Swedish

Y

A

Y

Y

Turkish

N

N

N

N

Windows Cyrill

Windows Cyrill

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Appendix

Language

Code Page support

Ukrainian

15.3

Other Code Pages

Windows ANSI / Code Page 850

Windows Eastern / Code Page 852

Windows Baltic

Code Page 437

N

N

N

N

Windows Cyrill

Paper formats which are supported by the OCR

The following paper formats are supported by the OCR:

Paper-Formats

Resolution

supported (possibly with limited quality)

A0

100 x 100

yes

200 x 200

yes

300 x 300

no

400 x 400

no

600 x 600

no

1200 x 1200

no

100 x 100

yes

200 x 200

yes

300 x 300

yes

400 x 400

no

600 x 600

no

1200 x 1200

no

100 x 100

yes

200 x 200

yes

300 x 300

yes

400 x 400

yes

600 x 600

no

1200 x 1200

no

100 x 100

yes

200 x 200

yes

A1

A2

A3

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Appendix

Paper-Formats

A4

A5

A5

15.4

Resolution

supported (possibly with limited quality)

300 x 300

yes

400 x 400

yes

600 x 600

yes

1200 x 1200

no

100 x 100

yes

200 x 200

yes

300 x 300

yes

400 x 400

yes

600 x 600

yes

1200 x 1200

no

100 x 100

yes

200 x 200

yes

300 x 300

yes

400 x 400

yes

600 x 600

yes

1200 x 1200

yes

List of Supported Scanners

DocuWare supports the following scanners with associated ISIS scanner drivers. Scanners with an * after their name exist at several levels, but their properties vary according to level. For example, XIONICS works as a simplex scanner at level 2, and as a duplex scanner at level 3. Scanner levels roughly correspond to scanner price brackets. Level 1: lower price bracket; Level 2: middle price bracket; Level 3: higher price bracket. Scanner models not listed in the following list because they appeared later should work with DocuWare. This applies also to scanners supplied with an ISIS driver that is not supplied with DocuWare.

Scanner Names for Level 1 AGFA Scanners w/Adaptec [AGFA] AVR (HP Emulation) [AVR2] Abaton 300S, GS, Color, Transcribe (ADF) [ABATON]

224

Appendix

Abaton 300S, GS, Color, Transcribe (no ADF) [ABATON2] Agfa Duoscan T1200 [AGFADUO] Agfa Snapscan [AGFASNAP] Agfa StudioScan Series w/ASPI [AGFAASPI] Agfa StudioScan Series w/PCZ SCSI [AGFAPCZ] Agfa StudioScan Series w/PNR SCSI [AGFAPNR] Apple Color One 1200/30 [APPLEONE] Apple Color One 600/27 [APPLEONE] Apple OneScanner [APPLE] Artiscan and Tamarack SCSI Scanners [ARTISCAN*] Canon CanoScan 300 w/ASPI [CANON] Canon CanoScan 300 w/ASPI (extended resolutions) [CANONX] Canon CanoScan 600 w/ASPI [CANON] Canon CanoScan 600 w/ASPI (extended resolutions) [CANONX] Canon IX-12 Feeder [CAIX12FD] Canon IX-12 Flatbed (Adf Optional) [CAIX12FT] Canon IX-12 and IX-12F [CAIX12] Canon IX-3010 w/ASPI [CANON] Canon IX-3010 w/ASPI (extended resolutions) [CANONX] Canon IX-30F [CAIX30] Canon IX-4015 w/ASPI [CANON] Canon IX-4015 w/ASPI (extended resolutions) [CANONX] Canon IX-4025 w/ASPI [CANON] Canon IX-4025 w/ASPI (extended resolutions) [CANONX] Canon IX-4025, IX-4015, IX-3010 (full res) w/SI4 [CANONSIX] Canon IX-4025, IX-4015, IX-3010 w/SI4 [CANONSI] Canon MS 100/100FSII [CANONCAR]

225

Appendix

Chinon DS-3000 [CHINON] Complete PC Scanner [CPC] Complete PC Scanner (no detect) [CPCF] DR-1210C driver [DR1210C] Demo Driver [FILESPEW] Envision ENV 6100, 8100, 24 Pro [ENVISION] Epson ES-1000C [EPSON] Epson ES-1000C with Transparency [EPSONT] Epson ES-1200C [EPSON] Epson ES-1200C with Transparency [EPSONT] Epson ES-1400C [EPSON] Epson ES-1400C with Transparency [EPSONT] Epson ES-300C [EPSON] Epson ES-300C with Transparency [EPSONT] Epson ES-300GS [EPSON] Epson ES-300GS with Transparency [EPSONT] Epson ES-600C [EPSON] Epson ES-600C with Transparency [EPSONT] Epson ES-800C [EPSON] Epson ES-800C with Transparency [EPSONT] Epson Expression 636 [EPSON] Epson Expression 636 with Transparency [EPSONT] Epson GT-4000 [EPSON] Epson GT-4000 with Transparency [EPSONT] Epson GT-6000 [EPSON] Epson GT-6000 with Transparency [EPSONT] Epson GT-6500 [EPSON]

226

Appendix

Epson GT-6500 with Transparency [EPSONT] Epson GT-8000 [EPSON] Epson GT-8000 with Transparency [EPSONT] Epson GT-8500 [EPSON] Epson GT-8500 with Transparency [EPSONT] Epson GT-9000 [EPSON] Epson GT-9000 with Transparency [EPSONT] Epson GT-9500 [EPSON] Epson GT-9500 with Transparency [EPSONT] Epson Scanner (Generic Model) [EPSON] Epson Scanner (Generic Model) with Transparency [EPSONT] Fujitsu M3091DCd [F3091] Fujitsu M3092DCd [F3091] Fujitsu ScanPartner 10 [FJSP] Fujitsu ScanPartner 10C [FJSP] Fujitsu ScanPartner 600C [FJSP] Fujitsu ScanPartner Jr. [FJSP] Fujitsu fi-4010CU [FI4010C] Fujitsu fi-4110CU [FI4110U] Fujitsu fi-4120C [FI4120] Fujitsu fi-4120C2 [FI4120C2] Fujitsu fi-4220C [FI4120] Fujitsu fi-4220C2 [FI4120C2] Fujitsu fi-5110C [FI5110C] Fujitsu fi-5120C [FI5120C] Fujitsu fi-5220C [FI5120C] Fujitsu fi-60F [FI60F]

227

Appendix

HP OfficeJet Pro 1150C PictureScan [HP1150C] HP Scanjet [SCANJET] HP Scanjet (extended resolutions) [SCANJETX] HP Scanjet 3c [SCANJET] HP Scanjet 3c (extended resolutions) [SCANJETX] HP Scanjet 4100c [SCANJET] HP Scanjet 4100c (extended resolutions) [SCANJETX] HP Scanjet 4c [SCANJET] HP Scanjet 4c (extended resolutions) [SCANJETX] HP Scanjet 4p [SCANJET] HP Scanjet 4p (extended resolutions) [SCANJETX] HP Scanjet 5100c [SCANJET] HP Scanjet 5100c (extended resolutions) [SCANJETX] HP Scanjet 5200c [SCANJET] HP Scanjet 5200c (extended resolutions) [SCANJETX] HP Scanjet 5500 [HP5500] HP Scanjet 5590 [HP5590] HP Scanjet 5p [SCANJET] HP Scanjet 5p (extended resolutions) [SCANJETX] HP Scanjet 5s [HP5S] HP Scanjet 6100c [SCANJET] HP Scanjet 6100c (extended resolutions) [SCANJETX] HP Scanjet 6200c [SCANJET] HP Scanjet 6200c (extended resolutions) [SCANJETX] HP Scanjet 6250c [SCANJET] HP Scanjet 6250c (extended resolutions) [SCANJETX] HP Scanjet 6350c [SCANJET]

228

Appendix

HP Scanjet 6350c (extended resolutions) [SCANJETX] HP Scanjet 7400 [HP7400] HP Scanjet 7650 [HP7650] HP Scanjet 8200 [HP8200] HP Scanjet 8250 [HP8250] HP Scanjet 8270 [HP8270] HP Scanjet 8290 [HP8290] HP Scanjet 8300 [HP8300] HP Scanjet IIIp [SCANJET] HP Scanjet IIIp (extended resolutions) [SCANJETX] HP Scanjet IIc [SCANJET] HP Scanjet IIc (extended resolutions) [SCANJETX] HP Scanjet IIcx [SCANJET] HP Scanjet IIcx (extended resolutions) [SCANJETX] HP Scanjet IIp [SCANJET] HP Scanjet IIp (extended resolutions) [SCANJETX] HP Scanjet Plus [SCANJET] HP Scanjet Plus (extended resolutions) [SCANJETX] Heidelberg CPS Jade w/ASPI [LINOHELL] Heidelberg CPS Saphir Ultra 2w/ASPI [LINOHELL] Howtek Personal Color Scanner [HOWTEK] IBM PageScanner, Adapter 3119/A [IBM_3119] Import Driver [IMPORTER] JETFAX4 /M5 [JETFAX4] KODAK i50 [EKI50I60] KODAK i60 [EKI50I60] KODAK i80 [EKI80]

229

Appendix

Kodak i30 [EKI3040] Kodak i40 [EKI3040] Kodak i55 [EKI5565] Kodak i65 [EKI5565] Microtek ArtixScanDI 2010 [MIIISIS] Microtek MS-II w/Page Detect [MSII] Microtek ScanMaker II [SCNMKRII] Microtek ScanMaker IIHR or III w/ASPI [MKTKASPI] Microtek ScanMaker IIHR or III w/Microtek PCZ SCSI [MKTKPZ] Microtek ScanMaker IIHR or III w/Microtek PNR SCSI [MKTKPNR] Microtek ScanMaker V300 [SCNMKR2] Microtek ScanMaker X6EL [MT636EL] Microtek Scanner [MKTK_AT] NIKON AX-110/AX210 w/ASPI [NIKON110] Nikon SCANTOUCH Scanner [NIKON] OKIDATA DOC-IT 3000/4000 [DOCIT] Panasonic FX-RS 505, 506, and 307 [PANA] Photron w/ASPI [PHOTRON] Polaroid Digital Scanner CS-500i [POLAROID] Ricoh FS-2 [RICOHFS2] Ricoh IS-50 [RICOH560] Ricoh IS-50 (with extended resolutions) [RICOH56X] Ricoh IS-60 [RICOH560] Ricoh IS-60 (with extended resolutions) [RICOH56X] Sharp SCSI JX-300, JX-320, JX-325, JX-450, JX-610 [SHRPSCSI] TWAIN scanner support [PIXTWAIN] UMAX Scanners w/GSII-PC Card [UMAXGSII]

230

Appendix

UMAX Vista and PowerLook w/ASPI [VISTASPI] UMAX Vista and PowerLook w/UMAX SCSI [VISTA] Umax Astra 2400S [UA2400S] V9750 [V9750] Visioneer 9450 [V9450] Visioneer 9650 [VISIONER] Visioneer Strobe XP 200 [VSXP200] Visioneer Strobe XP 450 [XP450] XEROX DocuMate 250 [X250] XEROX DocuMate 252 [X252] XEROX DocuMate 262 [X262] XEROX DocuMate 272 [X272] XEROX DocuMate 510 [X510] XEROX DocuMate 520 [X520] Xerox 3002 [X3002]

Scanner Names for Level 2 Any Bell & Howell (simplex) with Kofax Kipp 2.1 [KFSIMPLX] Any Fujitsu (simplex) with Kofax Kipp 2.1 [KFSIMPLX] Artix TurboScan 4020 [TS4020] AVision ISIS driver [PT680] BUIC 1000 Check Scanner [BUIC] Bell & Howell 1000FB [BH5000] Bell & Howell 1500FB [BH5000] Bell & Howell 3338 with Kofax Kipp 2.1 [KFSIMPLX] Bell & Howell 4040 SCSI [BH4000] Bell & Howell 5000F [BH5000]

231

Appendix

Bell & Howell 500F [BH500] Bell & Howell 6000F [BH5000] Bell & Howell 6338 (simplex) with Kofax Kipp 2.1 [KFSIMPLX] Bowe Bell and Howell 1200 [BBH1200] Bowe Bell and Howell 1400 [BBH1400] Canon CR-180 [CR180] Canon DR-2080C [DR2080C] Canon DR-2580C [DR2580C] Canon DR-3020 [CANON_DR] Canon DR-3060 [DR3080] Canon DR-3080C [DR3080] Canon DR-3080CII [DR3080II] Canon DR-4010C [DR4010C] Canon DR-4080U [DR4080] EPSON GT-10000 Plus [GT10P] EPSON GT-15000 [GT15K] EPSON GT-2500 [EPSONA4] EPSON GT-30000 [GT30000] Epson Expression 836XL [ES836] Epson GT-10000[GT10000] Fujitsu M3093DE (simplex) with Kofax Kipp 2.1 [KFSIMPLX] Fujitsu M3093DG [FUJIGINE] Fujitsu M3093DG (extended resolutions) [FUJIGINX] Fujitsu M3093E with Kofax Kipp 2.1 [KFSIMPLX] Fujitsu M3093EX with Kofax Kipp 2.1 [KFSIMPLX] Fujitsu M3093GX [FUJIGINE] Fujitsu M3093GX (extended resolutions) [FUJIGINX]

232

Appendix

Fujitsu M3096E Plus with Kofax Kipp 2.1 [KFSIMPLX] Fujitsu M3096E with Kofax Kipp 2.1 [KFSIMPLX] Fujitsu M3096EX with Kofax Kipp 2.1 [KFSIMPLX] Fujitsu M3096G [FUJIGINE] Fujitsu M3096G (extended resolutions) [FUJIGINX] Fujitsu M3096GX [FUJIGINE] Fujitsu M3096GX (extended resolutions) [FUJIGINX] Fujitsu M3097DG [FUJIGINE] Fujitsu M3097DG (extended resolutions) [FUJIGINX] Fujitsu M3097E with Kofax Kipp 2.1 [KFSIMPLX] Fujitsu M3097EX with Kofax Kipp 2.1 [KFSIMPLX] Fujitsu M3097G [FUJIGINE] Fujitsu M3097G (extended resolutions) [FUJIGINX] Fujitsu M3099A (simplex) with Kofax Kipp 2.1 [KFSIMPLX] Fujitsu M3192B [FUJIGIN3] Fujitsu M4097D [M4097] Fujitsu ScanPartner 93GX [FUJIGINE] Fujitsu ScanPartner E.O. [FUJIGIN3] Fujitsu ScanPartner93GX (extended resolution) [FUJIGINX] Fujitsu fi-4340C [M4340] Fujitsu fi-4530C [FI4530] Fujitsu fi-4640S [M4640] Fujitsu fi-4750C [M4750] Fujitsu fi-4750L [M4750L] Fujitsu fi-5530C [FI5530] Fujitsu fi-5650C [FI5650] Fujitsu fi-5750C [FI5750]

233

Appendix

INOTEC SCAMAX 2500 [INOTEC_2] INOTEC SCAMAX 2600 [INOTEC_2] Kodak i1200 [EKI1200] Kodak i1300 [EKI1300] Kodak Digital Science 1500 Scanner [DS1500] Kodak i150 [EKI100] Kodak i160 [EKI100] Kodak i250 [EKI200] Kodak i260 [EKI200] Kodak i280 [EKI200] Panasonic KV-S1020C [KVS1025] Panasonic KV-S1025C [KVS1025] Panasonic KV-S2026C [KVS2048] Panasonic KV-S202xC S204xC [KVS2025] Panasonic KV-S2046C [KVS2048] Panasonic KV-S2048C [KVS2048] Panasonic KV-S6040W w/SCSI [PANA6045] Panasonic KV-S6045W w/SCSI [PANA6045] Panasonic KV-SP500 (simplex and duplex) with Kofax Kipp 2.1 [KFSIMPLX] Panasonic KV-SP505 (simplex and duplex) with Kofax Kipp 2.1 [KFSIMPLX] Panasonic KV-SS25 w/SCSI [PANASCSI] Panasonic KV-SS50 w/SCSI [PANASCSI] Panasonic KV-SS50EX w/SCSI [PANASCSI] Panasonic KV-SS55 w/SCSI [PANASCSI] Panasonic KV-SS55EX w/SCSI [PANASCSI] Panasonic KV-SS60EX w/SCSI [PANASCSI] Panasonic KV-SS60N w/SCSI [PANASCSI]

234

Appendix

Panasonic KV-SS65EX w/SCSI [PANASCSI] Panasonic KV-SS65N w/SCSI [PANASCSI] Ricoh Aficio 401 [RICOH401] Ricoh IS-01 [RICOHIS1] Ricoh IS-410 and IBM 2456 [RICOH410] Ricoh IS-410 and IBM 2456 w/WINASPI [RICOH41W] Ricoh IS-420 [RICOH420] Ricoh IS-430 [RICOH420] Ricoh IS420 with Kofax Kipp 2.12 [KFSIMPLX] Savin 9940DPC [SAV9940] Seaport ISIS Driver [SEAPORT*] Sharp JX-300, JX-320, JX-325, JX-450, JX-610 [SHARP] TDC/Banctec 2610 (simplex) with Kofax Kipp 2.1 [KFSIMPLX] VisionShape CS-XX series [VSCSDRVR] Xerox DocuImage 620S [DOCU620S] Xionics ISIS Driver (Simplex/Duplex) [XIONICS*] infotec 5402 MF [INFO5402]

Scanner Names for Level 3 Any Bell & Howell (duplex) with Kofax Kipp 2.1 [KOFAXBIC] Any Fujitsu (duplex) with Kofax Kipp 2.1 [KOFAXBIC] Any Scanner w/Adrenaline [KOFAXIC3] Bell & Howell 2135 with RSC [BELLHOWL] Bell & Howell 2137 with RSC [BELLHOWL] Bell & Howell 2138 with RSC [BELLHOWL] Bell & Howell 3238 with RSC [BELLHOWL] Bell & Howell 3338 with RSC [BELLHOWL] Bell & Howell 6338 (duplex) with Kofax Kipp 2.1 [KOFAXBIC]

235

Appendix

Bell & Howell 6338 with RSC [BELLHOWL] Bell & Howell 8000 Series [BH8000] Bell & Howell 8080D SCSI [BH8000] Bell & Howell 8080S SCSI [BH8000] Bell & Howell 8100D SCSI [BH8000] Bell & Howell 8100S SCSI [BH8000] Bell & Howell 8125D SCSI [BH8000] Bell & Howell 8125S SCSI [BH8000] Bell and Howell 2000 FB [BH2000] Bell and Howell 730DC FB [BH730DC] Bell+Howell 2135 w/Adrenaline [KOFAXIC3] Bell+Howell 2137 w/Adrenaline [KOFAXIC3] Bell+Howell 2138A w/Adrenaline [KOFAXIC3] Bell+Howell 3338 World Trade w/Adrenaline [KOFAXIC3] Bell+Howell 3338A w/Adrenaline [KOFAXIC3] Bell+Howell 6338 Duplex w/Adrenaline [KOFAXIC3] Bell+Howell 8080D/8125D Video w/Adrenaline [KOFAXIC3] Bell+Howell 8080DB [BH8KC] Bell+Howell 8080DC [BH8KC] Bell+Howell 8080SB [BH8KC] Bell+Howell 8080SC [BH8KC] Bell+Howell 8100DB [BH8KC] Bell+Howell 8100DC [BH8KC] Bell+Howell 8125DB [BH8KC] Bell+Howell 8125DC [BH8KC] Böwe Bell+Howell 3200 [BBH3200] Böwe Bell+Howell 3600 [BBH3200]

236

Appendix

Böwe Bell+Howell 8090 [BBH8KXF] Böwe Bell+Howell 8120 [BBH8KXF] Böwe Bell+Howell 8140 [BBH8KXF] Canon DR-4580U [DR4580] Canon DR-5010C [DR5010C] Canon DR-5020 [CA5080] Canon DR-5060F [DR5060] Canon DR-5080C [CA5080] Canon DR-6080 [DR9080C] Canon DR-7080C [DR7080C] Canon DR-9080C [DR9080C] Canon GP215/210 [CANGP200] Canon GP30F/55F Series Reorder [REORDER] Canon GP30F/55F Series non-Reorder [CANON_GP] Canon GP315/355/405 [CANGP200] Canon GP335/405 [CANGP200] Canon MS 400/500 [CANONMS] Canon MS 800 [MS800] Canon MS300 [MS300] Canon RFS 1000 [CANONRFS] Canon imageRUNNER 330/400 [CANGP200] Colortrac 3640e [AISSER4E] Colortrac 3680e [AISSER4E] Colortrac 4260e [AISSER4E] Colortrac 4280e [AISSER4E] Colortrac 4860e [AISSER4E] Colortrac 5480e [AISSER4E]

237

Appendix

Fujitsu 3093DE w/Adrenaline [KOFAXIC3] Fujitsu 3093E w/Adrenaline [KOFAXIC3] Fujitsu 3096E w/Adrenaline [KOFAXIC3] Fujitsu 3096E+ w/Adrenaline [KOFAXIC3] Fujitsu 3096EX w/Adrenaline [KOFAXIC3] Fujitsu 3097E/E+ w/Adrenaline [KOFAXIC3] Fujitsu 3097EX w/Adrenaline [KOFAXIC3] Fujitsu 3099A w/Adrenaline [KOFAXIC3] Fujitsu M3093DE (duplex) with Kofax Kipp 2.1 [KOFAXBIC] Fujitsu M3099A (duplex) with Kofax Kipp 2.1 [KOFAXBIC] Fujitsu M3099G [FUJI3099] Fujitsu M3099GH [FUJI3099] Fujitsu M3099GX [FUJI3099] Fujitsu M4099D [FUJITSU] Fujitsu fi-4860C [M4860] Fujitsu fi-5900C [FI5900] Heidelberg ImageDirect 665 [IMDIR665] INOTEC M03 [INO_M03] Kodak Digital Science 1500/2500 [DSSCAN] Kodak Digital Science 2500 Scanner [DS2500] Kodak Digital Science 3500 Scanner [EKDS3500] Kodak Digital Science 3510 Scanner [EKDS3510] Kodak Digital Science 3520 Scanner [EKDS3520] Kodak Digital Science 3590 Scanner [EKDS3590] Kodak Digital Science 4500 Scanner [EKDS4500] Kodak Digital Science 4500 Scanner (B&W default) [EKDS450B] Kodak Digital Science 5500 Scanner [KODAKDS1]

238

Appendix

Kodak IMAGELINK 500 Scanner [KODAK500] Kodak i610 [EKI600] Kodak i620 [EKI600] Kodak i640 [EKI600] Kodak i660 [EKI600] Kofax VRS Scanner [PIXKOFAX] MDS 2500C [Miru] Microtek ArtixScan DI-7520 [ASDI 7500] Minolta Book Scanner [MINPS] Minolta Film Scanner [MINMS] Minolta PS7000 [MIN7PS] Panasonic KV-S Series [KVSSCAN] Panasonic KV-S2055B w/SCSI [PANA2055] Panasonic KV-S2055L w/SCSI [PANA2055] Panasonic KV-S2055W w/SCSI [PANA2055] Panasonic KV-S3065C [KVS7065] Panasonic KV-S3105C S3085 [KVS3105] Panasonic KV-S7065C [KVS7065] Panasonic KV-SS850 w/SCSI [PANA85X] Panasonic KV-SS855 w/SCSI [PANA85X] Panasonic KV-SS905C [KVSS] Ricoh IS-330 [RICOH330] Ricoh IS-450 [RICOH450] Ricoh IS-510 and IS-520 [RICOH520] Ricoh IS760 [RICOH760] Ricoh RS-2200 [RS2200] Seaport ISIS Driver [SEAPORT*]

239

Appendix

TDC DS-2610 (SCSI) [TDC2610] TDC/Banctec 2610 (duplex) with Kofax Kipp 2.1 [KOFAXBIC] Xionics ISIS Driver (Simplex/Duplex) [XIONICS*]

15.5

Certified Scanners Manufacturers

Name

SCSI

USB not under Windows NT

15.6

InoTec

421 CD

X

Böwe Bell+Howell

Sidekick 1400

SCSI III

USB 2.0

Supported CD Recorders

DocuWare supports all current ATAPI, USB and SCSI CD recorders. The recorders of Plextor and Yamaha have proven to be especially reliable. If you use a CD recorder which is not 100% compatible with the specifications and therefore can not be used with DocuWare, you can create an image of the CD on hard disk with DocuWare and record it later with the recording software of your recorder.

15.7

Supported DVD Recorder

Please pay attention that the article numbers of the DVD recorders which you intend to use are matching exactly with the listed article numbers in this document. Generally we cannot assume any liability for the use of CD and DVD recorders through the parallel port. In principle, all DVD burners that are MMC compatible are supported. MMC stands for MultiMedia Commands and describes a standard set of commands for controlling and communicating with multimedia devices. Below is a list of DVD burners that have been specially tested to ensure that they support DocuWare.

List of DVD burners Below is a list of DVD burners that have been specially tested to ensure that they support DocuWare. - Acer CRW620 - Acer CRW620A - AOPEN CRW2440 - AOPEN CD-RW CRW4048

240

Appendix

- AOPEN CD-RW CRW5232 - AOPEN 8X8 DVD Dual AAN - CyberDrv CW078D CD-R/RW - CyberDrv CW088D CD-R/RW - FREECOM DVD+/-RW8B - FREECOM DVD+/-RW8B9 - FREECOM DVD+/-RW16B8 - FREECOM DVD+/-RW16B9 - Generic CRD-R800S - HL-DT-ST DVDRAM GMA-4020B ) - HL-DT-ST DVDRAM GMA-4120B - HP CD-Writer 6020 - HP 6020I - HP DVD Writer 400n - HP DVD Writer 420n - IMS CDD2600 - JVC XR-W2020 - JVC XR-W2022 - JVC R2626 - JVC XR-W2040 - Kodak PCD200

(not DAO)

- Kodak PCD240 - Lite-On LTR-511 - LG GMA-4020B - LG GMA-4120B - Mad Dog MD-8XDVDRW-PM - Mad Dog MD-16XDVD9

241

Appendix

- Matsushita CW-7502 - Matsushita DVD-RAM LF-D310 - Matsushita DVD-RAM LF-D521 - Matsushita DVD-R SW-9501 - Matsushita DVD-RAM SW-9571 - Matsushita DVD-RAM SW-9572 - Matsushita DVD-RAM SW-9573 - Matsushita DVD-RAM SW-9574 - Matsushita DVD-RAM SW-9575 - Matsushita DVD-RAM SW-9581 - Matsushita DVD-RAM SW-9582 - Matsushita DVD-RAM SW-9583 - Matsushita DVD-RAM SW-9584 - Matsushita DVD-RAM SW-9585 - Matsushita DVD-RAM UJ-840 - Matsushita DVD-RAM UJ-845 - Memorex DVD+/-RW True8Xn - Memorex DVD+/-RWDL 4RWnD2 - Mitsbish CDRW226 - Mitsbish CDRW226A - _NEC CB-2100 - _NEC CD-RW NR-9100A - _NEC CDRW/DVD CB1100A - _NEC DVD_RW ND-1300A - _NEC DVD+RW ND-2100A - _NEC DVD+RW ND-2110A - _NEC DVD_RW ND-2300A

242

Appendix

- _NEC DVD_RW ND-2500A - _NEC DVD_RW ND-2510A - _NEC DVD+-RW ND-2510A - _NEC DVD+RW ND-3100A - _NEC DVD+-RW ND-3450A - _NEC DVD_RW ND-3500A - _NEC DVD_RW ND-3520A - _NEC DVD_RW ND-3530A - _NEC DVD+-RW ND-3530A - _NEC DVD_RW ND-3540A - _NEC DVD+RW ND-5100A - _NEC DVD+RW ND-6100A - _NEC DVD_RW ND-6650A - Optorite DVD RW DD0201 - Philips CDD521

(not DAO)

- Philips CDD2600 - Philips DVDRW208 - Philips DVDRW228 - Philips OMNIWRITER26 - Philips PCRW2010 - Pioneer DR-R504

(not DAO)

- Pioneer DVD-R7211 - Pioneer DVD-R DVD-R7322 - Pioneer DVD-R DVR-U201 - Pioneer DVD-RW DVR-103 - Pioneer DVD-RW DVR-104 - Pioneer DVD-RW DVR-105

243

Appendix

- Pioneer DVD-RW DVR-106 - Pioneer DVD-RW DVR-107 - Pioneer DVD-RW DVR-108 - Pioneer DVD-RW DVR-109 - Pioneer DVD-RW DVR-K11 - Pioneer DVD-RW DVR-K12 - Pioneer DVR-S201 - Pinnacle RCD4X4 - Pinnacle RCDW226 - Plasmon RF4000

(not DAO)

- Plasmon RF4100

(not DAO)

- Plasmon RF4102

(not DAO)

- Plasmon CDR480

(firmware rev. 3.00 or higher)

- Plextor CD-R PX-R412

(firmware rev. 1.03 or higher for DAO)

- Plextor CD-R PX-R820 - Plextor CD-R PX-W4220 - Plextor CD-R PX-W8220 - Plextor CD-R PX-W8432 - Plextor CD-R PX-W124 - Plextor CD-R PX-W1210 - Plextor CD-R PX-W1610 - Plextor CD-R PX-W2410 - Plextor CD-R PX-W4012 - Plextor CD-R PX-W4824 - Plextor CD-R PX-W5224 - Plextor CD-R PX-320 - Plextor DVDR PX-504A

244

Appendix

- Plextor DVDR PX-708A - Plextor DVDR PX-712A - Plextor DVDR PX-716A - Ricoh CD-R/RW MPxxxx - Ricoh DVD/CDRW MPxxxx - Ricoh DVD+RW MP5308D - Ricoh DVD+RW MP5316D - Ricoh MP6200A - Ricoh MP6200S - Ricoh MP6201S - Ricoh MP6201S - Ricoh RW5120A - SAF CD-R2006

(not DAO)

- SAF CD-R8020 - Sanyo CRD-R800S - Sanyo CRD-RW1 - Sanyo CRD-RW2 - Sony CD-RW CRX10U - Sony CD-RW CRX120 - Sony CD-RW CRX130 - Sony CD-RW CRX140 - Sony CD-RW CRX145 - Sony CD-RW CRX0811 - Sony DRU110A - Sony DVD RW DRU-500A - Sony DVD RW DRU-510A - Sony DVD RW DRU-530A

245

Appendix

- Sony DVD RW DRU-700A - Sony DVD RW DW-D22A - Sony DVD RW DW-U10A - TDK DVDRW880N - TDK DVDRW882N - TDK DVDRW1616EX - TDK DVDRW1616N - Teac CD-R50S - Teac CD-R55S

(firmware rev. 1.0f or higher for DAO)

- Teac CD-R56S

(includes all variants like 400 and 600)

- Teac CD-R58S - Teac CD-W216E - Teac CD-W512S - Teac DV-W50E - Teac DV-W58D - Teac DV-W516D - Traxdata CDR4120 - Traxdata CDR6120 - Traxdata CDRW2260 - Traxdata CDRW4260 - Waitec WT4046 - Waitec WT412 - Yamaha CDR102 - Yamaha CDR200 - Yamaha CRW2100 - Yamaha CRW2200 - Yamaha CRW2216

246

Appendix

- Yamaha CRW2260 - Yamaha CRW3200 - Yamaha CRW4260 - Yamaha CRW4261 - Yamaha CRW4416 - Yamaha CRW6416 - Yamaha CRW8424 - Yamaha CRW8824 - Yamaha CRW-F1E

15.8

List of supported CD- DVD- and Blu-ray-Disk-formats

-

CD-R(W)

-

DVD-R(W)

-

DVD+R

DVD+RW and DVD-RAM are not supported! The following additional formats are supported in a jukebox administered with PoINT Jukebox Manager: -

BD-R (write once)

-

BD-RE (re-writetable)

15.9

Certified Products

You find an overview of the certified products on our home page under www.docuware.com > Products > Integrations > Certified Products (Partner Login needed)

15.10

DocuWare Viewer Windows Client: List of Supported Formats

The following list contains the file formats supported by DocuWare Viewer of the Windows Client. Image scope and quality vary according to format. There can often be considerable deviations from the original program's image on screen as well as on the printout, except with DocuWare TIFF and JPEG. We accept no responsibility for errors and reserve the right to edit the list at any time.

247

Appendix

3D / 2D CAD & Vector-based Engineering Formats File format

Versions

File extension

Drawing, Drawing Exchange

2009, 2008, 2007, 2006, 2005, 2004, 2002, DXF 2000i, 2000, 14, 13c4, 13c3, 13c2,13c1,12, 10, 9, 2.x

HPGL

HGL,HPG, PLT, PRN

HPGL/2

HGL,HPG, PLT, PRN

Vector Graphics Formats File format

Versions

File extension

Acrobat PDF

8.0(1.7), 7.0(1.6) (but no packages of multiple PDFs), 6.0(1.5), 5.0(1.4), 1.3, 1.2, 1.1, 1.0

PDF

Amipro Graphics Corel Presentation Exchange

SDW 7.0, 6.0, 5.0

Enhanced Metafile Illustrator

CMX

EMF, EMZ (Compressed) 10, 9, 8, 7, 6, 5, 4, 3, 2, 1

Lotus PIC File Image

AI PIC

PCL

5

PCL, PRN

PowerPoint

2003, 2002, XP, 2000, 97, 95, 4.0, 3.x

PPT

PowerPoint

2007

PPTX

SVG

1.0

SVG

Windows Metafile

3

WMF

WordPerfect Graphics

2, 1

WPG

VISIO

2007, 2003, 2002, 2000, 5, 4

VSD

File format

Versions

File extension

AIIM MS53

GP III, GP IV

A11

AMIGA

IFF / LBM File

IFF, LBM

Raster & Bitmap Formats

Compuserve GIF CorelDraw! Bitmap Preview CUT Raster

GIF, RLE 5.x, 4.x, 3.x, 2.x

CDR CUT

248

Appendix

File format

Versions

File extension

AIIM MS53

GP III, GP IV

A11

Databeam

DBX

Dr. Halo PIC

PIC

GEM IMG Bitmap

IMG

IBM IOCA/MODCA JPEG

JPEG, JPG

JPEG 2000

JP2,JPF, J2K, J2C, JPC, JPX

MAC

MAC

Neutral Raster File

NRF

OS/2 1.1 Bitmap

BMP

Paintbrush PCX

PCX

PNG

PNG

Portable Bitmap

PPM

SUN Raster File

PR

TARGA

TGA

Windows Bitmap

BMP

Windows 3 Icon-Resource

ICO

WordPerfect Graphics Bitmap

WPG

X-Windows Dump

XWD

Database Formats File format

Versions

File extension

Access

2000, 97, 95, 2.0, 1.1, 1.0

MDB

Database Express

1.0

DBM, FRM, TDF

Fox/Dbase

IV, III+, III, II

DBF

Paradox

4.0, 3.5

DB

Paradox Index File

4.0, 3.5

PX

249

Appendix

Fax Formats File format

Versions

File extension

Brooktrout Everfax

-3, -2

Frecom Fujitso Gamma Generic-Fax Hybrid J-T Intel Net-Fax Product R&D Fax Modem Raw Group III Relisys Ricoh Scifax Smartfax Trigem Winfax Pro

4, 3

Worldport

Word Processor Formats File format

Versions

File extension

Amipro Document

3, 2

SAM

Amipro Style Sheet

3, 2

STY

Plain Text (ASCII, UTF-8, Unicode, Multi-byte)

TXT

Rich Text Format

1.X

RTF

Word for DOS

6.0, 5.5, 5.0

DOC

Word for Windows

2003, 2002, XP, 2000, 97, 95, 7, 6, 2.0

DOC

2007

DOCX

7, 6, 5.2, 5.1, 5.0

WPD

WordPerfect

250

Appendix

File format

Versions

File extension

Amipro Document

3, 2

SAM

WordStar

3.0, 2.0, 1.01D

WS

7.x, 6.x, 5.x, 4.x, 3.x, 2.2x

WS

Write

WRI

Microsoft Outlook

MSG

Spreadsheet Formats File format

Versions

File extension

Excel

2003, 2002, XP, 2000, 97,95, 7, 6, 5, 4, 3, 2.1

XLS, XLT, XLW

2007

XLSX, XLTX

3.x, 2, 1.2, 1.1, 1.0, 1.A

WR1, WR3, WRK

Lotus 1-2-3 DOS, MACINTOSH, UNIX, WINDOWS Lotus Symphony

WR1, WRK

Quattro

1.x

WK1,WKQ

Quattro Pro for DOS

4, 3, 2, 1

WQ1,WKQ,

Quattro Pro for Windows

7, 6, 5, 2, 1

WB1, WB2, WB3

Symphony

2.0; 1.2, 1.1, 1.01, 1.0

WK3, WK4, WRK, WRL

Versions

File extension

Archived Formats File format 7-ZIP

7Z

ARC

ARC

ARJ

ARJ

BZip2

BZ2

CAB

CAB

Debian

DEB

GZip

GZ

LHARC Archive

LZH

RAR

RAR

RPM

RPM

TAR

TAR

251

Appendix

File format

Versions

File extension

7-ZIP

7Z

ZIP Archive

ZIP

15.11

DocuWare Web Client: List of File Formats Supported for Display

The following list contains all the file formats supported by the viewer on DocuWare Web Client. Individual file formats may be displayed differently in the viewer of the Windows client than in the viewer of the Web Client, since the files are displayed using different technologies. Errors and omissions excepted; this list is subject to change without notice.

Word Processing Formats File Format

Supported Versions by Viewer of DocuWare Web Client

ANSI Text

7 & 8 bit

ASCII Text

7 & 8 bit

DEC WPS Plus (DX)

Versions through 3.1

DEC WPS Plus (WPL)

Versions through 4.1

DisplayWrite 2 & 3 (TXT)

All versions

DisplayWrite 4 & 5

Versions through 2.0

EBCDIC

All versions

Enable

Versions 3.0, 4.0 and 4.5

First Choice

Versions through 3.0

Framework

Version 3.0

Hangul

Versions 97, 2002 and 2005

IBM FFT

All versions

IBM Revisable Form Text

All versions

IBM Writing Assistant

Version 1.01

Just System Ichitaro

Versions 4.x through 6.x, 8.x through 13.x and 2004

JustWrite

Versions through 3.0

Legacy

Versions through 1.1

Lotus AMI/AMI Professional

Versions through 3.1

Lotus Manuscript

Version 2.0

Lotus Word Pro (non-Windows)

Versions SmartSuite 97, Millennium, and Millennium 9.6 (text only)

Lotus Word Pro (Windows)

Versions SmartSuite 96, 97 and Millennium and Millennium 9.6

252

Appendix

MacWrite II

Version 1.1

MASS11

Versions through 8.0

Microsoft Rich Text Format (RTF)

All versions

Microsoft Word (DOS)

Versions through 6.0

Microsoft Word (Mac)

Versions 4.0 - 2004

Microsoft Word (Windows)

Versions through 2007

Microsoft WordPad

All versions

Microsoft Works (DOS)

Versions through 2.0

Microsoft Works (Mac)

Versions through 2.0

Microsoft Works (Windows)

Versions through 4.0

Microsoft Windows Write

Versions through 3.0

Multi-Byte MultiMate

Versions through 4.0

Navy DIF

All versions

Nota Bene

Version 3.0

Novell Perfect Works

Version 2.0

Novell/Corel WordPerfect (DOS)

Versions through 6.1

Novell/Corel WordPerfect (Mac)

Versions 1.02 through 3.0

Novell/Corel WordPerfect (Windows)

Versions through 12.0

Office Writer

Versions 4.0 - 6.0

OpenOffice Writer (Windows and UNIX)

OpenOffice version 1.1 and 2.0

PC-File Letter

Versions through 5.0

PC-File+ Letter

Versions through 3.0

PFS:Write

Versions A, B and C

Professional Write (DOS)

Versions through 2.1

Professional Write Plus (Windows)

Version 1.0

Q&A (DOS)

Version 2.0

Q&A Write (Windows)

Version 3.0

Samna Word

Versions through Samna Word IV+

Signature

Version 1.0

SmartWare II

Version 1.02

Sprint

Versions through 1.0

StarOffice Writer

Version 5.2 (text only) and 6.x through 8.x

Total Word

Version 1.2

Unicode Text

All versions

UTF-8

All versions

Volkswriter 3 & 4

Versions through 1.0

253

Appendix

Wang PC (IWP)

Versions through 2.6

WordMARC

Versions through Composer Plus

WordStar (DOS)

Versions through 7.0

WordStar (Windows)

Version 1.0

WordStar 2000 (DOS)

Versions through 3.0

XyWrite

Versions through III Plus

Desktop Publishing Formats File Format

Supported Versions by Viewer of DocuWare Web Client

Adobe FrameMaker (MIF)

Versions 3.0, 4.0, 5.0, 5.5 and 6.0 and Japanese 3.0, 4.0, 5.0 and 6.0 (text only)

Database Formats File Format

Supported Versions by Viewer of DocuWare Web Client

Access (MDB)

Versions through 2.0

dBASE

Versions through 5.0

DataEase

Version 4.x

dBXL

Version 1.3

Enable

Versions 3.0, 4.0 and 4.5

First Choice

Versions through 3.0

FoxBase

Version 2.1

Framework

Version 3.0

Microsoft Works (Windows)

Versions through 4.0

Microsoft Works (DOS)

Versions through 2.0

Microsoft Works (Mac)

Versions through 2.0

Paradox (DOS)

Versions through 4.0

Paradox (Windows)

Versions through 1.0

Personal R:BASE

Version 1.0

R:BASE 5000

Versions through 3.1

R:BASE System V

Version 1.0

Reflex

Version 2.0

Q&A

Versions through 2.0

SmartWare II

Version 1.02

254

Appendix

Spreadsheet Formats File Format

Supported Versions by Viewer of DocuWare Web Client

Enable

Versions 3.0, 4.0 and 4.5

First Choice

Versions through 3.0

Framework

Version 3.0

Lotus 1-2-3 (DOS & Windows)

Versions through 5.0

Lotus 1-2-3 (OS/2)

Versions through 2.0

Lotus 1-2-3 Charts (DOS & Windows)

Versions through 5.0

Lotus 1-2-3 for SmartSuite

Versions 97 - Millennium 9.6

Lotus Symphony

Versions 1.0, 1.1 and 2.0

Mac Works

Version 2.0

Microsoft Excel Charts

Versions 2.x - 7.0

Microsoft Excel (Mac)

Versions 3.0 – 4.0, 98, 2001, 2002, 2004, and v.X

Microsoft Excel (Windows) (XLS)

Versions 2.2 through 2007

Microsoft Multiplan

Version 4.0

Microsoft Works (Windows)

Versions through 4.0

Microsoft Works (DOS)

Versions through 2.0

Microsoft Works (Mac)

Versions through 2.0

Mosaic Twin

Version 2.5

Novell Perfect Works

Version 2.0

PFS:Professional Plan

Version 1.0

Quattro (WK1,WKQ) Quattro Pro (DOS)

Versions through 5.0 (text only)

Quattro Pro (Windows)

Versions through 12.0 (text only)

SmartWare II

Version 1.02

StarOffice/OpenOffice Calc (Windows and UNIX)

StarOffice versions 5.2 (text only) through 8.x and OpenOffice version 1.1 and 2.0

SuperCalc 5

Version 4.0

Symphony (WK3, WK4, WRK, WRL) VP Planner 3D

Version 1.0

Presentation Formats File Format

Supported Versions by Viewer of DocuWare Web Client

Corel/Novell Presentations

Versions through 12.0

Harvard Graphics (DOS)

Versions 2.x & 3.x

255

Appendix

Harvard Graphics (Windows)

Windows versions

Freelance (Windows)

Versions through Millennium 9.6

Freelance (OS/2)

Versions through 2.0

Microsoft PowerPoint (Windows)

Versions 3.0 through 2007

Microsoft PowerPoint (Mac)

Versions 4.0 through v.X

StarOffice/OpenOffice Impress (Windows and UNIX)

StarOffice versions 5.2 (text only) and 6.x through 8.x (full support) and OpenOffice version 1.1 and 2.0 (text only)

Grafic Formats File Format

Supported Versions by Viewer of DocuWare Web Client

Adobe Photoshop (PSD)

Version 10.0

Adobe Illustrator

Versions 7.0 and 9.0

Adobe FrameMaker graphics (FMV)

Vector/raster through 5.0

Adobe Acrobat (PDF)

Versions 1.0, 2.1, 3.0, 4.0, 5.0, 6.0 and 7.0 (including Japanese PDF)

Ami Draw (SDW)

Ami Draw

AutoCAD Interchange and Native Drawing formats (DXF and DWG)

AutoCAD Drawing Versions 2.5 - 2.6, 9.0 - 14.0, 2000i and 2002

AutoShade Rendering (RND)

Version 2.0

Binary Group 3 Fax

All versions

Bitmap (BMP, RLE, ICO, CUR, OS/2 DIB & WARP) All versions CALS Raster (GP4)

Type I and Type II

Corel Clipart format (CMX)

Versions 5 through 6

Corel Draw (CDR)

Versions 3.x - 8.x

Corel Draw (CDR with TIFF header)

Versions 2.x - 9.x

Computer Graphics Metafile (CGM)

ANSI, CALS NIST version 3.0

Encapsulated PostScript (EPS)

TIFF header only

GEM Paint (IMG)

All versions

Graphics Environment Mgr (GEM)

Bitmap & vector

Graphics Interchange Format (GIF)

All versions

Hewlett Packard Graphics Language (HPGL)

Version 2

IBM Graphics Data Format (GDF)

Version 1.0

IBM Picture Interchange Format (PIF)

Version 1.0

Initial Graphics Exchange Spec (IGES)

Version 5.1

JBIG2

JBIG2 graphic embeddings in PDF files

JFIF (JPEG not in TIFF format)

All versions

JPEG (including EXIF)

All versions

256

Appendix

Kodak Flash Pix (FPX)

All versions

Kodak Photo CD (PCD)

Version 1.0

Lotus PIC

All versions

Lotus Snapshot

All versions

Macintosh PICT1 & PICT2

Bitmap only

MacPaint (PNTG)

All versions

Micrografx Draw (DRW)

Versions through 4.0

Micrografx Designer (DRW)

Versions through 3.1

Micrografx Designer (DSF)

Windows 95, version 6.0

Novell PerfectWorks (Draw)

Version 2.0

OS/2 PM Metafile (MET)

Version 3.0

Paint Shop Pro 6 (PSP)

Windows only, versions 5.0-6.0

PC Paintbrush (PCX and DCX)

All versions

Portable Bitmap (PBM)

All versions

Portable Graymap (PGM)

No specific version

Portable Network Graphics (PNG)

Version 1.0

Portable Pixmap (PPM)

No specific version

Postscript (PS)

Levels 1-2

Progressive JPEG

No specific version

Sun Raster (SRS)

No specific version

SUN Raster File (PR) StarOffice/OpenOffice Draw for Windows and UNIX

StarOffice versions 5.2 (text only) through 8.x and OpenOffice version 1.1 and 2.0

TIFF

Versions through 6

TIFF CCITT Group 3 & 4

Versions through 6

Truevision TGA (TARGA)

Version 2

Visio (preview)

Version 4

Visio

Versions 5, 2000, 2002 and 2003

WBMP

No specific version

Windows Enhanced Metafile (EMF)

No specific version

Windows Metafile (WMF)

No specific version

WordPerfect Graphics (WPG & WPG2)

Versions through 2.0

X-Windows Bitmap (XBM)

x10 compatible

X-Windows Dump (XWD)

x10 compatible

X-Windows Pixmap (XPM)

x10 compatible

257

Appendix

Compressed Formats File Format

Supported Versions by Viewer of DocuWare Web Client

GZIP (GZ) LZA Self Extracting Compress LZH Compress Microsoft Binder

Versions 7.0-97 (conversion of files contained in the Binder file is supported only on Windows)

UUEncode UNIX Compress UNIX TAR ZIP

PKWARE versions through 2.04g

Email Formats File Format

Supported Versions by Viewer of DocuWare Web Client

Microsoft Outlook Folder (PST)

Microsoft Outlook Folder and Microsoft Outlook Offline Folder files versions 97, 98, 2000, 2002, 2003 and 2007

Microsoft Outlook Message (MSG)

Microsoft Outlook Message and Microsoft Outlook Form Template versions 97, 98, 2000, 2002, 2003 and 2007

MIME

MIME-encoded mail messages. (See "MIME Support Notes" immediately following this table for detailed information about MIME support.)

Other Formats File Format

Supported Versions by Viewer of DocuWare Web Client

Executable (EXE, DLL) HTML

Versions through 3.0, with some limitations

MacroMedia Flash

Macromedia Flash 6.x, Macromedia Flash 7.x, and Macromedia Flash Lite (text only)

Microsoft Project

Versions 98 - 2003 (text only)

vCard, vCalendar

Version 2.1

Windows Executable WML

Version 5.2

XML

Text only.

Yahoo! Instant Messenger

Versions 6.x, 7.x and 8.x

258

Appendix

15.12

Error Messages

15.12.1

Error messages during setup

Follwoing error codes can be shown during setup. When checking the log file these error codes can be found after the name of the function Used shortcuts: AS: Authentication Server CS: Content Server WS: Workflow Server DB: Database

Function (Name in log file)

Error code

Description

Login of administrators to Authentication Server (ASLoginAdmin)

0

OK

1

No AS found

2

Login failed

3

User has no admin right for the type of setup

11

Server and client have different patch levels

4

Unknown error

0

OK

1

No AS found

2

No license file

3

Import of licenses failed

10

System database connection not found

11

Update of database connections failed

12

AS service could not be stopped

13

AS service could not be started

14

Unknown error for AS service

0

OK

1

No valid database connection for DocuWare system

6

Unknown error

8

Error occurred during upgrade after system tables have been transformed

0

Database not found

1

Database already exists

2

No database connection

0

Database doesn’t exist

Import of license file (ImportLicenseFile)

Upgrade of system tables (UpgradeSystemTables)

Check of DocuWare tables (CheckForDWTables)

Check of tables for login

259

Appendix

(CheckForLogTables)

Update of system tables (UpdateSystemTables)

Server selection (SelectCurrentServer)

Installation of example file cabinet (InstallSampleFileCabinet)

Register existing Content Server (RegisterExistingCtS)

1

Database already exists

2

No database connection

0

OK

1

No system database connection or organization table could not be updated

2

Machine ID of AS could not be updated

3

User table could not be updated

4

Server table could not be updated

5

SystemSettings table could not be updated

6

Guids could not be updated

7

General error

9

Predefined field masks could not be created

10

Update: login failed

11

Update: server table could not be updated

12

Update: machine ID of AS could not be updated

0

OK

1

No connection to AS server or no connection to system database

6

General error

7

No AS found

10

Server list could not be created

11

Server (WS/CS) not found

0

OK

1

No connection to AS server

2

Storage location could not be created

3

File cabinet already exists

4

XML sample file cabinet could not be found

5

Could not register interface: no file cabinet handler

6

File cabinet creation failed

7

Sample documents could not be stored

8

General error

9

Disk already used

0

OK

1

No connection to AS

6

General error

7

CS not found

260

Appendix

Register existing SAP HTTP Server (RegisterExistingSAPHTTPServer)

Register existing Workflow Server (RegisterExistingWfS)

15.12.2

8

Registering an existing CS failed

0

OK

1

No connection to AS

6

General error

7

SAP HTTP Server not found

8

Registering an existing SAP HTTP Server failed

0

OK

1

No connection to AS

6

General error

7

WS not found

8

Registering an existing WS failed

TIFFMAKER Error Messages Numeric Value

Description

1

The selected combination of file format and number of colors is not supported.

2

Memory could not be allocated. -The computer does not have enough main memory. -Extremly large documents are printed.

3

Internal error

4

Internal error

5

Internal error

6

An image could not be allocated. - The computer does not have enough main memory. - Extremly large documents are printed.

7

Internal error

8

Internal error

9

Internal error

10

Internal error

11

Internal error

12

The TIFF document could not be saved

13

Error creating the document header file. Potential problems include: - Other applications (such as virusscan, Active Imports) are actively scanning the basket. - COM registration of DW5 client is not properly working.

14

Internal error

15

Internal error

16

Error processing TIFFMAKER CONTROL commands. Is there a syntax error?

261

Appendix

15.12.3

Numeric Value

Description

1

The selected combination of file format and number of colors is not supported.

17

Error writing the document header file. Potential problems include: - Other applications (such as virusscan, Active Imports) are actively scanning the basket. - COM registration of DW5 client is not properly working.

Error Messages: Recording CDs for DocuWare 4 mode file cabinets

The following error messages are generated by the DocuWare recorder function (not CDSERVICE). -101: Device busy -102: Incorrect handle passed -103: Incorrect address -104: Invalid parameter -105: Function call not possible -108: Internal error. The error 108 means that c:\ (the root directory) was entered as path for temporary files. -113: File already exists -115: File/directory name not permitted -116: Directory structure not permitted

-9: Cannot find/delete file/directory -8: Out of memory -7: Error writing CD -6: CD has incorrect format -5: Not enough disk space -4: Cannot write CD -3: Drive not ready -2: Aborted by user For interpretation of the error messages, refer to file dllcda.log.

262

Appendix

15.12.4

Error Messages: COLD

Check the [COLD] section in docuware.ini in WINDOWS directory - are all entries present? Error number -2 COLD can not find the form file. Check [COLD] section in docuware.ini in WINDOWS directory. The entry COLDPath= must point to the path containing the FRM- and SCA files. Error number -3 Out of memory - end programs. Error number -4 The COLD data record cannot be found. Use DOCID, which you will find in the result list, to search for the corresponding COLD file, and check whether this path is in the ADF file. If this is the case, check the numbers of the COLD files preceding and subsequent to this DOCID for a possible missing CLD file DOCID jumps from one file to the next. Restore in an empty test file cabinet only for the CLD file, which this DOCID probably contains - can then be found. Error number -6 Temporary files cannot be created. Check path and corresponding disk. Error displaying COLD document - system locked up Is the file sp2cold.dll in the DocuWare program directory?

263

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