Features & Specs:

Norman Meade
314.713.4256

When a stamp is applied to a document in the DocuWare Viewer, information is stamped on the document that can simultaneously be used to define the document’s workflow

Key Benefits

One document pool for all of your documents
Information available around the clock,
around the globe
Simple search, fast retrieval
Integrates any workflow
Optimum securit

File Cabinet with High Security Level

The control over sensitive documents – like personal data, management files or health records – can be transferred to a responsible employee who does not have special system or IT knowledge, but does have some user know-how. Only this authorized employee then has access rights to the file cabinet and can then provide or withdraw rights to the file cabinet for other users.

Even system administrators are completely barred from both administering and accessing the sensitive documents.

Configuration
It’s easy to configure a high security file cabinet. First the high security system is activated on the system level. After this adaptation of the system, the security level is set to “high” for the file cabinet as well as at least one selected user. Now only authorized users with a “high” security level can access this file cabinet.

Registration occurs via DocuWare ID; Trusted Login is not possible. To provide the maximum in security, an administrator doesn’t manage the passwords, but rather a user only can change or reset his/her password and change the security from “high” down to “normal”.

Documents can also be stored in an encrypted format with DocuWare. Encrypted documents in a high security file cabinet are completely safe from any unwanted access.

Features & Specifications

System & File Cabinet Administration

Access to DocuWare system optionally via Intranet or Internet, communication using standard protocols (TCP/IP)
User authorization via login name and password of user or Single Sign-On
DocuWare Administration: transparency using a directory tree, all configurations within one program
System, organization and file cabinet administration all handled with DocuWare Administration
Control accessible functions for users via rights: settings options for which users have no rights are not displayed
Client capability: multiple organizations possible per system*
Simultaneous access to file cabinets from two different systems, e.g. network installation and mobile workstation
Option: irrevocable document deletion*

DocuWare Servers

Authentication Server: manages licenses and users, granting of user access to features and documents, manages all settings
Content Server: manages documents, access control to files and index data
Workflow Server: manages and controls batch processes and workflows
SAP HTTP Server: stores documents from SAP in DocuWare
Load balancing: automatic load balancing when accessing file cabinets*

System Administration

Management of the overall DocuWare system and its integration in the IT environment and connection to external service providers
Storage paths: central administration independent of physical medium
Connections and authorizations (databases and files): administered centrally at system level, all can be integrated via databases tested by DocuWare (MS-SQL, Oracle, MySQL)
Administration of DocuWare Servers: Authentication Server, Content Server, Workflow Server, SAP HTTP Server
Performance and scalability: use of multiple Content Servers on different physical machines (volume), use of multiple databases: file cabinets can be distributed across multiple databases on different physical machines (volume), no restrictions in terms of database program (different databases allowed within the same system)

Organization Administration

Management of user organization, licenses, feature rights, users, stamps and select lists
Static select lists: one-time read of data from external systems (databases, text files) or one-time entry of data
External select lists: dynamic queries of external systems generate select lists (e.g. ERP systems, databases)
Assignment of select lists to index fields and menus in file cabinet administration
Management of display, editing programs including setting parameters for opening etc.
Definition of validation configurations using program libraries
Central setup of baskets for clients or one basket on network for multiple clients

Rights Administration

Central administration of users and rights in DocuWare Administration
Function rights: access to individual menu functions, stamps, select lists and templates; definition at organization level
File cabinet rights: access rights to documents in file cabinets, definition at file cabinet level
Profiles: grouping of functional rights into function profiles and file cabinet rights to file cabinet profiles - Roles: combination of function profiles and file cabinet profiles according to task
Predefined roles: System Administrator, Organization Administrator and File Cabinet Owner
System administrator: administers the overall DocuWare system
Organization administrator: administers organizational settings, e.g. user and rights management
File cabinet owner: administers the structure of rights within “his/her” file cabinet

User Administration

Optional structuring of users into groups
Direct assignment of individual rights, profiles and roles to different users - Assignment of roles to groups
Easy user and group administration: integration and running synchronization of users and groups in external Directory Services with those of a DocuWare system, support for LDAP and Active Directory Services

File Cabinet Structure and Rights Administration

Option: implementation of a hierarchical file cabinet structure (tree view)
Specify criteria to link a displayed document to associated documents
File cabinet identification using globally unique ID
File cabinet name: up to 64 characters in length
File cabinets on hard disk, CD, DVD, WORM in manual or jukebox system, Content Addressed Storage (CAS), e.g. EMC Centera*, Storage Area Network (SAN), NetApp Storage Solutions*, RAID systems; hierarchical storage management
Organization of storage into logical disks, userdefined capacity restrictions, e.g. on CD/DVD
Up to 99 ,99 logical DocuWare disks per file cabinet - Document management via integrated or external databases
Select database types for each file cabinet individually and combine in any configuration within a DocuWare system
Automatically generate log fields for each file cabinet: user name and date, time of storage, of last change and of last access
Number of database fields (text, numeric, date) per file cabinet: max. 50
Text fields: length 1-255, any size within is possible
Maximum length of numeric fields depends on database type selected
GMT as internal time format for all date and time information - 8 keyword fields per file cabinet, each with up to 64 entries (maximum keyword length: 20 characters)
Assignment of select lists to index fields and dialogs
Detailed rights definition (e.g. display, edit, delete, change) for each file cabinet and index field and in relation to overlays
Additional definition of field rights: field must not be empty, entry must be contained in select list, no new entries; access to search dialogs, store dialogs and result lists - Link file cabinet rights with index entries of a document (index filter)

Automated Document Handling

Automatic workflows for synchronization, export, migration from/to file cabinets
No limit in number of automatic workflows
Managed with DocuWare Administration
Custom set-up of filter criteria for documents
Optional fixed login in file cabinets for workflows

File Cabinet Synchronization

Synchronization of central master file cabinets and decentralized satellite file cabinets
Satellite file cabinets on laptops (important documents available locally, make changes locally) or at remote company locations (synchronization carried out at times of minimal network load)
Different structures in master and satellite file cabinets possible, mapping of index fields
Detailed transfer options from master file cabinet to satellite file cabinet and vice versa
Conflict resolution configurable using option settings
Option: start synchronization workflow from client

Export

Export existing file cabinets within system, selected file cabinet can be a new or existing file cabinet
Export to another system

Migration

Automatically copy/move documents e.g. from hard disk to optical media within a file cabinet
Recording: optionally create a copy of the data to be recorded for later recording with any program

Deletion

Automatically control the life cycle of documents, including document deletion and optionally, database entries

Logging and Monitoring

Default logging of all changes in system, all runtime changes in documents as well as all workflows
Specification of changes/activities to log by system administrator, organization administrator, file cabinet owner, according to level
Case-by-case definition of content of logging entries
Definition of logging configuration based on access rights
Option: filter logging information, e.g. entries in a special database field or log the activities of a particular user
Logging destinations: database, XML file, text file
Alarm feature: additional output options for critical errors, such as e-mail

Functions marked with * are only available when using the ENTERPRISE Server. All other functions can be used with PROFESSIONAL and with ENTERPRISE Server.