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DocuWare

DocuWare enables organizations of any size to digitize, secure and automate business information and processes. DocuWare offers rich capabilities for integration

to keep systems, processes, and people fully connected and eliminate the hassle of manual data entry, frustrating searches, double-checking everything, and incomplete data sets.

With the DocuWare modules in Make, you can:

  • store a document in the store

  • list, retrieve, search, and download files and documents

  • convert, delete, transfer, update, append, delete, and replace files, and documents

To get started with DocuWare, create an account at docuware.com.

Note

To be able to use DocuWare with Make, it is necessary to have a DocuWare Cloud System running.

Note

The module dialog fields that are displayed in bold (in the Make scenario, not in this documentation article) are mandatory!

Connect DocuWare with Make

To connect the Docuware app with the Make:

  1. Log in to your Make account and add a module from the DocuWare into a Make scenario.

  2. Click Add next to the Connection field.

    Docuware_1.gif
  3. In the Connection name field, enter a name for the connection.

  4. In the DocuWare Server URL field, enter the DocuWare Cloud System URL. For example, organization.docuware.cloud.

  5. In the DocuWare Username  and DocuWare Passwords fields, enter your DocuWare account credentials respectively.

  6. Click Save.

You have successfully connected the DocuWare app with the Make and can now build scenarios.

Store to DocuWare

You can store documents using the following module.

Store a document in a file cabinet or document tray.

Connection

Establish a connection to your DocuWare account.

Select or Map

Choose the option to enter the details for storing a document:

  • Map

  • Select

File Cabinet/Document Tray ID

Select or map the ID from a File Cabinet or a Document Tray. For example in the Platform, under the File Cabinet endpoint and Document Trays, the IDs are recognizable by @IsBasket = “true".

https://{organization}.docuware.cloud/DocuWare/Platform/FileCabinets

Store Dialog ID

Select or map the ID of the store dialog you want to use. The dialog must have a relation to the File Cabinet or Document Tray.

In the case of a Document Tray, the relation is coming from the assigned File Cabinet and can be found in the parameter @AssignedCabinetId.

Finding the right dialog is possible via the following platform endpoint,  https://{organization}.docuware.cloud/DocuWare/Platform/FileCabinets/{FileCabinetID}/Dialogs?dialogType=Store.

Index Fields

Enter (map) the index field and its value. You can add multiple fields.

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If you select Map mode, every field name must be entered in the value and the correct field type must be selected.

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Alternatively, you can map the fields with a previous module value.

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File

Enter (map) the file name and data for the file used to store the file.

Get from DocuWare

You can list file cabinets, retrieve document information, and search and download files and documents using the following modules.

Lists all file cabinets from an organization.

Connection

Establish a connection to your DocuWare account.

Limit

Set the maximum number of Cabinets Make will return during one execution cycle. The default value is 100.

Gets a document complete with all keyword fields and table fields.

Connection

Establish a connection to your DocuWare account.

File Cabinet/Document Tray ID

Select or map a File Cabinet or Document Tray ID whose document details you want to retrieve.

The ID can be found in the Platform under the File Cabinet endpoint and Document Trays are recognizable by @IsBasket = “true“.

https://organization.docuware.cloud/DocuWare/Platform/FileCabinets

Document ID

Enter (map) a Document ID whose details you want to retrieve. You can find the document ID at the endpoint, https://{organization}.docuware.cloud/DocuWare/Platform/FileCabinets/{FileCabinetID}/Documents.

Searches for one or more documents in a file cabinet or document tray.

Connection

Establish a connection to your DocuWare account.

Select or Map

Select an option to enter the document details:

File Cabinet/Document Tray ID

Enter (map) the File Cabinet ID or Document Tray ID whose documents you want to search.

The ID can be found in the Platform under the File Cabinet endpoint and Document Trays are recognizable by @IsBasket = “true“.https://organization.docuware.cloud/DocuWare/Platform/FileCabinets

Note

In case you have selected the select mode, you can select a File Cabinet ID.

Search Dialog ID

Enter (map) the Search Dialog ID of the document you want to search.

The dialog must have a relation to the File Cabinet or Document Tray.

In the case of a Document Tray, the relation is coming from the assigned File Cabinet and can be found in the parameter @AssignedCabinetId.

Finding the right dialog is possible via the following platform endpoint, 

https://{organization}.docuware.cloud/DocuWare/Platform/FileCabinets/{FileCabinetID}/Dialogs?dialogType=Search

Note

The dialog must have a relation to the File Cabinet or Document Tray.

Search Fields

If you are selecting Map option, enter (map) the fields to search:

Field Name

Enter (map) a field value.

From

Enter (map) the date to search the document created on or after the specified date. See the list of supported date and time formats.

To

Enter (map) the date to search the document created on or before the specified date. See the list of supported date and time formats.

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If you are choosing, Select option, enter the complete details in Text format.

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Limit

Set the maximum number of documents Make will return during one execution cycle.

Downloads a file from a document.

Connection

Establish a connection to your DocuWare account.

File Cabinet/Document Tray ID

Select or map a File Cabinet ID or Document Tray ID whose file you want to download.

The ID can be found for example in the Platform under the File Cabinet endpoint and Document Trays are recognizable by @IsBasket = “true“.

https://organization.docuware.cloud/DocuWare/Platform/FileCabinets

Document ID

Select or map a Document ID whose file you want to download.

https://{organization}.docuware.cloud/DocuWare/Platform/FileCabinets/{FileCabinetID}/Documents

File Position

Enter (map) the position of the file in the document. By default, the position starts with 1.

Downloads a document (e.g., original, PDF with annotations, or PDF without annotations).

Connection

Establish a connection to your DocuWare account.

File Cabinet/Document Tray ID

Select or map a File Cabinet ID or Document Tray ID whose document you want to download.

Document ID

Select or map a Document ID you want to download.

Download Format

Select the download format:

  • Original

  • as PDF with all annotations

  • as PDF without annotations

dw-4.png

Or you can map the options as mentioned below:

  • Original = Auto

  • as PDF with all annotations = PDF|true

  • as PDF without annotations = PDF|false

When original/Auto is chosen and the document consists of multiple files a ZIP container file will be created.

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Altering Documents

You can replace, delete and transfer the documents, and files using the following modules.

Converts the index fields of a document or a list of documents to a flat list.

Connection

Establish a connection to your DocuWare account.

Input Documents

Enter (map) the index fields:

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System Field

Select whether this is a system field.

Field Name

Enter (map) a field name.

Field Label

Enter (map) the field label.

Is Null

Select whether this is a null field.

Read Only

Select whether this is read-only.

Value

Enter (map) a value

Value Type

Enter (map) the value type.

You can also Map Index Field from the previous module.

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You can Map Input Documents from the previous array aggregator.

Overview for an aggregator before this module is shown in the below image.

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Select the Target type and map the value from a previous module.

dw-11.png

Map in this module the array from the aggregator.

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List Items

Enter (map) the data record fields separated by a comma to be displayed in the list.

Note

Their order will be reflected in the result list.

Deletes a document in a file cabinet.

Connection

Establish a connection to your DocuWare account.

File Cabinet/Document Tray ID

Select or map a File Cabinet or Document Tray ID whose documents you want to delete.

The ID can be found in the Platform under the File Cabinet endpoint and Document Trays are recognizable by @IsBasket = “true“.

https://organization.docuware.cloud/DocuWare/Platform/FileCabinets

Document ID

Enter (map) a Document ID you want to delete. You can find the Document IDs at the platform endpoint, 

https://{organization}.docuware.cloud/DocuWare/Platform/FileCabinets/{FileCabinetID}/Documents

Transfers a document from one to another file cabinet.

Connection

Establish a connection to your DocuWare account.

Source File Cabinet/Document Tray ID

Select or map a Source File Cabinet or Document Tray ID whose document you want to transfer.

The ID can be found in the Platform under the File Cabinet endpoint and Document Trays are recognizable by @IsBasket = “true“.

https://organization.docuware.cloud/DocuWare/Platform/FileCabinets

Select or Map

Choose an option to enter the document details:

  • Map

  • Select

Target File Cabinet/Document Tray ID

Enter (map) a File Cabinet or Document Tray ID to transfer the document. In selection mode, each field is loaded from the selected dialog.

The ID can be found in the Platform under the File Cabinet endpoint and Document Trays are recognizable by @IsBasket = “true“.

https://organization.docuware.cloud/DocuWare/Platform/FileCabinets

Index Dialog ID

Enter (map) the Index Dialog ID. The dialog must have a relation to the File Cabinet or Document Tray.

In the case of a Document Tray, the relation is coming from the assigned File Cabinet and can be found in the parameter @AssignedCabinetId.

Finding the right dialog is possible via the following platform endpoint, 

https://{organization}.docuware.cloud/DocuWare/Platform/FileCabinets/{FileCabinetID}/Dialogs?dialogType=InfoDialog

Document IDs

Enter (map) the Document IDs:

Transfer Document ID

Enter (map) the Document IDs to transfer.

You can find ID at the platform endpoint, 

https://{organization}.docuware.cloud/DocuWare/Platform/FileCabinets/{FileCabinetID}/Documents

Index Fields

Enter (map) the index fields:

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In selection mode, each field is loaded from the selected dialog. The label has the format INDEXFIELDLABEL (field type). Every Input element will represent the field type.

If you select map mode, every field name must be entered with a value and the correct field type must be selected.

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Alternatively, you can map the Index fields with a previous module value.

dw-15.png

For more information, see How to use Index Fields.

Keep Source Document

Select whether to retain the document at the source file cabinet or document after transferring.

Use Intelligent Indexing Data for Empty Index Field

Select whether to use intelligent indexing data for every empty index field.

Updates the index fields of a document.

Connection

Establish a connection to your DocuWare account.

Select or Map

Choose between a guided select mode or the straight map mode.

File Cabinet/Document Tray ID

Select or map a File Cabinet or Document Tray ID whose document index fields you want to update. In selection mode, each field is loaded from the selected dialog.

The ID can be found for example in the Platform under the File Cabinet endpoint and Document Trays are recognizable by @IsBasket = “true“.

https://organization.docuware.cloud/DocuWare/Platform/FileCabinets

Document ID

Enter (map) a Document ID whose index fields you want to update. You can find the IDs at the platform endpoint, 

https://{organization}.docuware.cloud/DocuWare/Platform/FileCabinets/{FileCabinetID}/Documents

Index Fields

In the Select option , enter (map) the index fields:

dw-16.png

When Map mode is selected every filed name must be entered the value and the correct field type must be selected.

Field Name

Enter (map) a field name.

Value

Enter (map) a field value.

Field Type

Select the field type. For example, Decimal.

dw-17.png

Alternatively, you can map the fields with a previous module value.

dw-18.png

For more information, see How to use Index Fields.

Adds a file to a document.

Connection

Establish a connection to your DocuWare account.

File Cabinet/Document Tray ID

Select or map a File Cabinet or Document Tray ID whose file you want to append.

The ID can be found for example in the Platform under the File Cabinet endpoint and Document Trays are recognizable by @IsBasket = “true“.

https://organization.docuware.cloud/DocuWare/Platform/FileCabinets

Document ID

Enter (map) a Document ID of a document to append the file. You can find the ID at the platform endpoint, 

https://{organization}.docuware.cloud/DocuWare/Platform/FileCabinets/{FileCabinetID}/Documents

File

Enter (map) the file name and data of the file details used to append the file.

Deletes a file in a document.

Connection

Establish a connection to your DocuWare account.

File Cabinet/Document Tray ID

Select or map a File Cabinet or Document Tray ID whose file you want to delete.

The ID can be found for example in the Platform under the File Cabinet endpoint and Document Trays are recognizable by @IsBasket = “true“.

https://organization.docuware.cloud/DocuWare/Platform/FileCabinets

Document ID

Enter (map) a Document ID of a document to delete the file.

You can find at the platform endpoint, 

https://{organization}.docuware.cloud/DocuWare/Platform/FileCabinets/{FileCabinetID}/Documents

File Position

Enter (map) the position of a file, starting with 1.

Replaces a file in a document.

Connection

Establish a connection to your DocuWare account.

File Cabinet/Document Tray ID

Select or map a File Cabinet or Document Tray ID whose file you want to replace.

Document ID

Enter (map) a Document ID of a document to replace the file.

File Position

Enter (map) the position of a file, starting with 1.

File

Enter (map) the filename and data details:

Places a stamp on a file page in a document.

Connection

Establish a connection to your DocuWare account.

Select or Map

Choose between a guided select mode or the straight map mode.

File cabinet/Document Tray ID

Select or map a File Cabinet or Document Tray ID whose file place you want to stamp.

The ID can be found in the Platform under the File Cabinet endpoint and Document Trays are recognizable by @IsBasket = “true“.

https://organization.docuware.cloud/DocuWare/Platform/FileCabinets

Document ID

Enter (map) a Document ID to which you want to stamp the file. You can find IDs at the platform endpoint, 

https://{organization}.docuware.cloud/DocuWare/Platform/FileCabinets/{FileCabinetID}/Documents

File Position

Enter (map) the position of a file, starting with 1.

Page Number

Enter (map) the page number to place the stamp on. For example, 2 would place a stamp on the file's second page.

Stamp ID

Enter (map) a Stamp ID of a stamp to place on file.

Stamp Form Fields

Enter (map) the field name and its value. You can add multiple fields.

How to use Index Fields

If you use a select option, you need to enter the values manually.

dw-19.png

If you select the Map option, you enter all the values from a previous module.

Enter the position for the value in that example 16 it is.

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You can Map a specific keyword element.

dw-21.png

You can also use these Map and Select option combined.

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Map

Select the value from a previous module.

Be aware of entering the position of the value in that example 16 it is.

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To enter the data in JSON format, convert all apostrophe characters to quotation marks.

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Table

In Select option, you can get map the whole Table. Use the value property in the index fields.

dw-26.png

Ensure to set the position for the value.

dw-27.png

You can map a specific element from the previous module table index field.

dw-28.png

Entering a value in the JSON format looks like, { “Tablecolumn”: “Value“, “Tablecolumn2“, “Value“ }.

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