DocuWare

Document Management Designed for 5 to 5000 Users
DocuWare 4 is the cornerstone of the DocuWare document management product line. It gives you the power to electronically store and organize all kinds of documents — from accounting records to correspondence, from e-mail to technical drawings, and much more. DocuWare is widely known for its complete functionality, simple administration and usability, seamless integration and absolute security.

Capture, Index and Store
Documents in paper form, such as incoming letters and invoices, are simply scanned into DocuWare and digitized. First they are placed in an electronic “in-basket,“ where they are sorted and stapled together. DocuWare provides several options to easily create an index, which contains keywords or index words for organizing and retrieving documents later. Then this documents can be quickly and safely stored in well-structured electronic file cabinets. Files from Word, Excel and PowerPoint are stored with a click of a mouse in a DocuWare file cabinet.
E-mail messages are indexed and stored automatically by DocuWare. With DocuWare TIFFMAKER, documents from any Windows application can be indexed and automatically filed in the background while they are being printed. Forms and letterhead, which were used for the original print-out, can be laid over the Windows document, ensuring the original appearance of the stored documents.
As soon as they are filed, every document can be accessed by all authorized network users.

Retrieval and Processing
Searching for documents in a file cabinet is simply a matter of seconds. You can search for any document by filing date, by any assigned keyword and even by full-text retrieval, which looks for any words or numbers found in the complete body of a document. Multiple users can access the same document simultaneously, so a document is never unavailable. Documents can also never be lost or filed in the wrong spot with DocuWare.

The DocuWare viewer displays scanned color and black and white documents, as well as, the most popular PC files. Keywords found in the text are specially highlighted as “hits“. From the viewer, areas can be marked in scanned documents and then transferred as a graphic or text through the clipboard into other Windows programs.

Incoming Faxes
Incoming faxes are received by fax modem, printed and filed automatically in an electronic file cabinet. In addition or as an alternative to the print-out, DocuWare sends all of the faxes to a central workstation. From there, they can be electronically distributed by e-mail to any recipient.

Document Editing and Stamp Function
Color annotations, graphic elements, text annotations and underlines can be added to documents. In this way, comments can be added to an incoming fax directly at a PC and then faxed back right from the PC. Individually created stamps can also be added.

Annotations and stamps are placed on overlays which can be turned on and off on five different levels, while the document itself remains unaltered. Stamps can be configured so that when they are added, up to five field entries in the database can be automatically overwritten with any selected entries.

The use: You stamp a document, database entries are then automatically updated, and relevant procedural steps are documented automatically on the document.

Electronic Signature
The electronic signature serves as the sign-off, authorization or release of a document in DocuWare, just like a hand-written signature on a paper document. The electronic signature is created as a signature stamp and is added in the viewer. After an electronic signature has been added, a document can no longer be edited or changed. No other annotations can be added and, aside from signature stamps, no other stamps can be placed.

Document Security
Documents stored with DocuWare are protected against any unwanted manipulation. This security feature is based on a sophisticated check sum mechanism, which uncovers any violations of document integrity. This makes DocuWare the ideal repository for any documents that need to be guarded against illegal modification.

E-mail Correspondence
Documents, notes and even voice annotations can be sent with DocuWare through a network. With an integrated MAPI interface, documents are sent and received by e-mail — even if you are e-mailing someone who is not using DocuWare. E-mail which is received or sent with Microsoft Outlook can be automatically filed in DocuWare. The index can be set up with freely defined terms such as“Incoming Mail,“ as well as, with parts of the e-mail, such as the address of the sender and subject of the e-mail. The full name of the sender or recipient can be automatically traced and enhanced using information from previously stored e-mail in DocuWare file cabinets.

Administration
One of DocuWare‘s signature features is its intuitive administration and ease-of-use. For every function, an adminstrator can quickly find a simple explanation in the program‘s online help. A complete reference of technical documentation is included as PDF files, which provide more in-depth and current information about managing a DocuWare system. User groups and accounts can be automatically transferred from a Windows network operating system with DocuWare. This eliminates the need to do twice the work for user group administration. When starting a client-PC, DocuWare takes over the process of registering the current user.

Powerful and easy-to-use tools enable the quick reorganization of file cabinets or parts of file cabinets, and movement to other storage media, servers or jukeboxes. DocuWare ensures maximum compatibility by building on standard interfaces and components of the most widely distributed network operating systems. To rapidly find documents, DocuWare administers all index words and full-text indices in an integrated Microsoft SQL Server. For single PC applications, such as on notebooks or file cabinets on a CD, an extremely fast file-based database is integrated. Additional database systems are supported through ODBC. In addition, DocuWare stores all database information together with the document files. This provides double security. So that even in a worst case scenario, if database defects should arise or a complete system crash should occur, the complete database can be recreated. The architecture of DocuWare is designed to provide maximum document and data security.

Compatibility and Integration
DocuWare can incorporate all applications that create or open documents. TIFFMAKER files anything that can be printed out of Windows and add-on modules COLD/READ and ACTIVE IMPORT make sure that all other documents are automatically integrated. Displaying filed documents from other applications occurs with the help of DocuWare LINK or programming with the DocuWare TOOLKIT. File Cabinets on CD and DVD (with an Add-on Module) With DocuWare, you can always copy or move a file cabinet (or parts of a file cabinet) onto CD or DVD.

During this process, the file cabinet and optionally the database and DocuWare CDREQUEST retrieval software are all transferred to the CD or DVD. This makes it possible to directly retrieve documents on this CD/DVD from any Windows PC, no matter if DocuWare is installed or not. This application is considered a “self-contained file cabinet.“

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