White Paper. Integration. Version 1. May DocuWare AG, Germering

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1 White Paper Integration Version 1 May DocuWare AG, Germering

2 Legal notice: DocuWare AG Therese-Giehse-Platz Germering, Germany Telephone: Fax: infoline@docuware.com Disclaimer: This document was compiled to the best of our knowledge and with great care. The product Smart Connect will come on the market with the Release 5.1c. This white paper sets out to describe the basic principles behind the integration options of DocuWare. There may be small or temporary differences with respect to individual functions in a particular version. Copyright 2010 DocuWare AG. All rights reserved.

3 Table of Contents Table of Contents 1 Introduction Objective and Layout of the Paper DocuWare Architecture DocuWare Web Client Security when Using Web Client Overview of Interface Types Universal Interfaces Importing Source Documents via Printer Drivers (TIFFMAKER) Document Generation and Indexing Form Storage Control from the Leading Application Additional Indexing (Including Layout-Independent) Importing Files Importing from a File System (ACTIVE IMPORT) Importing from MAPI Programs Database Update (AUTOINDEX) Importing Printouts (COLD) Importing Spool Files Form Overlays Retrieval Technical Mode of Operation Integration via User Interface (Smart Connect) Smart Connect Functionality Technical Mode of Operation Authorizations Special Interfaces Office Add-Ins Microsoft Office Add-in Other Office Programs CONNECT to SharePoint Storing Documents in DocuWare Searching and Displaying Documents Administration CONNECT to Notes Special Features of Notes/Domino Storing Documents and s in DocuWare Searching and Displaying Documents in DocuWare

4 Table of Contents Configuration and Administration Technical Mode of Operation CONNECT to Notes Toolkit CONNECT to SAP Storage Scenarios Searching by SAP Users Searching by Non-SAP Users Technical Mode of Operation Individual Interfaces URL Integration Technical Mode of Operation Example: Web Client in Outlook Software Development Kit, SDK General Application Programming Interface, GAPI Web Service Interface Java Application Programming Interface, JAPI Toolkit Validating Index Entries Integration in Existing IT Environment Storage Jukeboxes Content Addressed Storage Other Hard Disk-Based Storage Systems Scanners Integration of Multifunction Copiers Database Server External User Administration Linux, Apple and other Non-Microsoft Environments External Time Stamp Agencies Integration of Special Customer-Specific Modules from Third Parties Capturing and OCR Display Modules Adobe Acrobat Reader Other Third-Party Providers Solutions by Application Area Overview of Storage/Indexing Overview of Search and Display Integrating DocuWare in Programs

5 Table of Contents 7.4 Integrating DocuWare in Microsoft Office Storage/Indexing Search and Display Integrating DocuWare in ERP and CRM Programs Storage/Indexing Search and Display Table of Figures

6 Objective and Layout of the Paper 1 Introduction 1.1 Objective and Layout of the Paper This White Paper is aimed at technically literate readers and explains all of the different ways in which the DocuWare system can be integrated with other system worlds: the underlying technologies and the way they are used by the DocuWare system. This will enable the technically versed reader to form an opinion about the DocuWare system and to assess its capabilities in terms of how easy it is to adapt to existing infrastructures. This document also gives the reader an idea of how the DocuWare system behaves within an IT environment shared with other systems, and to what extent customization may be required to ensure maximum return on investment and minimum administrative costs (total cost of ownership). The White Paper addresses clients (users), consulting companies, IT magazines and distribution partners. It assumes a certain level of technical knowledge about the structure of modern software applications, ideally of document management systems. Detailed knowledge of current or previous DocuWare systems is not required. This introductory chapter begins with an overview of DocuWare architecture and the integration options offered by the different types of interface provided by DocuWare. Chapters 2 to 4 explain the individual interfaces and their application areas in more detail. Chapter 5 and chapter 6 show how DocuWare can interact with existing hardware systems and customer-specific software modules used for capturing and display. Chapter 7 explains integration from the user perspective (rather than the technical perspective). For the details, links to the preceding chapters are provided here. Chapter 7 therefore mainly offers another view of the integration options already described. 1.2 DocuWare Architecture For better general understanding, the general DocuWare architecture will first be described in brief. Naturally, multiple DocuWare systems can also be operated together, e.g. across different locations, and DocuWare offline file cabinets, e.g. of mobile users, can be synchronized with central file cabinets. These options are described in detail in the "System Architecture" white papers and are not repeated here. DocuWare consists of a client-server architecture (see Figure 1). DocuWare works with a range of servers (software services) each of which performs a different task. Authentication Server, for example, is responsible for registration and user administration, and Content Server for access to documents. In the figure these are combined as "DocuWare Servers". On the client side the basic functionalities like displaying, storing and searching for documents are available. Via the Windows-based rich client (DocuWare 5 Client) on the user's Windows PC or via the Web Client, DocuWare can in principle make these functions available to any device with an Internet browser. In addition, documents can be stored and searched in DocuWare file cabinets directly from the Windows file directory via Microsoft Windows Explorer. There is no need to install a DocuWare 5 Client; you only need to install the Windows Explorer Client components delivered as standard.on the client side there is also the Administration Client, which allows the different administrators to configure the system individually. 6

7 DocuWare Architecture Figure 1: General DocuWare architecture The DocuWare server is also capable of being integrated into the existing IT environment. For example, DocuWare can authenticate users using existing user administration programs, save the documents to different storage systems, and administer the index criteria in existing database systems. Users need only be created once in DocuWare, and indeed can be created automatically via "User Synchronization". The DocuWare server is therefore an important enhancement to a companywide infrastructure yet without establishing new redundancies for existing functionalities DocuWare Web Client The Web Client plays a key role in the integration options described below and is therefore described here in brief. It allows the use of DocuWare on the local PC without installation of software and is a component delivered as standard. Internet access with a standard browser is all that is required to be able to view, edit, and store the information in the DocuWare file cabinets from any location worldwide. The Web Client allows you to search for and display documents from the file cabinets, regardless of how these documents reached the DocuWare file cabinet (whether scanned or otherwise imported). 7

8 DocuWare Architecture Figure 2: Example of a Web Client Documents found are displayed directly in the browser. DocuWare supports all common document formats, without needing to install a plug-in for the browser for every format. When the documents are accessed, DocuWare converts them automatically into PNG format and displays them in the Viewer. Text annotations and electronic stamps can also be displayed and printed. If necessary, documents of different formats can be converted to PDF. If you are using the Web Client, you can define "task lists". If a user uses a task list via the Web Client, a predefined search automatically takes place in the background without a search dialog opening and without the need to enter index criteria. The user simply activates the task list in the Web Client and the documents are searched for and displayed. The task lists are suitable for supporting daily work. If, for example, the search terms Incoming invoices in the Document type field and New in the Status field are predefined in the search dialog, the user can view all new incoming invoices every morning with a single mouse-click. If necessary documents can be downloaded and edited on the local PC. Documents found can also be sent directly by . The Web Client also supports workflows. There are therefore no major restrictions on the use of DocuWare via a Web browser. The full functionality is available via Microsoft Internet Explorer and Mozilla Firefox Security when Using Web Client Accessing documents via Web Client is secure because the security mechanisms of the DocuWare system apply. Employees, business partners, and customers can access all documents to which the administrator provided rights centrally. In the case of access via URL, the user ID and password can also be transferred as parameters with the URL, meaning that users do not have to log on manually. Data is transferred in encrypted form so that the login data cannot be tapped in plain text. If the user works in the same domain as the server, the login data of a Windows user can be transferred automatically (Single-Sign-on). In the case of DocuWare login, use of a key (login credentials key) in place of user name and password in the URL is possible. Alternatively, a guest login can be used, i.e. without the need to specify a user name and password. 8

9 Further details can be found in the separate "Security" white paper Windows Explorer Client Overview of Interface Types You can use Windows Explorer Client to store, search, open and edit documents in DocuWare file cabinets from the Windows file directory. It allows the use of DocuWare on the local PC without installation of the DocuWare 5 Client and is a component delivered as standard. A DocuWare node can be integrated in the folder structure of Windows Explorer and below this the individual file cabinets appear in the tree structure with the index field entries from DocuWare represented as folder and document name. By navigating in the Windows folder structure, you can store documents using drag & drop and open them with a click of the mouse. Using the Save or Save As feature, documents can also be stored in DocuWare directly from almost all applications via Windows Explorer Client. The same applies to the Open features on most applications, which you can use to access the file cabinets directly and open and edit documents. The folder structure, in which the file cabinets are displayed together with the documents they contain, is defined using a DocuWare result list in the tree view, which is created in DocuWare Administration. When you store it, the document is automatically assigned the index words corresponding to the folder structure. You can also use Windows Explorer Client to modify index words in the individual documents. Figure 3: Archived documents in Windows Explorer with an info box for modifying the index entries 1.3 Overview of Interface Types In connection with document management, the term 'integration' can have a number of different meanings. To suit different requirements and customers, DocuWare offers different interfaces of which there are three main types: Universal interfaces Import documents and index data into DocuWare file cabinets via virtual printers or from file systems. There is also a universal interface for running searches from third-party applications. Special interfaces Exchange of documents and if necessary index data with widely distributed applications and systems, e.g. SAP, Microsoft Office, IBM Notes Mail/Groupware system. Individual interfaces Individual integration of DocuWare functionality with the customer's own applications. 9

10 Overview of Interface Types Most of these interfaces are offered as additional modules, although some are components of the basic product. The breakdown is given in the following chapters. Figure 4: Interface types DocuWare also includes options for using existing infrastructure systems (e.g. databases, user directories) to minimize administrative work for the customer. 10

11 Printer Drivers (TIFFMAKER) Importing Source Documents via 2 Universal Interfaces Most applications can store their documents and their data in DocuWare-compatible formats in the file system. These documents and their associated meta data can be imported into DocuWare file cabinets via universal interfaces. Documents output from applications via virtual printers can also be imported automatically. At the same time, data synchronizations can be carried out and connections established to third-party applications, including searches in file cabinets from the third-party application. For these requirements DocuWare offers various universal interfaces that can be used without accessing the third-party application. The applications of these modules are described below, starting with the different scenarios. 2.1 Importing Source Documents via Printer Drivers (TIFFMAKER) Today companies use a wide variety of applications in their processes. These applications generate documents, which must then be archived. However, most of these applications do not have the relevant archive interfaces. Thanks to the TIFFMAKER virtual printer driver, these source documents can be imported directly into a DocuWare file cabinet. What's more, the document can still be sent to a real printer before being stored. In this case TIFFMAKER is connected between the application and the "normal" printer. This avoids the need to access the application Document Generation and Indexing From the stream of print data, a true-to-original, unchangeable copy is generated in an image format supported by DocuWare clients (TIF, BMP, JPEG or PNG) and saved to the DocuWare file cabinet. By default, DocuWare uses TIF for black & white and PNG for color documents. The activities of TIFFMAKER can run automatically in the background on the client. Categorization and indexing are read directly from the document and the documents thereby saved fully automatically and if necessary printed out as hard copy. The relevant position of the desired index terms is specified using straightforward settings, depending on the type of document, e.g. outgoing letter, order confirmation. For full-text searches the entire text can also be extracted from the source document. The data is read using the extraction functions of the RECOGNITION add-on module, which together with TIFFMAKER read the data directly from the print data stream, i.e. without OCR 1 errors. Zones are defined on the document for this which are assigned to particular fields in the index database. Provided the structure and layout of the output documents does not change, this configuration can be used for all subsequent documents from the application in question. If different configurations are needed, e.g. to handle different document types, TIFFMAKER can be installed more than once (multiple printers) Form Storage When applications print to forms or note paper that are normally located in the printer's paper tray, this information can also be included in the file cabinet. Here the form is scanned once and from then on it is always automatically overlaid by TIFFMAKER during archiving. This ensures that the archived document matches the print-out exactly. Different forms can be selected for the first and following pages. You can also decide whether to print with or without a form, for example because preprinted letter paper is being used in the printer. These settings can be defined separately for recto and verso, for example so that the terms and conditions of business are always printed on the reverse of the first page of a document type. 1 OCR = Optical Character Recognition 11

12 Printer Drivers (TIFFMAKER) Importing Source Documents via Control from the Leading Application You can control TIFFMAKER processing directly from the application using TIFFMAKER CONTROL. When the original document is created, special control codes are incorporated which are not visible but which can be evaluated by TIFFMAKER. This has the advantage that different TIFFMAKERs no longer need to be set up and administered for different document types. Technically, the control codes are defined as separate device fonts which can be displayed and used (e.g. in Word) in the same way as other fonts. The following can be defined directly in the document and/or in the document template: Type of indexing Target file cabinet Background form Actual printer for further printing Before conversion these commands are read into TIFFMAKER's target format and run following conversion. Figure 5: Example of TIFFMAKER Control Additional Indexing (Including Layout-Independent) By combining the TIFFMAKER and ACTIVE IMPORT products, printing and indexing can also be organized independently of the layout of the output documents. The documents are stored with (provisional) index terms in the DocuWare basket. From here they are adopted by ACTIVE IMPORT which then uses the recognized data as the basis for controlling the subsequent process flow, e.g. forwarding or distributing the documents. The actual archiving and final indexing takes place in other ACTIVE IMPORT jobs where necessary. 12

13 2.2 Importing Files Importing Files Documents or files generated by other applications can be automatically archived via the ACTIVE IMPORT add-on module. Apart from importing the document, what's important is for the relevant index data (= metadata) to be imported in as automated and verified a way as possible. The import, data recognition and data comparison steps can all be very complex, which is why DocuWare offers its own powerful modules for each one: ACTIVE IMPORT monitors folders in a file or system and imports the files stored there into DocuWare baskets and file cabinets. Documents are indexed and classified automatically. This feature can also be used to import documents scanned externally (scan service provider). ACTIVE IMPORT also supports Outlook and other Extended MAPI mail systems and enables digital copy systems to be connected to DocuWare. RECOGNITION reads barcodes and text from scanned documents using OCR (Optical Character Recognition) and imports the information for indexing the documents. This index terms are imported into predefined database fields that automatically index the documents. AUTOINDEX imports information from other applications such as financial accounting programs and transfers it to the file cabinet as additional indexing and search terms for documents already stored. COLD/READ reads and archives the spool files of invoices, delivery notes, account statements and journals generated for printing by data processing systems. The data is reproduced in its original format by overlaying forms or letterheads. The configuration and options for the modules named are described in the following subsections. Further information is provided in the relevant product descriptions Importing from a File System (ACTIVE IMPORT) To enable a document stored in the file system (e.g. a scanned image) to be indexed automatically, a "meta index file" is required which contains the index information. For every document to be imported a meta index file of the same name must be available. The third-party application can output the meta index file in CSV format (CSV = Comma Separated Value), in accordance with the conventions predefined by DocuWare. If the application cannot generate this format directly, the output index files must at least be convertible into CSV. This can be done using tools such as MS Excel. To determine which index information is to be assigned to which field of the index DB, a meta index description file (*.ini) is also required. The parameters for setting up an ACTIVE IMPORT job include: Source directory for documents and index files Destination for document storage (basket or file cabinet) Index assignment: The file name is assigned to a file cabinet field, e.g. file reference Index enhancement: additional index data is transferred from external sources Archiving without meta index fields is only possible if the file name of the documents to be stored matches a unique index term Importing from MAPI Programs The Messaging Application Programming Interface (MAPI) is a programming interface from Microsoft which allows a wide variety of different programs to access functions. It can be used for example to send s directly from an application program, without having to open the program. For the automatic archiving of s in Outlook/Exchange and other MAPI environments, DocuWare uses the ACTIVE IMPORT add-on module, which uses the MAPI interface. Mails from Notes/Domino systems can be imported via the special "CONNECT to Notes" interface, which does not work via MAPI. 13

14 Importing Files The complete function library is called MAPI 1.0 or Extended MAPI and is required by DocuWare. Simple MAPI contains only a reduced number of functions. Extended MAPI enables full control of the messaging system on the client computer, the creation and administration of messages, management of the client mailbox, access provider, and so on. Document Transfer Documents can be sent via the MAPI interface from almost all Windows applications. This allows documents created in other programs to be sent direct to the DocuWare basket, from where they can be processed and archived. s can be indexed semi-automatically, e.g. the details of sender, date and subject line can be transferred to the corresponding index fields. The sender's address can also be used for conversion e.g. into a longer name, based on a predefined assignment. The text of the and its attachments can optionally be used for full-text indexing. Figure 6: Folders monitored by ACTIVE IMPORT for archiving from Outlook Importing from MAPI programs, e.g. Outlook is carried out as follows: 1. A folder to be monitored by ACTIVE IMPORT is determined in the program. Multiple folders can be monitored simultaneously (e.g. mail outbox, mail inbox). 2. The folder to be monitored is specified as the source. Here filters can also be activated which include or exclude certain addresses. You can also specify e.g. whether in the case of s with file attachments the texts should also be stored and whether the files should be converted. 3. Destinations are a DocuWare basket and the file cabinet. During index assignment information contained in the mail header such as subject, sender's name, and date of receipt are specified and assigned to the relevant file cabinet fields. Fixed values can also be specified, e.g. that "incoming mail" should always be entered in the "document type" file cabinet field. 4. For further automatic indexing of the s, an external data source must exist (see "Index Enhancement" below): this will either be an address book such as "Outlook Contacts", a DocuWare file cabinet containing the " address" field, or an external database. This procedure allows mails from MAPI systems to be archived as automatically as possible. However the structural information of an (sender, recipient, subject, etc.) is often not sufficient, which is why index enhancement can be required. 14

15 Index Enhancement Database Update (AUTOINDEX) Index enhancement involves adding additional data from an external database (see also Database Update). This data can originate from an address book like Outlook Contacts and can be the name of the person and of the company, depending on the entries in "Contacts". Data from an external database, e.g. an address database, can also be used. Also, the data can imported from a DocuWare file cabinet that contains an " address" field. The term " address" is used as the match code. This "connecting term" must be unique. Once the job has been set up and started, the defined mail folder is monitored continuously and the e- mails received there, unless excluded by filters, are automatically stored in the DocuWare file cabinet, with full indexing. 2.3 Database Update (AUTOINDEX) If the data in an external database is not continuously available, the index enhancement feature in ACTIVE IMPORT cannot be used since this enhancement takes place immediately after ACTIVE IMPORT has imported the files in the source directory for processing. In this case the AUTOINDEX add-on module can be used - including together with ACTIVE IMPORT. Here the index data of documents already archived is supplemented with additional data from other sources. DocuWare AUTOINDEX transfers data that exists in table form in databases or files to DocuWare file cabinet databases. One column of the table must contain a "match code" which AUTOINDEX uses to search for the matching document in the file cabinet and to define the entries for this. If, for example, when invoice data is entered, a barcode is also entered in the ERP system, the invoice data can be added later by AUTOINDEX to the archived document in DocuWare as index data, if the barcode is also recognized in DocuWare (e.g. using the RECOGNITION module) and is defined as a match code. Depending on the configuration, AUTOINDEX either automatically processes the records in the external database and uses the match code to search for matching documents in the DocuWare file cabinet, or AUTOINDEX works the other way round and searches for external records that match the documents in the DocuWare file cabinet. In both cases additional indexing is created for documents already stored in DocuWare. Additional indexing does not have to be done at the same time that data and documents are entered in the system. Provided the external data source can be edited, i.e. it can be opened in read/write mode, you can use AUTOINDEX to complete and edit fields in that external data source. For example, you can set a status field to show that the record has been edited. You can also define whether external data records should be deleted once the index enhancement of the documents in DocuWare has been successfully completed. Figure 7: How AUTOINDEX works Assuming you have write authorization, AUTOINDEX can also write information to the third-party system, e.g. to record that for a given data record the document now exists in the file cabinet. Field 15

16 Importing Printouts (COLD) contents can also be overwritten. If data is modified or added during processing, AUTOINDEX can be used to synchronize the databases and thus ensure integrity on both sides. AUTOINDEX supports a range of formats for tabular data. This includes both database tables and views and files with fixed field lengths or delimiters, e.g. Comma Separated Values (CSV) or DocuWare file cabinets. Access to the external database tables is also possible using SQL commands. Jobs are defined in the configuration which define the structure of the source data and target file cabinet and the index assignment. This means that both the sequence and the naming of the fields can differ in the two data sets. During configuration you also define how AUTOINDEX should behave if a match code cannot be found or if multiple hits exist. 2.4 Importing Printouts (COLD) Companies that send out a large number of documents (such as invoices) are often under an obligation to archive these documents. To be able to do this electronically rather than on paper, the COLD procedure was established some time ago. COLD stands for Computer Output on Laser Disk, although it is many years since it was tied to this storage format. Mass data (invoices, delivery notes, lists, etc.) created by third-party systems which exist as a printer spool file in ASCII or ANSI format are automatically archived by DocuWare COLD/READ. During this process index criteria are read and the data converted to DocuWare COLD format (CL5). The documents contained in the files can be displayed and printed out true to the original. The initial task is to separate the spool files, which were prepared by the computer (often a server) for certain printers, from the printer characteristics and to extract the actual documents and the index data. Documents and index data can then be imported via the mechanisms of the archiving system Importing Spool Files The import process is initiated manually by an event or at a specific time, e.g. at night. The index data for storage is read from the data using the customization specifically created for that spool data. The index data is entered in the file cabinet database and the converted spool data is stored in the file cabinet. If the file cabinet is set up for full-text retrieval, DocuWare creates the full-text index from the document contents. DocuWare converts the documents either into the standard DocuWare COLD format (independent of the source system) or to TIF format. In the second case, a TIFF document is created for each document contained in a spool file. The TIFF document enables annotations and stamps to be set on the documents. It also allows these documents to be integrated in workflows controlled by stamps Form Overlays During the conversion to COLD format, forms are not archived with every document but saved once as a TIFF file (overlay) when COLD/READ is set up and then electronically overlaid on the documents when these are rendered at a later date. If in the case of a COLD document the form changes due for example to a change of name, the DocuWare Viewer displays the documents archived from this date onward with the new form; older documents continue to be displayed with the old background form. This is on condition that a new customization has been created. 16

17 Importing Printouts (COLD) Figure 8: COLD document as entry in the result list and in two views To display the documents in COLD format, DocuWare offers text mode, which displays only the raw data, or image mode, which displays the formatted user data together with any form that may exist. In this view a document can also be printed out true to the original or sent by fax, like a document converted to TIFF format Retrieval As with all other documents in the DocuWare file cabinet, documents imported via COLD/READ can also be searched for index data or using the full text search. This allows the COLD documents in a process to be linked with any other documents in a process and found together. All DocuWare search functions can be used and, when using TIFF, its editing features (stamps, notes) are available too Technical Mode of Operation COLD/READ runs as an autonomous process on a workstation PC or server that has access both to the spool data and to the DocuWare file cabinets. Storage can take place on any of the storage media supported by DocuWare. Access can be made via Windows Client or Web Client and all security features can be used. The customization of COLD/READ to the spool files is done using script programming. Because of the wide variety of third-party systems, the suitability of the printer spool data created by the third-party system for import with COLD/READ must be checked in each individual case. Due to some very specific output formats - particularly of mainframe systems - different filters, conversions and, where necessary, character set conversions can be necessary. For the third-party application, the following conditions apply to using the COLD method of archiving: A spool file to be processed with COLD/READ must contain the formatting information in plain text. No graphical commands can be used. Inside the spool file, printer control characters are used that are interpreted by the printer as line breaks and page breaks, for switching font and font size, and for general formatting. These printer control characters must be interpreted by COLD/READ in the same way as they enable the document to be displayed true to the original later on. 17

18 Integration via User Interface (Smart Connect) To enable COLD/READ to recognize these printer control characters in the spool files, the meaning of the printer control characters must be defined in a COLD customization. This customization must also describe how COLD/READ should index the documents read. Mostly this is done by specifying a fixed position on the page for the information to be read, although a variable position can sometimes be used. 2.5 Integration via User Interface (Smart Connect) As of DocuWare 5.1c, Smart Connect allows documents archived in DocuWare to be integrated in existing applications simply and without any programming. A click of a button is all it takes to access all the documents belonging to the current context in the relevant application, e.g. delivery notes for the current accounting record in an ERP system. In order to assign documents to the data records of such an application, it must be possible to import index data from this application, but without being able to modify the application itself. For this purpose the module reads the programs' screens at specific points and transfers the texts to DocuWare as search or storage criteria. To read the data, Smart Connect either accesses objects on the application screen directly or uses OCR technology. This functionality was previously offered by the "DocuWare LINK" product. Smart Connect however is a completely new development which uses Microsoft.NET software technologies Smart Connect Functionality DocuWare is integrated in the application environment in such a way that it does not function like an additional application. To the user it appears to be an integral part of the leading application that he or she is currently using. Smart Connect offers the following functionalities for application integration: Fixed search Here the user or administrator defines a dialog or an application window from which one or more search criteria is read from the application and used to search in a file cabinet. Once set up, a search can be reused at any time. Index enhancements The user or administrator defines a dialog or an application window in which one or more index features of the application are read and then stored. A Smart Connect button then appears in the relevant Web Client dialog and is used to import the index entries from the dialog or application window. The search results are displayed in DocuWare Web Client. Figure 9: Application integration via Smart Connect Technical Mode of Operation Following the installation of Smart Connect on the local PC as a "click once application" - e.g. using a link sent by , or from DocuWare Web Client - the presence of Smart Connect is displayed as an icon on the Windows taskbar. 18

19 Integration via User Interface (Smart Connect) The following figure provides an overview of the architecture of a Smart Connect application. The application can be either a local Windows application or an application with a Web interface. In both cases Smart Connect allows access to the objects on the user interface. Figure 10: Smart Connect architecture The central DocuWare servers are accessed by the local Smart Connect client. Smart Connect establishes the connection to the servers via Web Services. Following the (possibly automatic) login, the Smart Connect client first obtains the user's data from the central configuration. Since the integration is based on the user interface of the leading application, it can be necessary to adapt the Smart Connect configuration if the application's developer makes changes to the interface and the dialogs Authorizations Administrator rights are not required to connect to an application. DocuWare administrator rights are required only to create new configurations and distribute them to other users. Smart Connect requires users to be authenticated and this - as is generally the case with DocuWare - can be carried out automatically in a "trusted login". Details can be found in the "Security" white paper. 19

20 Office Add-Ins 3 Special Interfaces For companies that use widely distributed products such as SAP, IBM Notes and Microsoft Office, special customizations are available as an add-on module that implement direct document and data exchange between these systems and DocuWare. For direct exchange with widely used Microsoft Office packages, the Office Add-in creates a direct connection between the document-generating Office applications and the DocuWare file cabinet. Connection to the Office systems of other developers is nonetheless also possible. CONNECT to SharePoint connects Microsoft SharePoint with DocuWare. SharePoint users obtain an ideal solution for archiving documents directly from SharePoint in a permanent, audit-proof format, thereby lightening the load on their libraries. CONNECT to Notes imports s and documents from Lotus Notes and archives them in DocuWare. These are categorized and indexed automatically using information in the such as sender and recipient. And vice versa, DocuWare sends scanned and archived documents for further processing in Lotus Notes. With the certified CONNECT to SAP interface DocuWare uses the features of the SAP ArchiveLink interface to archive documents and files in DocuWare file cabinets. DocuWare provides access to documents even without a SAP client. Even the basic version of DocuWare includes options for integrating the Microsoft Office package and the Outlook and Exchange mail systems. 3.1 Office Add-Ins Microsoft Office Add-in The DocuWare Add-In for Microsoft Office applications allows you to transfer a document you have just edited direct from Word, Excel or PowerPoint to DocuWare baskets or file cabinets. A button integrated on the toolbar of the Microsoft Office program adds a "storage feature" to Word, Excel and PowerPoint. This button can be used to archive a file currently being edited to the central DocuWare file cabinet. The DocuWare store dialog opens so that you can enter the index criteria. Further index attributes can be added if necessary using the automatic indexing features Other Office Programs Similar features to the add-ins described for Microsoft Office are offered by third-party providers for integrating DocuWare with other Office programs. Provided the Office product can handle URLs, documents can also be accessed via Web Client's URL integration. Individual storage functions can also be easily integrated via the different universal interfaces and the options provided by the DocuWare SDK. 3.2 CONNECT to SharePoint Many companies are already using Windows SharePoint Services (WSS) or products based on them like Microsoft SharePoint Server (MSS), e.g. for collaboration in projects. However, the question arises as to how the final versions can be archived in an audit-proof format. If documents need to be retained indefinitely or if archived documents are to be used in the processes, DocuWare can be integrated in SharePoint for this purpose. This reduces the load on the SharePoint database because the documents are not stored within the SharePoint database but in the DocuWare storage system. This offers major performance advantages and increases the stability of the SharePoint installation. CONNECT to SharePoint offers not just a "window to DocuWare" but close integration with the storage and search functionality of SharePoint itself, including customer-specific modifications, for example for deleting successfully archived documents in SharePoint later on. Use of MSS terminology includes both the use of DocuWare as a "Records Center" and the integration in the search as a "Federated Search Location." 20

21 CONNECT to SharePoint CONNECT to SharePoint integrates DocuWare in MSS as a "Records Center." This Records Center is a basic feature of MSS 2007 and is designed as the central storage location for documents and for the standard connection of document management systems. CONNECT to SharePoint therefore requires Microsoft Office SharePoint server: there are a number of ways of integrating DocuWare as a Records Center. For example, you can predefine a file structure in which you specify for each document type where within the file structure it should be placed when archived and which retention guidelines must be applied. Workflows and process-dependent requirements always require detailed SharePoint know-how. Its successful use therefore always demands prior planning and design by an internal or external consultant Storing Documents in DocuWare To store a SharePoint document in DocuWare, right-click and select the item from the context menu. This feature copies the selected document in its original format into a DocuWare file cabinet. CONNECT to SharePoint ensures that every archived SharePoint document is automatically assigned the appropriate index criteria. This can be done interactively or - with special programming - based on rules. Figure 11: Example of archiving SharePoint in DocuWare Microsoft Office SharePoint Server also enables index data to be assigned automatically. Each document is assigned to a specific type in MSS. A document type is always linked with a series of properties known as "Records Repository Properties." These properties include a set of index data. At storage, DocuWare imports this index data and writes it to the index fields of the file cabinet. The administrator defines an assignment of the SharePoint index data with the DocuWare index fields once for each document type: this is then used to index the documents automatically in DocuWare. Any DocuWare file cabinet can be selected, depending on the document type. To allow automated, rule-based storage, DocuWare uses SharePoint's user-dependent "custom policies". For example, you can define a period after which documents should be sent to DocuWare for long-term archiving and then automatically deleted from SharePoint. Archiving can be customized by programming self-contained, individual "custom actions" to the application requirements. These can then be used for example to initiate the deletion of SharePoint documents from SharePoint immediately after they have been successfully archived. 21

22 3.2.2 Searching and Displaying Documents CONNECT to Notes With CONNECT to SharePoint, a search in SharePoint Search Center can automatically include a search in DocuWare file cabinets. Searches are initiated in parallel in SharePoint and DocuWare with the same search terms and the user then receives two results lists from which the documents can be selected. This allows documents already archived in DocuWare to be included in any search. Figure 12: List of results in SharePoint With CONNECT to SharePoint, DocuWare acts from the perspective of MSS as an integrated search source (Federated Location). Using "Open Search" you can look for matching documents in the full text and in the index data of the DocuWare file cabinets. A configurable results area in SharePoint displays the results from the DocuWare file cabinets separately and also enables you to display the documents directly in DocuWare Web Client. DocuWare therefore works transparently in the background. The search and display of results takes place with due consideration for the authorizations assigned in DocuWare, thereby ensuring that no documents are accessed without authorization Administration CONNECT to SharePoint has its own administration, in which both the organization-specific settings, e.g. login type, results list display), and the document-specific configurations (e.g. assignment of transfer of index data and position in storage structure) are defined. 3.3 CONNECT to Notes In Notes/Domino systems, in addition to s, specific Notes documents or standard Office documents are administered and in some cases also created and used in workflows. Many of these e- mails and documents must or should be stored for long periods after the process is finished. With DocuWare installed, Notes/Domino users can use the CONNECT to Notes module to archive documents and s in DocuWare direct from their Notes system in a tamper-proof format. DocuWare documents can also be sent with Domino/Notes as . Objects in DocuWare can be searched and displayed without having to leave the Notes user interface, although the physical documents are now managed by DocuWare. This simultaneously reduces the load on the Domino database, which can lead to major stability and performance benefits, e.g. including in the case of replications. The CONNECT to Notes toolkit also provides the option to integrate features such as archiving and retrieval directly in the Notes source database. This makes these features available to users more quickly and easily, e.g. the archiving process can be initiated directly from their inbox. 22

23 CONNECT to Notes The use of CONNECT to Notes requires detailed planning and design. For the standard connection some Customizing settings are also required on the Notes side. Use of the Toolkit is only recommended if you have substantial knowledge of Lotus Notes. The successful use of CONNECT to Notes therefore always demands prior planning and design by an internal or external consultant Special Features of Notes/Domino Shared terms, e.g. "document" are used differently in the Notes and DocuWare architecture. For better technical understanding, the major elements of Notes/Domino are characterized below: Notes/Domino is a client-server system in which the server(s) are referred to as the "Domino server(s)" and the clients as "Lotus Notes clients". Separate clients exist for development and administration. A "Notes document" is - from a technical standpoint - a type of data record in the Domino database that is displayed using defined layouts (dialogs and views). This also applies to s. If Notes is used to manage Office documents, these should be regarded more as an attachment to a Notes document: The descriptive data (metadata and index data) is contained in the Notes document. These "attachments" are stored in the Domino database, which in the case of high volumes quickly leads to performance problems. For this reason alone it can be advisable to use DocuWare. Not only are Notes/Domino installations frequently large, they are also used by very many users on very different operating systems. Some are used in very disparate locations but enjoy very efficient synchronization (replication). The distributed documents and the replications may also need to be taken into account when designing the DocuWare connection Storing Documents and s in DocuWare CONNECT to Notes offers a number of options for archiving Notes documents in DocuWare. The archiving can be done on a client or on the server. Documents can be indexed in the DocuWare file cabinet automatically and on the basis of rules, in accordance with the indexing settings in the archiving profile configuration. Archiving options and modes are also defined in the profile settings. For example, you can decide to archive only attachments in DocuWare and leave the s in the Notes system. Every Domino database and all documents and document types can be integrated. The following archiving modes are possible: Manual ad hoc storage without a default profile Here the user specifies manually which documents are to be stored in what file cabinet. Manual ad hoc storage with a default profile With this form of storage a profile is selected as the default to specify source data and the destination for the documents to be stored. Automated, server-based archiving Here an archiving agent checks whether there are any documents available for archiving in the source databases. A predefined setting in the profile specifies which documents are to be stored; these can be documents of a certain age, documents that contain a specific field entry (for example the subject line of an ), or which contain criteria defined by means of a Notes formula (such as size). Archiving can be time and/or event-controlled. s can be archived with or without attachments. You can also choose whether the s and/or attachments should remain on the Notes client after archiving or be deleted and/or marked. The archiving format determines how reproductions can be carried out and whether Notes is required for this. You can choose whether documents are archived in the original Notes format, as Domino XML or as PDF (or PDF/A). Documents can also be combined and stored simultaneously in multiple formats. The PDF conversion produces a true-to-original copy, including hyperlinks, images and even complex tables. 23

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