White Paper Integration

copy2010 DocuWare AG 82110 Germering httpwwwdocuwarecom

White Paper

Integration

Version 1

May 2010

Legal notice

DocuWare AG

Therese-Giehse-Platz 2

82110 Germering Germany

Telephone +498989 4433-0

Fax +4989841 9966

E-mail infolinedocuwarecom

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 51c 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

copy Copyright 2010 DocuWare AG All rights reserved

Table of Contents

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Table of Contents 1 Introduction 6

11 Objective and Layout of the Paper 6 12 DocuWare Architecture 6

121 DocuWare Web Client 7 122 Security when Using Web Client 8

13 Overview of Interface Types 9

2 Universal Interfaces 11 21 Importing Source Documents via Printer Drivers (TIFFMAKER) 11

211 Document Generation and Indexing 11 212 Form Storage 11 213 Control from the Leading Application 12 214 Additional Indexing (Including Layout-Independent) 12

22 Importing Files 13 221 Importing from a File System (ACTIVE IMPORT) 13 222 Importing from MAPI Programs 13

23 Database Update (AUTOINDEX) 15 24 Importing Printouts (COLD) 16

241 Importing Spool Files 16 242 Form Overlays 16 243 Retrieval 17 244 Technical Mode of Operation 17

25 Integration via User Interface (Smart Connect) 18 251 Smart Connect Functionality 18 252 Technical Mode of Operation 18 253 Authorizations 19

3 Special Interfaces20 31 Office Add-Ins 20

311 Microsoft Office Add-in 20 312 Other Office Programs 20

32 CONNECT to SharePoint 20 321 Storing Documents in DocuWare 21 322 Searching and Displaying Documents 22 323 Administration 22

33 CONNECT to Notes 22 331 Special Features of NotesDomino 23 332 Storing Documents and E-Mails in DocuWare 23 333 Searching and Displaying Documents in DocuWare 24

Table of Contents

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334 Configuration and Administration 24 335 Technical Mode of Operation 24 336 CONNECT to Notes Toolkit 24

34 CONNECT to SAP 24 341 Storage Scenarios 25 342 Searching by SAP Users 26 343 Searching by Non-SAP Users 26 344 Technical Mode of Operation 26

4 Individual Interfaces 28 41 URL Integration 28

411 Technical Mode of Operation 28 412 Example Web Client in Outlook 29

42 Software Development Kit SDK 29 421 General Application Programming Interface GAPI 30 422 Web Service Interface 31 423 Java Application Programming Interface JAPI 32 424 Toolkit 32 425 Validating Index Entries 33

5 Integration in Existing IT Environment 34 51 Storage 34

511 Jukeboxes 34 512 Content Addressed Storage 34 513 Other Hard Disk-Based Storage Systems 35

52 Scanners 35 53 Integration of Multifunction Copiers 35 54 Database Server 35 55 External User Administration 36 56 Linux Apple and other Non-Microsoft Environments 36 57 External Time Stamp Agencies 37

6 Integration of Special Customer-Specific Modules from Third Parties 39 61 Capturing and OCR 39 62 Display Modules 39

621 Adobe Acrobat Reader 39 622 Other Third-Party Providers 39

7 Solutions by Application Area 40 71 Overview of StorageIndexing 40 72 Overview of Search and Display 41 73 Integrating DocuWare in E-Mail Programs 41

Table of Contents

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74 Integrating DocuWare in Microsoft Office 42 741 StorageIndexing 42 742 Search and Display 42

75 Integrating DocuWare in ERP and CRM Programs 43 751 StorageIndexing 43 752 Search and Display 44

8 Table of Figures 45

Objective and Layout of the Paper

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1 Introduction 11 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

12 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 eg across different locations and DocuWare offline file cabinets eg 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 users 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 standardOn the client side there is also the Administration Client which allows the different administrators to configure the system individually

DocuWare Architecture

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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 company-wide infrastructure yet without establishing new redundancies for existing functionalities

121 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)


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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 email 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

122 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 ie without the need to specify a user name and password

Overview of Interface Types

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Further details can be found in the separate Security white paper

123 Windows Explorer Client

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 amp 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

13 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

bull 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

bull Special interfaces Exchange of documents and if necessary index data with widely distributed applications and systems eg SAP Microsoft Office IBM Notes MailGroupware system

bull Individual interfaces Individual integration of DocuWare functionality with the customers own applications


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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 (eg databases user directories) to minimize administrative work for the customer

Importing Source Documents via Printer Drivers (TIFFMAKER)

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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

21 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 Whats 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

211 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 amp 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 eg 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 ie without OCR1 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 eg to handle different document types TIFFMAKER can be installed more than once (multiple printers)

212 Form Storage When applications print to forms or note paper that are normally located in the printers 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


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213 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 (eg in Word) in the same way as other fonts The following can be defined directly in the document andor in the document template

bull Type of indexing

bull Target file cabinet

bull Background form

bull Actual printer for further printing

Before conversion these commands are read into TIFFMAKERs target format and run following conversion

Figure 5 Example of TIFFMAKER Control

214 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 eg forwarding or distributing the documents The actual archiving and final indexing takes place in other ACTIVE IMPORT jobs where necessary

Importing Files

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22 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 whats 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

bull ACTIVE IMPORT monitors folders in a file or e-mail 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

bull 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

bull 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

bull COLDREAD 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

221 Importing from a File System (ACTIVE IMPORT) To enable a document stored in the file system (eg 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

bull Source directory for documents and index files bull Destination for document storage (basket or file cabinet) bull Index assignment The file name is assigned to a file cabinet field eg file reference bull 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

222 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 e-mail functions It can be used for example to send e-mails directly from an application program without having to open the e-mail program

For the automatic archiving of e-mails in OutlookExchange and other MAPI environments DocuWare uses the ACTIVE IMPORT add-on module which uses the MAPI interface Mails from NotesDomino systems can be imported via the special CONNECT to Notes interface which does not work via MAPI

Importing Files

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The complete function library is called MAPI 10 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

E-mails can be indexed semi-automatically eg the details of sender date and subject line can be transferred to the corresponding index fields The senders e-mail address can also be used for conversion eg into a longer name based on a predefined assignment The text of the e-mail and its attachments can optionally be used for full-text indexing

Figure 6 Folders monitored by ACTIVE IMPORT for e-mail archiving from Outlook

Importing from MAPI programs eg Outlook is carried out as follows

1 A folder to be monitored by ACTIVE IMPORT is determined in the e-mail program Multiple folders can be monitored simultaneously (eg mail outbox mail inbox)

2 The e-mail folder to be monitored is specified as the source Here filters can also be activated which include or exclude certain e-mail addresses You can also specify eg whether in the case of e-mails with file attachments the e-mail 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 senders name and date of receipt are specified and assigned to the relevant file cabinet fields Fixed values can also be specified eg that incoming mail should always be entered in the document type file cabinet field

4 For further automatic indexing of the e-mails an external data source must exist (see Index Enhancement below) this will either be an e-mail address book such as Outlook Contacts a DocuWare file cabinet containing the e-mail 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 e-mail (sender recipient subject etc) is often not sufficient which is why index enhancement can be required

Database Update (AUTOINDEX)

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Index Enhancement Index enhancement involves adding additional data from an external database (see also Database Update) This data can originate from an e-mail 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 eg an address database can also be used Also the data can imported from a DocuWare file cabinet that contains an e-mail address field The term e-mail 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

23 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 (eg 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 ie it can be opened in readwrite 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 eg to record that for a given data record the document now exists in the file cabinet Field

Importing Printouts (COLD)

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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 eg 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

24 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 COLDREAD 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

241 Importing Spool Files The import process is initiated manually by an event or at a specific time eg 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

242 Form Overlays During the conversion to COLD format forms are not archived with every document but saved once as a TIFF file (overlay) when COLDREAD 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


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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

243 Retrieval As with all other documents in the DocuWare file cabinet documents imported via COLDREAD 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

244 Technical Mode of Operation COLDREAD 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 COLDREAD 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 COLDREAD 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

bull A spool file to be processed with COLDREAD must contain the formatting information in plain text No graphical commands can be used

bull 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 COLDREAD in the same way as they enable the document to be displayed true to the original later on

Integration via User Interface (Smart Connect)

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bull To enable COLDREAD 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 COLDREAD 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

25 Integration via User Interface (Smart Connect)

As of DocuWare 51c 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 eg 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

251 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

bull 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

bull 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

252 Technical Mode of Operation Following the installation of Smart Connect on the local PC as a click once application - eg using a link sent by e-mail or from DocuWare Web Client - the presence of Smart Connect is displayed as an icon on the Windows taskbar

Figure 9 Application integration via Smart Connect


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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 users 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 applications developer makes changes to the interface and the dialogs

253 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

Office Add-Ins

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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

bull 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

bull 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

bull CONNECT to Notes imports e-mails and documents from Lotus Notes and archives them in DocuWare These are categorized and indexed automatically using information in the e-mail such as sender and recipient And vice versa DocuWare sends scanned and archived documents for further processing in Lotus Notes

bull 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

31 Office Add-Ins

311 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

312 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 Clients URL integration Individual storage functions can also be easily integrated via the different universal interfaces and the options provided by the DocuWare SDK

32 CONNECT to SharePoint Many companies are already using Windows SharePoint Services (WSS) or products based on them like Microsoft SharePoint Server (MSS) eg 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

CONNECT to SharePoint

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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

321 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 SharePoints 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

CONNECT to Notes

22

322 Searching and Displaying Documents 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

323 Administration CONNECT to SharePoint has its own administration in which both the organization-specific settings eg login type results list display) and the document-specific configurations (eg assignment of transfer of index data and position in storage structure) are defined

33 CONNECT to Notes In NotesDomino systems in addition to e-mails 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 NotesDomino users can use the CONNECT to Notes module to archive documents and e-mails in DocuWare direct from their Notes system in a tamper-proof format DocuWare documents can also be sent with DominoNotes as e-mail

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 eg 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 eg the archiving process can be initiated directly from their inbox

CONNECT to Notes

23

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

331 Special Features of NotesDomino Shared terms eg document are used differently in the Notes and DocuWare architecture For better technical understanding the major elements of NotesDomino are characterized below

NotesDomino 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 e-mails 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 NotesDomino 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

332 Storing Documents and E-Mails 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 e-mails in the Notes system Every Domino database and all documents and document types can be integrated

The following archiving modes are possible

bull Manual ad hoc storage without a default profile Here the user specifies manually which documents are to be stored in what file cabinet

bull 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

bull 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 e-mail) or which contain criteria defined by means of a Notes formula (such as size) Archiving can be time andor event-controlled

E-mails can be archived with or without attachments You can also choose whether the e-mails andor attachments should remain on the Notes client after archiving or be deleted andor 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 PDFA) 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

CONNECT to SAP

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333 Searching and Displaying Documents in DocuWare Documents stored in DocuWare can be found both via the Notes client and also directly in DocuWare If you are searching within DocuWare all the familiar DocuWare functionalities are available to you including full-text search This can take in Notes documents including e-mails and their attachments

In a Notes search query the index data is displayed in a hit list and a document can be selected from the list and displayed Once deleted in Notes archived documents can if necessary be restored from within DocuWare DocuWare Web Client can also be used directly in Lotus Notes Client

334 Configuration and Administration CONNECT to Notes is implemented as a Notes database and therefore as a standalone Notes application An archiving profile can be centrally defined and used by multiple database servers The configuration does not need to be created separately for every server

The settings for archiving documents are defined in profiles Here you assign Notes database types ndash which become the source ndash to selected DocuWare file cabinets This means that you do not have to select each database (for example the mail database of every user) individually All databases that are based on the selected template can be archived in DocuWare according to a particular profile ndash without changing the design of the template

The specifications for indexing documents are defined when a profile is created For an index entry in DocuWare you either define a fixed value or the value is determined from the contents of a field in the Notes document a variable or a formula A special configuration allows you to add your own index words during archiving

All Notes users who have access to the CONNECT to NOTES databases through the access control list (ACL) can work with the application provided they are also set up as DocuWare users

335 Technical Mode of Operation Via the CONNECT to Notes module Notes users are able to access DocuWare functions without needing to make changes to the Notes design Users therefore do not require any programming knowledge existing design changes are not affected and updates can be implemented without problems

The link between the original Notes document and the corresponding object in DocuWare is stored in a Notes link database The template for this links database is supplied as standard The generated links can be used to run a search from Notes if the original document is no longer available there

336 CONNECT to Notes Toolkit This toolkit is designed as an enhancement for CONNECT to Notes within the Notes environment It enables CONNECT to Notes to be controlled directly from Notes applications Documents can therefore be stored and searched in DocuWare file cabinets directly from the Notes application either manually or via a specified automated mechanism

The toolkit accesses the existing settings and profiles and consists of a range of Notes Design elements (scripts libraries dialogs etc) Installation and configuration require design rights (and knowledge) on both the Notes and the DocuWare side

34 CONNECT to SAP In many organizations SAP software is used for a wide variety of mainly commercial tasks For commercial tasks in particular it is often essential to link the data in the SAP system with the corresponding inbound and outbound documents in order to prove compliance SAP has also implemented the ArchiveLink interface in the software as standard which permits DocuWare to be used as a background system for the administration of documents

The interaction between DocuWare and SAP covers both incoming documents and documents and data created in SAP For the SAP user this means that when using the SAP user interface they can store documents in DocuWare and carry out direct document searches in the DocuWare file cabinet from within SAP DocuWare works completely transparently for the SAP user

CONNECT to SAP

25

Figure 13 Connecting SAP and DocuWare (based on an SAP diagram)

To handle a wide variety of different processes and requirements SAP has provided multiple storage scenarios search and display options and workflow connections to its own modules There are also a number of configuration options for the interaction between SAP and DocuWare The DocuWare implementation has been certified by SAP

The successful use of CONNECT to SAP therefore always demands thorough planning and design by an internal or external consultant It must also be remembered that for the standard connection some Customizing settings are required on the SAP side Workflows or special requirements also demand detailed knowledge of SAP

341 Storage Scenarios Before documents can be found they must be stored so that both SAP and DocuWare can identify these documents Since companies have different requirements concerning storage processes SAP has defined different scenarios all of which are supported by DocuWare The following graphic provides an overview

Control is always through SAP and necessitates close integration of both the scanning and the archiving functionality Both are a component of the ArchiveLink specification Storage and assignment in the different scenarios can take place via predefined and modifiable SAP Business Workflows

The main difference between the scenarios is which object is available first The data record required for indexing may already exist in SAP and the relevant document - through scanning and assignment - only becomes known to the SAP system afterwards or the objects can arise in the reverse order

The assignment can take place through manual input of an ID eg an SAP document number or when the SAP data record is entered by reading a barcode from the document that is automatically recognized at scanning and communicated to SAP

Naturally documents can also be scanned by an external service provider and (pre-)indexed to import documents and data subsequently as a batch via the ArchiveLink interface in DocuWare

CONNECT to SAP also supports the storage of print lists with hyperlinks and of archive files from SAP data archiving (REO data)

The archive ID and the Doc ID are the shared reference for a document between SAP and DocuWare The archive ID indicates the Content Repository and is configured within SAP The Doc ID identifies the document within the logical file cabinet and is assigned by DocuWare at storage and sent back to SAP

CONNECT to SAP

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342 Searching by SAP Users In accordance with SAP standard scenarios the data in the SAP database is simultaneously the index data for documents that are searched exclusively via the SAP interface In this case DocuWare has only minimal index data (ArchiveID DocID) with which it can provide the document to the SAP user if required SAP users can therefore access the documents directly from their normal interface even though the documents are stored in DocuWare The SAP authorization concept ensures data privacy

However in this situation non-SAP-users do not have access to the documents and no additional index data (not provided for in SAP) can be managed for the documents

343 Searching by Non-SAP Users DocuWare provides special features that make it possible to retrieve documents that were created in SAP and stored in DocuWare using various criteria independently of SAP Since after storage in DocuWare no index criteria are available as standard for an intelligent retrieval these criteria must be added to the file cabinet The index criteria are transmitted to DocuWare from SAP databases Application-specific ABAP programs are created for this purpose which extract the index criteria and send them to DocuWare (AUTOINDEX module)

As soon as the data arrives in DocuWare DocuWare users (without an SAP account) can use this index data to search view and edit documents ndash independently of SAP ndash and also add to the index data if necessary All other DocuWare features eg autonomous file cabinets are then also available

344 Technical Mode of Operation Basically the interaction between the DocuWare CONNECT to SAP modules and SAP looks like this

Figure 14 Communication between CONNECT to SAP components and ArchiveLink

An SAP system can have many different logical file cabinets and several SAP systems can have a shared logical DocuWare file cabinet These logical file cabinets are administered in DocuWare and represented at the level of physical file cabinets The parallel operation of production and test systems is supported

CONNECT to SAP consists of two components SAP HTTP Server and Barcode Transfer SAP HTTP Server is based on the SAP ArchiveLink 45 archive interface Barcode Transfer provides an interface between DocuWare and SAP on a SAP RFC basis

CONNECT to SAP

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ArchiveLink Vers 45 is a certifiable interface in the SAP Basis application (or NetWeaver) for archiving documents For its part DocuWare supports all SAP document types and storage strategies as well as SAP data archiving

Data for index enhancement can be extracted from SAP via ABAP programs Due to the highly customer-specific requirements DocuWare does not supply ABAP programs but some DocuWare partners are able to offer appropriate programs

URL Integration

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4 Individual Interfaces Although DocuWare offers special customizations for many applications there will always be certain less widely used programs that are important to customers and with which they need to exchange documents and data In order to integrate these applications as well individual software applications can be created using the Software Development Kit SDK or the URL integration

Using Java URL integration and Web Services and powerful API interfaces you can control the main DocuWare features from other applications regardless of whether these applications ndash as DocuWare is ndash are based on Microsoft NET architecture

41 URL Integration

411 Technical Mode of Operation Applications that are capable of handling Uniform Resource Locator (URL) addresses can be enabled to access DocuWare servers relatively easily Dialogs and documents can be accessed via URL In technical terms this means addressing the DocuWare Web Client Server which in turn communicates with the DocuWare server via the GAPI interface

This makes access possible via Intranet and Internet using a standard browser without the need to install software locally

Figure 15 Overview of the URL Integration feature

The required functionality is communicated to the URL in various different parameters Some settings can also be fixed by the administrator in the configuration The application can then use the following DocuWare features

bull Access search dialogs bull Access a particular document via DocID or search terms bull Access task lists bull Display different document types directly in the Web Client Viewer bull Access an appropriate viewer bull Download a document

The URL used for access from other applications always consists of the base URL plus other parameters eg the criteria for a search This type of integration allows a user in one application to access the latest documents on a given subject or the current document for a project status

The URL Creator is a free DocuWare tool that can be used to generate static URLs URLs can also be compiled dynamically by means of simple parameterization of the URL in the leading system Login information can also be transferred in encrypted form in the URL

Once all parameters have been specified the resulting URL can be generated The URLs generated in this way can be directly inserted into the third-party (Web) application using copy amp paste

Software Development Kit SDK

29

412 Example Web Client in Outlook One possible use of URL integration is in conjunction with Microsoft Outlook This allows you to access e-mails already archived from the Outlook interface A folder is defined for this in Outlook which is used as the connection to DocuWare The integration is created via the Outlook Homepage function When you click on this folder Outlook branches to a given Webpage in this case DocuWare Web Client In other words control is assigned to DocuWare and the elements predefined for the user eg search dialog or Workflow task list are activated

This enables the user to search in DocuWare file cabinets without needing to exit the Outlook interface Search dialogs and task lists predefined in DocuWare can be used Since any search dialogs can be integrated it means that in principle all documents from DocuWare are available If only the e-mails of the current user should be searched the relevant criteria must be defined in advance

DocuWare documents can be sent directly from Outlook via this method For internal use it is also possible to send only links to documents task lists and result lists

Naturally security must also be taken into account here and the different authentication procedures can be used via the configuration For smooth integration in the Microsoft world the trusted login is to be recommended here which uses the Windows login data

42 Software Development Kit SDK Solutions for customer-specific tasks are often created using individual software developments on very different platforms and in very different programming languages The DocuWare architecture makes it possible to provide several powerful programming interfaces for a variety of development environments

The graphic below shows which features are available via which interfaces and in what languages The individual interfaces are explained in more detail below

Figure 16 Functionality of the SDK interfaces

To use the DocuWare servers directly from proprietary applications DocuWare offers the General Application Programming Interface GAPI which in turn is used by different interfaces depending on the programming environment In addition to these interfaces which address the central servers directly communication via the DocuWare client is also possible using the TOOLKIT


30

The following graphic provides an overview of the interconnections within the DocuWare architecture which are described in more detail in the rest of the chapter Further details can be found in the relevant manual

Figure 17 SDK components and architecture

421 General Application Programming Interface GAPI The GAPI is the direct interface to the DocuWare server Like a client GAPI accesses the DocuWare servers directly via TCPIP GAPI is a NET-API that supports integration in NET and C and VBNET applications optimally and is also used for other DocuWare interface products

Figure 18 GAPI architecture

For further details on the features of the interface and example programs please refer to the GAPI Tutorial In the following we provide an overview of these features

bull Call available Authentication Servers and login bull Call up information about the organization (groups profiles roles users) bull Call up information about users (eg assigned file cabinets rights functions) bull Call up information about file cabinets (eg names fields settings with regard to full text and

satellite file cabinet)


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bull Call up information about documents (number of pages index data text annotation and system fields)

bull Store and upload documents and index data bull Boolean search for documents with defined fields returned as results list bull Export document in the file system or download and check out bull Add or modify index data annotations and stamps bull Attach or delete document pages bull Start and stop workflows check status

Via GAPI the application can also address and use the security features of DocuWare servers Thanks to this direct access GAPI is efficient safe and easy to use

For integration in NET and C applications references are set in the DOCUWAREGAPIDLL which must therefore be available locally However since GAPI works without a Client there is no user interface

Web Services and JAPI (Java Application Programming Interface) build on GAPI to create a specific interface to the Java world

422 Web Service Interface The DocuWare software is realized based on the philosophy of SOA (Service Oriented Architecture) As a result the main features are also available for other applications or individually created programs Different applications can then both store documents in DocuWare file cabinets as well as search and display them there Whats more the documents index data can be added to or modified even after archiving

The interface can be used in standardized form in accordance with the rules of the Windows Communication Foundation (WCF) The Web Services for this are available in two interface variants

bull Session-Based Services This variant is addressed by NET clients

bull Compatible Services This variant is addressed by Java or PHP clients

The Web Services thus enable NET-based DocuWare servers to work easily with numerous applications from the Java and Windows world regardless of the type of DocuWare implementation or specific DocuWare version Changes made to the DocuWare server therefore have no effect on the client systems

The following Web Services are available with clearly defined functions

bull DocuWareService These services are used in authentication (logonlogoff) and the provision of lists of all file cabinets dialogs and all stamps of the users currently logged in

bull FileCabinetService These services are used to establish a connection to a file cabinet in order to obtain the available index fields dialogs and select lists These services also allow you to delete documents

bull ResultListService ResultListService makes it possible to search (including the use of Boolean links) the index fields and access the result list

bull DocumentService DocumentService makes it possible to open and close documents in the result list It also allows you to edit index entries set text annotations and stamps as well as archive and upload or download new documents

bull FileService This service offer access to any files (open close read and write)


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bull Base64FilesService Base64FilesService is identical to the FileService except that the data is Base64-encoded when transferred This is necessary for certain J2ME Web Service environments that cannot process uncoded files

DocuWare Web Services run on a separate application server High speed is achieved through efficient coding and the scalability of the background services and the Web Services server

423 Java Application Programming Interface JAPI To enable the DocuWare servers to be used from Java applications DocuWare provides an interface called the Java Application Programming Interface (JAPI) JAPI functions as a client for DocuWare Web Services and uses these to exchange data with the DocuWare system As mentioned above the Web Services are addressed via JAPI which in turn accesses the DocuWare servers via the General Application Programming Interface GAPI

To connect to a Java client you need Compatible Web Services Compatible Web Services support the SOAP 11 (Simple Object Access Protocol) network protocol Session Services support SOAP 12 and are used to connect to a NET client

Figure 19 Integrating DocuWare Web Services with JAPI

424 Toolkit DocuWare TOOLKIT offers a C programming interface for C-C++ programming languages and a COM automation interface for 4GL programming languages such as Visual Basic 6 These interfaces allow you to use DocuWare features in your own applications or the applications of other developers

TOOLKIT controls the main DocuWare features in the area of basket file cabinet and document processing via the DocuWare Client For example you can select baskets or documents within a basket and display them Documents can be imported indexed and stored in file cabinets A variety of functions are provided for searching and storing documents in DocuWare file cabinets for example you can call up search and store dialogs and display documents from the results list

Functions of the C programming interface are integrated from the TOOLKIT-DLLs (Dynamic Link Library) Each TOOLKIT function provides an interpretable error code ensuring optimal handling of errors and exceptions The handling of TOOLKIT functions in 4GL programming languages (eg Microsoft Visual Basic) is simplified considerably by the COM interface which also enables OLE2 automation

Functions are available for the following areas

bull Basket processing

2 OLE = Object Linking and Embedding An object system and protocol developed by Microsoft which enables different (OLE-compatible) applications to work together and therefore the creation of heterogeneous compound documents


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bull Archiving

bull Document processing

The TOOLKITNET interface acts as a wrapper for the C programming interface It makes it possible for NET languages to use the DocuWare TOOLKIT functions For example documents from VBNET and C applications can also be displayed in the DocuWare Viewer The TOOLKIT NET interface is object-oriented

The TOOLKIT should only be used for simple solutions that demand little programming work Due to the performance of the new GAPI JAPI and Web Services interfaces TOOLKIT will not be developed any further

425 Validating Index Entries The validity of the index values assigned to a document is crucial if they are to be retrieved within a document management system To identify typing errors or incorrect assignments at input you are advised to run validations At field level this can be done from the field entry mask which specifies which values are allowed However as soon as dependencies between fields need to be taken into account more complex check routines are required Here DocuWare provides the option to carry out plausibility checks on server-side index entries using customer-specific validation libraries

Whenever an index entry is written or updated the system calls the customer-specific validation library and validates the entries which are either accepted or rejected accompanied by an appropriate message The user still has the opportunity to correct his or her entries The validations apply to all file cabinets and index changes including cases where setting a stamp causes index entries to change For example a field validation can check whether a date is older than the current date or that a value does not exceed a certain limit An index validation might use an external data source to check for example whether a customer number entered actually matches the customer name

The plausibility check is implemented using Microsoft NET DLLs that can contain any number of checks DLLs are program parts that are used by multiple applications and which are therefore only stored and maintained once outside the application These are written by a sales partner or by the customer themselves and can therefore be tailored precisely to users requirements Both entries in a field (field validation) and entries in combined fields (index validation) can be checked

DocuWare supplies one DLL with base classes The partnercustomer then uses this DLL to create their own specific DLLs These DLLs are registered in DocuWare Administration and are allocated to file cabinets andor index fields

Storage

34

5 Integration in Existing IT Environment 51 Storage DocuWare file cabinets store documents throughout their life cycle from the moment they are imported or created through editing and processing to long-term archiving DocuWare software already complies with the standards of archiving in a tamper-proof format as stipulated in the German Civil Code

Protecting the physical document storage however has to be done at an organizational level or by using the relevant storage systems This leads to differing requirements which can necessitate the use of different storage technologies

It supports all the main storage technologies ranging from simple hard disk and RAID systems CD DVD and WORM (Write Once Read Many) in manual or Jukebox operation through Storage Area Network (SAN) solutions and virtual WORMs to Content Addressed Storage (CAS)

The use and integration of the main storage alternatives are discussed briefly below

511 Jukeboxes There are various Jukebox managers available on the market for integrating jukeboxes in DocuWare file cabinets These manage optical storage media (CD-ROM CD-R DVD-ROM DVD+-R (DL) DVD-RAM MO MOWORM UDO PDD Blu-ray Disc) in a disk changer They are used to generate copies of locked media which you can store offline (eg in a safe) thus providing theoretically unlimited capacity

Typically these are integrated with DocuWare by generating a file system on the server with a drive letter for the storage system that represents the complex storage hierarchy This file system or even individual subdirectories can be shared on the network with the necessary authorizations and are therefore also made available to DocuWare

Other features may be provided depending on the Jukebox Manager eg

bull Caching for performance optimization

bull Mirroring on two media which can be located in different jukeboxes even at different locations

bull Controlling Jukebox clusters

bull Automatic checking of data integrity

The Jukebox Managers usually support multiple Jukeboxes by the most common manufacturers

512 Content Addressed Storage Thanks to multiple copies and large e-mail distribution lists identical copies of documents can frequently arise in different directories and a simple archiving procedure would then archive these documents a multiple number of times New storage systems that use the Content Addressed Storage (CAS) procedure ensure that documents with identical content are physically stored only once

CAS is a special storage procedure for hard disks that enables direct access to individual objects whilst simultaneously ensuring that the stored information cannot be modified With the Content-Addressed-Storage system stored information is accessed not via its location on the physical medium but via the content of the information Via a hash procedure as used in signatures a fingerprint is created that represents the content and is used for addressing The procedure is therefore suitable for data that should not be modified

This fixed content relates to documents that are written once to the storage system and then never modified eg business documents receipts billing data etc in electronic form These systems are therefore an ideal solution for use in DMS systems with the requirement these have for tamper-proof archiving With this procedure the write-once property referred to here (which can be written once only) which in terms of hardware was previously possible only in connection with optical storage disks is created on the software side

Scanners

35

Nowadays CAS systems are offered by several leading manufacturers Since the integration and use of the full functionality may require the modification of manufacturer-specific interfaces the integration option in DocuWare must be checked on a case-by-case basis For some time now DocuWare has supported systems from EMC the leading provider

513 Other Hard Disk-Based Storage Systems Similar functionality to that offered by CAS can be found in the storage solutions of other companies Special software is used to generate WORM (Write Once Read Many) volumes on hard disks

To preclude attempts at modification or deletion even by the system administrator the software prevents all write-delete activities in the hard disk-based storage system Storage periods protect the dataset in the long term although they can be limited in time The WORM status expires at the end of the predefined expiration period

These solutions extend the benefits of DocuWare eg the archiving of different document types from a range of sources in a central document pool with the high access speed of a hard disk and combines them with the security of a WORM medium

DocuWare supports seamless integration with the SnapLock software from storage provider NetApp NetApp storage can then be selected as a document storage location directly from within DocuWare The interface is regularly tested by DocuWare Other companies also offer certified interfaces to their hard disk-based storage systems from DocuWare

52 Scanners Document scanners are normally used to capture documents in paper form in DocuWare DocuWare integrates a range of convenient features from controls for simple workstation devices through to high-performance scanners Once scanned documents are held in the DocuWare baskets for further processing or ready for storing in the file cabinets

DocuWare supports the two most important interface standards The software includes drivers both for the ISIS (Image and Scanner Interface Specification) and the TWAIN interface This allows all standard scanners to be controlled automatically be they entry-level devices or high-volume scanners

The ISIS architecture is characterized by its high level of compatibility there are ISIS-compatible drivers for over 300 scanner models and most of these drivers have been certified by EMC Captiva Most scanners today use the USB hardware interface for the connection If the scanner requires SCSI2 as the hardware interface the PC must be equipped accordingly DocuWare customers therefore have maximum freedom of choice when scanning

53 Integration of Multifunction Copiers For scanning smaller document volumes locally on existing multifunction copiers DocuWare can integrate a number of these network scanners The images are normally stored first on a defined network drive from where they are imported into DocuWare This can be done using ACTIVE IMPORT Special connections exist for many devices that allow direct indexing on the copier

54 Database Server To store its own settings and for the index data DocuWare must have a relational database This can be a dedicated database for DocuWare only However many companies already have a central database server which will also have to be used by DocuWare

One easy method of integrating DocuWare is with the Microsoft SQL Server Apart from Microsoft SQL the following databases are supported for DocuWare servers MySQL and Oracle as of Vers 92

MySQL and Oracle can be used on other operating systems like SUN or Linux Other databases (eg DB2 and Informix) cannot be used for storage but can be used for indexing with AUTOINDEX or ACTIVE IMPORT via an ODBC connection

External User Administration

36

55 External User Administration As a company-wide infrastructure an archive system can contain sensitive information that must not be made uniformly available to all employees That means you need user administration but this requires the authorized user to supply an ID (authentication) which can be seen as a nuisance in view of the number of systems people have to deal with nowadays

In addition to its own user administration DocuWare therefore offers a user and group administration which ranges from the import and continual synchronization of users and groups in external directory services with those in DocuWare system through to Single-Sign-On This means that a user after a single authentication on one workstation can then access all PCs and services for which they are authorized from that same workstation without needing to log on again during this session

Rights assignment and the user-specific settings (eg menu settings) must still be defined within DocuWare because the external directory cannot know the DocuWare resources

The following functionalities are used

bull Use of Windows directories (including Active Directory) or external directories based on the LDSP standard

bull Import and continual synchronization in the event of changes to users and groups in external directory services with those in the DocuWare system

bull Optional aggregation of users into groups

bull Direct assignment of individual rights profiles and roles to individual users

bull Assignment of roles to groups

Figure 20 Function of user synchronization

The technical information for the synchronization workflow is entered by the DocuWare system administrator The time at which synchronization takes place for a particular DocuWare organization is determined by the DocuWare organization administrator

56 Linux Apple and other Non-Microsoft Environments The DocuWare servers themselves are based on Microsoft architecture However DocuWare is easy to integrate with infrastructures based on other technical architectures so that DocuWare file cabinets can also be used as a black box in non-Microsoft environments and can interact with these This of course also applies for Linux systems which are often used at server level

External Time Stamp Agencies

37

Thanks to the ability of DocuWare servers to interact with other systems via defined protocols and interfaces functionalities required can be realized in non-Microsoft environments Functionalities that can be based on other architectures but which can be used by DocuWare include

bull SAP R3 or NetWeaver for the connection with CONNECT to SAP bull Other third-party applications from which documents and data are transferred from a file

system or Web services andor for which documents and data are made available via these routes

bull Supported database systems for DocuWare (MySQL Oracle) bull Any ODBC databases for indexing and database update bull LDAP user administration

Documents can in principle be accessed from Web Client in any supported browser and on any operating system ndash including Linux and other non-Microsoft environments (eg MacOS) The dialogs can be adapted to any website using style sheets and simple HTML programming and integrated in portals In Linux and non-Microsoft environments some functions are however restricted here documents cannot be sent directly from Web Client The full functionality is available in Microsoft Internet Explorer and Mozilla Firefox for Windows

57 External Time Stamp Agencies Signatures are usually used to indicate binding proof of communication In this case the reliability of the time of signature is critical Which is why in addition to personal signatures qualified electronic time stamps can also be created under signature law

In the DocuWare system this requires the publication of a timestamp service for the automatic communication When a document is given a time stamp the hash value created (the documents fingerprint) is sent to this time stamp service The signature returned by the time stamp service is stored in DocuWare in the same way as personal signatures and can be verified later

Figure 21 Example of a document with electronic signature in the DocuWare Viewer

The status bar in the DocuWare Viewer indicates whether a document has a qualified electronic signature and (after running a check) whether the signature is valid


38

DocuWare currently supports the following time stamp services

bull AuthentiDate AuthentiDate is connected via a secure Internet line The connection must be cleared by AuthentiDate

bull TimeProof In the case of TimeProof specialized hardware and software can be placed on the clients own network and connected to DocuWare via the relevant contact data Communication is encrypted

The time stamp service can therefore be implemented either as an in-house solution or as an external service

Capturing and OCR

39

6 Integration of Special Customer-Specific Modules from Third Parties

With its open architecture DocuWare enables third parties to adapt their components to the DocuWare system or to optimize them for use with it Any supplier of complementary hardware and software for DocuWare can have their products checked and certified by DocuWare Quality Assurance Certification involves testing the products functional capability in combination with DocuWare the installation routines and the documentation Which products are certified can be found on the DocuWare website under Certified Products Only major categories and their integration are described here

61 Capturing and OCR DocuWare already includes software for scanning and indexing documents the functionality of which is sufficient for most capturing processes Through the RECOGNITION add-on module the standard product also offers Optical Character Recognition (OCR)

However it may be that special requirements eg concerning image preparation or recognition exist which make it advisable to use third-party products Depending on the requirement (eg scanning receipts processing incoming mail and invoices) there are specialist solutions from different providers available on the market In addition special hardware can be used for very high input volumes

In these cases the capturing process (scanning and indexing) is performed by the third-party product The same concept applies when the scanning is done by external service providers All these modules and solutions generate files that belong together for a scanned document and the index data These can be imported into DocuWare file cabinets using the import functions eg ACTIVE IMPORT The verification and enhancement mechanisms described there can of course also be used

62 Display Modules Depending on the type of document DocuWare allows you to access the viewers or source applications of third-party developers

621 Adobe Acrobat Reader Acrobat Reader from Adobe is the worldwide standard application for displaying PDF files Acrobat Reader lets you display search digitally sign inspect print and coordinate PDF files

Acrobat Reader can be integrated in DocuWare as a general viewer for all PDF documents and is then automatically called up by DocuWare when the user opens a document If the DocuWare file cabinet contains mainly PDF documents users who use this product a great deal do not therefore need to get used to a different viewer However the range of options offered by the DocuWare Viewer such as stamps are naturally not available

622 Other Third-Party Providers Complex ECM applications frequently also call for the administration and provision of digital media objects such as photographs videos music titles e-Books and even X-rays or CADCAM data In principle this media can also be viewed as documents and managed in a Document Management system

However not all formats can be reproduced by the DocuWare Viewer Viewers from third-party providers will then be required if DocuWare is used to manage documents andor files that do not correspond to the classic document formats eg TIFF or PDF

A point of note here is requirements that exceed the capabilities or normal document viewers This applies in particular if the files dont just have to be displayed but must also be available in editable form in which case it is essential that the display module of the source application be integrated

Overview of StorageIndexing

40

7 Solutions by Application Area This chapter illustrates the potential solutions from the users perspective This is a brief overview of the application areas for the components previously described For more detailed information please refer to the previous chapter

Thanks to the number of integration options the question arises as to which form should be used and when As a general rule we recommend the following approach

1 If a special interface exists then its suitability should be checked first before using universal or even individual interfaces

2 If the application (eg Web or Portal application certain rich clients integrated IFrames) can handle URLs you should check whether a integration matches your requirements

3 If the integration is to be in the interface of an application and it is not possible (or advisable) to modify this application you should check whether the requirements can be met with Smart Connect

4 If direct integration in the interface of the third-party application is not possible or not necessary the universal interfaces should be used

5 If the requirements are very specific or if integration with your own applications needs to be as close as possible the DocuWare servers should be accessed using the Software Development Kit (SDK)

a Depending on the applicationdevelopment environment via the future-proof GAPI Web Services or JAPI interfaces (as demanded by the programming environment) or

b via the interfaces to the TOOLKIT in the case of smaller client-based solutions 6 With regard to the interfaces note that for architectural reasons GAPI offers the best

performance and the most functionality and that no further development of the TOOLKIT interfaces will take place in future

71 Overview of StorageIndexing In addition to scanned images DocuWare is also capable of managing a wide range of documents and files from any number of source systems Given the wide range of systems around today the question often arises as to how documents can be imported into DocuWare and above all what the most efficient method of indexing is

If a special interface exists for the source system this option should always be examined first because it will probably offer the fastest and best integration Special interfaces are available for Microsoft SharePoint and for IBM NotesDomino and the SAP systems Additional options for integration with Microsoft Office are also described under Integrating DocuWare in Microsoft Office

One straightforward method of importing documents is via universal interfaces that use the output options of the third-party application Assuming the application is able to print the documents the DocuWare TIFFMAKER printer driver and the COLD module provide elegant options by which to make DocuWare documents available without needing to modify the application Other DocuWare add-on modules such as ACTIVE IMPORT and AUTOINDEX can be used to import documents into DocuWare file cabinets and automate the indexing either fully or partially

A further option for adding index data to stored documents is offered by Smart Connect which extracts index data from the leading applications at the click of a button The data then extracted can be used for indexing during storage

Furthermore most applications allow you to store their documents in the file system From there the file import can take place whereby ACTIVE IMPORT and AUTOINDEX play an important role

In the absence of suitable special interfaces and if the universal interfaces mentioned are not suitable for the task individual programming will be required In the SDK DocuWare offers a variety of methods of implementing storage functions directly in the third-party application using an individual customization On the client side the storage functions are available with the aid of the DocuWare TOOLKIT via NET Visual Basic and CC interfaces

Overview of Search and Display

41

If the application is a Web application and the server needs to be accessed directly a Java PHP or NET program and the Web Service interface can be used to save data directly to the DocuWare system For Java programs DocuWare offers a dedicated interface for Java with JAPI Apart from that the GAPI server interface can also be addressed directly via C or VB NET for storing both documents and index data in a central location

72 Overview of Search and Display For searching and display it also holds that if a special interface exists for the source system this option should always be examined first because it will probably offer the fastest and best integration Special interfaces are available for Microsoft SharePoint and for IBM NotesDomino and the SAP systems Additional options for integration with Microsoft Office are also described under Integrating DocuWare in Microsoft Office

If no suitable special interface exists Smart Connect can be used as the universal interface Smart Connect imports the relevant search criteria from the interface of the third-party application and uses it to submit search queries via DocuWare Web Client to the DocuWare Server The third-party application does not need to be modified However a button can be displayed with which to launch the search or display The search results are displayed in Web Client and the other Web Client functions are also available

DocuWare Web Client is also the preferred means to an end if you need to access DocuWare from the Outlook interface As described under Web Client in Outlook DocuWare Web Client can be made available via the Outlook interface so that search queries can be submitted direct from Outlook

With Windows Explorer Client documents archived in DocuWare can be opened displayed and edited by navigating in the folder structure or using the Open feature available in nearly all applications

For searching the following of course still applies in the absence of suitable special interfaces and if the universal interfaces mentioned are not suitable for the task individual programming will be required

The above-mentioned SDK also offers methods of implementing search and display functions directly in the third-party application in an individual customization On the client side this can be done with the aid of the DocuWare TOOLKIT via NET Visual Basic and CC interfaces

If the third-party application is capable of handling a Uniform Resource Locator (URL) URL integration can be an interesting option Parameterized URLs can be used not just to access particular documents directly but also to call up search dialogs display result and tasks lists and to download documents

In the case of a Web application which needs to access the server directly then as with storage this can be done via the Web Service or JAPI interface Apart from that the GAPI server interface can also be addressed directly via C or VB NET for storing both documents and index data in a central location

73 Integrating DocuWare in E-Mail Programs When DocuWare is integrated with mail systems the mail system and the precise objective must be known Does a special interface exist for my mail system or does my mail system support the Extended MAPI interface Is the archiving of incoming mails a priority and should these mails be indexed automatically Or is the priority to have read access in the DocuWare file cabinet directly from the mail systems interface

If you are using the IBM Notes Domino system for e-mails the DocuWare CONNECT to Notes add-on offers optimum integration between the systems This applies both to storing from Notes and for searching in DocuWare from the Notes interface In addition and by means of the optional CONNECT to Notes Toolkit DocuWare functionality can be used directly in individual Notes applications A detailed description can be found in this document under CONNECT to Notes

If you are using Microsoft Outlook as your e-mail system DocuWare Web Client can be used for searching in DocuWare from the Outlook interface Using a dedicated Outlook folder the Outlook Homepage function and DocuWare URL integration you can establish a connection to DocuWare Web Client and make its functionality directly available in Outlook A detailed description can be found in this document under Web Client in Outlook

Integrating DocuWare in Microsoft Office

42

If e-mails are to be transferred from the mail system this can be very easily realized in the case of mail systems which support the Extended MAPI interface (eg Outlook) by setting up folders in the mail system which monitor an ACTIVE IMPORT job Indexing can take place semi-automatically here A more detailed description can be found in this document under Importing from MAPI Programs

If you are using neither Outlook nor Notes as your mail system and if no extended MAPI interface is supported integration can if necessary be realized via URL Integration or the DocuWare Software Development Kit SDK

74 Integrating DocuWare in Microsoft Office Due to the widespread use of the Microsoft Office solution we shall summarize the integration options in this chapter For further information in each case click on the relevant links

741 StorageIndexing Special solutions for importing documents from Microsoft Office exist through the Office Add-In which enables files to be saved directly from Word Excel and PowerPoint At the same time manual indexing is carried out by means of suitably preconfigured store dialogs CONNECT to SharePoint which makes it very easy to store documents from SharePoint libraries via a context menu also enables automatic importing into DocuWare to be realized If you use the Microsoft Office SharePoint Server DocuWare will be integrated as the Records Center and is therefore part of defined document lifecycle processes

Documents from Office applications can easily be saved in DocuWare via Windows Explorer Client using the Save or Save As feature The folder names are automatically adopted as index entries

If you are using Microsoft Outlook e-mails are stored via the universal DocuWare interface for MAPI programs Thanks to the structure of e-mails some automatic indexing can be carried out at this point which can then be added to manually or for example using AUTOINDEX

Since all Office programs are also able to print documents (or e-mails) DocuWare storage can also take place via the TIFFMAKER virtual printer for which different options for (partially) automated indexing are available

However if you use GAPI the DocuWare servers can also be directly addressed from your own programs This makes the entire DocuWare functionality available to the programmer for the Office integration For example Visual Basic can be programmed to read data from a Word form and then forward it to DocuWare as index entries via GAPI

742 Search and Display Office documents can be retrieved using the different DocuWare search functions in DocuWare The type of display and processing features available depends on the selected client In the case of the DocuWare rich client the original program to be called up (and therefore the processing functionality offered) is determined by default in the operating system systems using a configuration in the DocuWare system you can define a program that overwrites the standard setting in the operating system

Provided Office documents were stored in their original format ndash and with the appropriate authorization ndash they can be edited in the original application eg Word Excel PowerPoint or Outlook The document is then available directly in these applications and the document content can be modified DocuWare ensures that audit compliance is protected The features mentioned here are part of the standard system and do not require any integration work

If documents are displayed using the DocuWare Viewer annotations and stamps can be set assuming appropriate authorization

By contrast Web Client converts the document formats into a Web-compatible display format which precludes any editing in the original application Web Client does however offer the option of downloading documents The application that is run following the download is then determined via the settings in the operating system

If documents are displayed using the DocuWare Viewer annotations and stamps can of course also be set in Web Client assuming appropriate authorization

Integrating DocuWare in ERP and CRM Programs

43

If CONNECT to SharePoint is being used DocuWare file cabinets can also be integrated in SharePoint searches as the federated location The results list in SharePoint displays the results separately but allows documents to be opened directly from the SharePoint interface

Documents stored from Outlook can be accessed using the Outlook homepage function

With Windows Explorer Client documents archived in DocuWare can be opened and displayed by navigating in the folder structure or using the Open feature available in all Office applications

Naturally the various options in the SDK can also be used to search and display MS Office documents if the options mentioned above are not sufficient Which interface is used depends on the task at hand and the programming environment

75 Integrating DocuWare in ERP and CRM Programs In cases where another application is the leading system there is often a need to integrate a DMS solution in the background so that documents created with other applications can be assigned to a data record directly Of the special solutions described in this document CONNECT to SAP should be regarded as the DocuWare integration for the very widely used Enterprise Resource Planning Systems (ERP) from the developer SAP AG

There is no equivalent solution for ERP systems from other providers because the majority of these systems do not offer a defined archive interface Using the tools described in this document as universal or individual interfaces DocuWare can however be connected to these systems allowing you to archive and search directly from the application

There are also a number of solutions available for this area of application from third-party providers Certified applications can be found on the DocuWare website under Certified Products

If the CRM applications are based on SAP IBM NotesDomino or Microsoft OfficeSharePoint the connection can be realized using DocuWare special solutions This chapter is concerned primarily with the SAP solution due to its clear relevance

In other cases the universal andor individual interfaces are also recommended for CRM applications Which technology eg Smart Connect URL integration or SDK is used and whether this takes place more on the client or on the server side depends on the one hand on the specific functional requirements and on the other on the technology of the leading system

Although the options presented by the SDK require detailed programming knowledge the DocuWare features can easily be incorporated into the third-party application using URL integration and Smart Connect However the creation of the required dynamic queries for the URL integration requires basic knowledge of HTML hyperlinks in order to configure the ERP and CRM systems

751 StorageIndexing If you want to connect to an SAP system SAP has defined various storage scenarios which comprise both the assignment of scanned information to SAP data and the archiving of outgoing SAP documents To facilitate this SAP has defined the ArchiveLink interface and various scenarios CONNECT to SAP supports all storage scenarios envisaged by SAP

Provided the third-party application is installed on a Windows operating system and uses or can use the relevant printer driver you can print out and also index these documents using the TIFFMAKER virtual printer Thanks to the COLDREAD add-on module the spool files can be used for mass printing and typical host print formats

In both cases forms or letters can be overlaid at import enabling documents to be reproduced true to their original format Also in both cases the index data can be extracted from the print output on the basis of defined rules This allows outgoing documents from the ERP and CRM applications to be transferred with ease

Documents received in paper form can - regardless of the third-party application - be scanned and manually (pre-)indexed Often there is a requirement to publish these documents to the third-party application and to supplement the DocuWare Index automatically with the data from the third-party application eg customer data A database update can be performed using the ACTIVE IMPORT and AUTOINDEX add-on modules


44

If a scanned document is to be assigned to a third-party application in the dialog Smart Connect can be used for this In this case the index enhancement is carried out by extracting the data from the dialogs of the third-party application in the relevant dialog step eg invoice entry

If the previously described options cannot be used to realize storage together with a third-party application along with the components of the SDK DocuWare offers the option of creating individual programs and customizations

752 Search and Display If integration with an SAP system is desired the CONNECT to SAP module should be used since this already covers the most important search requirements In the case of the ArchiveLink interface however note that this interface was designed purely for SAP users to run searches in the DocuWare file cabinet The searching of SAP documents by non-SAP users (see Searching by Non-SAP Users) requires individual add-on programming

In all other cases If the documents from the source system are stored in DocuWare with sufficient indexing they can in principle be searched and displayed by any user and using any system that can be integrated In other words documents from any ERP or CRM system that meet this condition can also be used in another Special Solution eg Microsoft Office CONNECT to SharePoint or CONNECT to Notes

Naturally these documents are also available via Web Client eg also in Outlook and provided a relevant match code exists they can also be used in conjunction with other third-party applications via Smart Connect If the ERPCRM system can handle URLs the associated document can be displayed via the URL integration with dynamically parameterized URLs

If you need to access the server directly then as with storage you can do this via the Web Service or JAPI interface Apart from that the GAPI server interface can also be addressed directly via C or VB NET for storing both documents and index data in a central location

Finally the SDK also offers methods of implementing search and display functions directly in the third-party application in an individual customization

Table of Figures

45

8 Table of Figures Figure 1 General DocuWare architecture 7

Figure 2 Example of a Web Client 8

Figure 3 Archived documents in Windows Explorer with an info box for modifying the index entries 9

Figure 4 Interface types 10

Figure 5 Example of TIFFMAKER Control 12

Figure 6 Folders monitored by ACTIVE IMPORT for e-mail archiving from Outlook 14

Figure 7 How AUTOINDEX works 15

Figure 8 COLD document as entry in the result list and in two views 17

Figure 9 Application integration via Smart Connect 18

Figure 10 Smart Connect architecture 19

Figure 11 Example of archiving SharePoint in DocuWare 21

Figure 12 List of results in SharePoint 22

Figure 13 Connecting SAP and DocuWare (based on an SAP diagram) 25

Figure 14 Communication between CONNECT to SAP components and ArchiveLink 26

Figure 15 Overview of the URL Integration feature 28

Figure 16 Functionality of the SDK interfaces 29

Figure 17 SDK components and architecture 30

Figure 18 GAPI architecture 30

Figure 19 Integrating DocuWare Web Services with JAPI 32

Figure 20 Function of user synchronization 36

Figure 21 Example of a document with electronic signature in the DocuWare Viewer 37

White Paper Integration

1 Introduction

11 Objective and Layout of the Paper


121 DocuWare Web Client

122 Security when Using Web Client

13 Overview of Interface Types

2 Universal Interfaces


211 Document Generation and Indexing

212 Form Storage

213 Control from the Leading Application

214 Additional Indexing (Including Layout-Independent)

22 Importing Files

221 Importing from a File System (ACTIVE IMPORT)

222 Importing from MAPI Programs

23 Database Update (AUTOINDEX)

24 Importing Printouts (COLD)

241 Importing Spool Files

242 Form Overlays

243 Retrieval

244 Technical Mode of Operation


251 Smart Connect Functionality


253 Authorizations

3 Special Interfaces

31 Office Add-Ins

311 Microsoft Office Add-in

312 Other Office Programs

32 CONNECT to SharePoint

321 Storing Documents in DocuWare

322 Searching and Displaying Documents

323 Administration

33 CONNECT to Notes

331 Special Features of NotesDomino

332 Storing Documents and E-Mails in DocuWare

333 Searching and Displaying Documents in DocuWare

334 Configuration and Administration


336 CONNECT to Notes Toolkit

34 CONNECT to SAP

341 Storage Scenarios

342 Searching by SAP Users

343 Searching by Non-SAP Users


4 Individual Interfaces

41 URL Integration


412 Example Web Client in Outlook

42 Software Development Kit SDK

421 General Application Programming Interface GAPI

422 Web Service Interface

423 Java Application Programming Interface JAPI

424 Toolkit

425 Validating Index Entries

5 Integration in Existing IT Environment

51 Storage

511 Jukeboxes

512 Content Addressed Storage

513 Other Hard Disk-Based Storage Systems

52 Scanners

53 Integration of Multifunction Copiers

54 Database Server

55 External User Administration

56 Linux Apple and other Non-Microsoft Environments

57 External Time Stamp Agencies


61 Capturing and OCR

62 Display Modules

621 Adobe Acrobat Reader

622 Other Third-Party Providers

7 Solutions by Application Area

71 Overview of StorageIndexing

72 Overview of Search and Display

73 Integrating DocuWare in E-Mail Programs

74 Integrating DocuWare in Microsoft Office

741 StorageIndexing

742 Search and Display

75 Integrating DocuWare in ERP and CRM Programs

751 StorageIndexing


8 Table of Figures

Legal notice

DocuWare AG

Therese-Giehse-Platz 2

82110 Germering Germany

Telephone +498989 4433-0

Fax +4989841 9966

E-mail infolinedocuwarecom

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 51c 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

copy Copyright 2010 DocuWare AG All rights reserved

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1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








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212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



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22 Importing Files






242 Form Overlays

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323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






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1 Introduction









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22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



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1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


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Importing Files

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Importing Files

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CONNECT to Notes

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CONNECT to SAP

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1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



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Office Add-Ins

20







31 Office Add-Ins







21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


9












10





11













12










Importing Files

13















Importing Files

14












15










16












17











18













19







Office Add-Ins

20







31 Office Add-Ins







21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


10





11













12










Importing Files

13















Importing Files

14












15










16












17











18













19







Office Add-Ins

20







31 Office Add-Ins







21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


11













12










Importing Files

13















Importing Files

14












15










16












17











18













19







Office Add-Ins

20







31 Office Add-Ins







21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


12










Importing Files

13















Importing Files

14












15










16












17











18













19







Office Add-Ins

20







31 Office Add-Ins







21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

Importing Files

13















Importing Files

14












15










16












17











18













19







Office Add-Ins

20







31 Office Add-Ins







21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

Importing Files

14












15










16












17











18













19







Office Add-Ins

20







31 Office Add-Ins







21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


15










16












17











18













19







Office Add-Ins

20







31 Office Add-Ins







21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


16












17











18













19







Office Add-Ins

20







31 Office Add-Ins







21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


17











18













19







Office Add-Ins

20







31 Office Add-Ins







21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


18













19







Office Add-Ins

20







31 Office Add-Ins







21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


19







Office Add-Ins

20







31 Office Add-Ins







21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

Office Add-Ins

20







31 Office Add-Ins







21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


21








CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

CONNECT to Notes

22









CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

CONNECT to Notes

23















CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

CONNECT to SAP

24













CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

CONNECT to SAP

25











CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

CONNECT to SAP

26









CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

CONNECT to SAP

27



URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

URL Integration

28



41 URL Integration










29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


29










30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


30









31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


31


















32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


32













33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


33

bull Archiving








Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

Storage

34
















Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

Scanners

35














36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


36














37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


37











38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


38





Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

Capturing and OCR

39













40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


40


















41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


41














42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


42















43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


43
















44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures


44








Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

Table of Figures

45























1 Introduction









212 Form Storage



22 Importing Files






242 Form Overlays

243 Retrieval





253 Authorizations


31 Office Add-Ins






323 Administration

33 CONNECT to Notes







34 CONNECT to SAP






41 URL Integration







424 Toolkit



51 Storage

511 Jukeboxes



52 Scanners


54 Database Server






62 Display Modules








741 StorageIndexing



751 StorageIndexing


8 Table of Figures

White Paper Integration

Documents

Transcript of White Paper Integration