no.8 magazineimrdigital.typepad.com/imr_digital_client_link/files/july07user_magazine.pdfkeeping on...

Get to know DocuWare 5 even bettern New: CONNECT to NOTES 2 – New functions for easy

e-mail – and document filing out of Lotus Notes

n Take advantage of additional connections – Work with file cabinets from various DocuWare systems

n High availability with DocuWare 5 – Cluster configurations in DocuWare

magazineNo.8July 2007

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Completely secure decisions are hard to come by. We know how big a decision it was for you to entrust DocuWare with your documents - and we work day in and day out to make sure that you feel secure in your choice. This trust is always tested when a com-pletely new software release is issued, replacing its well-established predecessor. Some of you have experienced this transition in recent months while upgrading your system from DocuWare 4 to DocuWare 5. We would like to thank the hundreds of clients who provided us with extremely valuable feedback during the upgrade process. This has helped tremendously, bringing DocuWare 5 to a new level of quality.

For these tremendous results, we look upon the nearly 600 new DocuWare 5 customers who started with DocuWare in 2006. Thank you!

Best regards

Jürgen Biffar

Dear DocuWare users,

management

DocuWare from Anywhere 3

CONNECT to NOTES 2 5

DocuWare COLD/READ Workflow 7

Where the Customer Counts 8

application

Linking Documents in DocuWare 10

New Possibilities with Extended Search 14

Improved Use of Stamps 16

administration

Archiving Incoming/Outgoing E-Mail 17

Field Masks 19

Maximizing Additional Connections 21

High Availability with DocuWare 5 24

Editorial 4

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DocuWare Magazine No. 8 July 2007 3

DocuWare from AnywhereKeeping on top of documents - any time, any place and thoroughly mobile

With DocuWare, mobile employees, subsidiaries, remote locations, customers, vendors and external service providers can all be easily integrated. Authorized employees and even customers can then tap into needed information both offl ine and online from anywhere in the world.

You know the problem: inquiries about products, shipments and service dates are asked of the outside sales staff or at remote locations. But internal infor-mation defi cits exist because much of the informa-tion and documents needed to answer open ques-tions are found only at headquarters. The reason is simple enough: most of it is generated and admin-istered at headquarters. But if you want to make sure that everyone outside of headquarters – from road warriors to customers – is able to remain current by having access to the company’s central document pool, it’s actually much easier than you might have thought. DocuWare makes it simple for authorized individuals to access the information they need, both off and online.

Even with the basic version of DocuWare, online access provides mobility and the option to tap in from anywhere. With the DocuWare Client program, any mobile employee working worldwide can access fi le cabinets and documents from headquarters in real-time and use the program’s features - securely and reliably.

wide can be tied into the document management system. The same process applies to synchronizing notebooks for mobile users. Employees working re-motely can then have current information on hand, even while working offl ine. External service provid-ers and customers – depending on the rights you extend to them – can also check in on documents stored in DocuWare and work with them independ-ently.

DocuWare guarantees access security as a standard feature through separate user and rights administra-tion. Additional data security is provided via detailed logs and storing index information in both a data-base and document header. SSL encryption of data is also possible for protecting access to archived documents via the Internet (see article 7).

File cabinets from different locations can be effort-lessly synchronized with one another. Finely tuned fi lters help you determine which documents from a fi le cabinet stored at headquarters will be synchro-nized with documents from, say, a subsidiary during a process that runs automatically overnight. This makes sure that subsidiaries and fi eld offi ces world-

Synchronization of DocuWare fi le cabinets at headquarters with fi le cabinets stored at a subsidiary or on a laptop

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In Summary: Through file cabinet synchronization and access via the Internet, you can integrate subsidiaries, remote employees and even customers, providing them with all the documents they need – quickly, easily and flexibly (see article 6 as well). You don’t need to have a direct network connection to headquar-ters to access documents. Synchronization can take place whenever you dial into the company network or via the Internet. Clear benefit: whether it’s for a mobile user, single client system or a large company-wide solution - DocuWare is used in the same manner, building on the same components and features. This keeps administration easy and transparent, even when your solution is growing to include more and more locations and mobile users.

Henriette Struss

Editorial Address DocuWare User MagazineTherese-Giehse-Platz 282110 Germeringwww.docuware.com

Editorial TeamDocuWare AG, GermeringTelephone, Fax, E-Mail089 / 89 44 33 0089 /841 99 [email protected]

Authors in this IssueStefanie Albrecht - [email protected]ürgen Biffar - [email protected] Bortnik – [email protected] Freitag - [email protected] Getz - [email protected] Kriegeskotten-Thiede – [email protected] Schindler – [email protected] Schmidt – [email protected] Stürz – [email protected] Struss – [email protected] Tiroke – [email protected]

Editor in Chief/Organization Annette Schmidt

Graphic ArtistUlrike Lang

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CONNECT to NOTES 2Overview: New Archiving Possibilities

DocuWare 5.1 ships with a new version of DocuWare CONNECT to NOTES 2, the program’s Lotus Notes-interface. This new module offers many new fea-tures to help you easily and comfortably store e-mail and documents right out of Lotus Notes. For more about its functionality and the application possibilities it offers...read on.

While previous versions of DocuWare didn’t include comprehensive features for quick storage and retrieval of documents within Lotus Notes, this has all changed: CONNECT to NOTES 2 with DocuWare 5.1 takes the pressure off your Lotus Notes system and enhances it with numerous handy search and storage features.

Advantages of CONNECT to NOTES 2

One of the main benefits of CONNECT to NOTES 2 is the flexible and comfortable search for docu-ments stored in DocuWare. In the past, this was only possible by using the optional module IN-TERNET-SERVER to retrieve Notes data archived in DocuWare. With DocuWare CONNECT to NOTES 2, the entire search process can be conducted right within the Notes environment. The advantage: no additional cost on INTERNET-SERVER.To search for attachments stored in DocuWare, you no longer need to retain original documents in Lo-tus Notes. Instead, they may be completely deleted

Relief for E-Mail Database

CONNECT to NOTES 2 in conjunction with Docu-Ware 5.1, offers many other features to help you flexibly and securely file data. For example: if the storage capacity of your e-mail database is near max, you can set up the system to immediately archive e-mail attachments, even if they are still needed for further processing. The user is then prompted to input additional index criteria. The attachment, now safely stored in DocuWare, can then be easily opened right out of Lotus Notes. When forwarding it to another recipient, the at-tachment will automatically be restored into its original format. How does this help you? You’ll

from the Domino system, without impacting any of CONNECT to NOTES 2’s search features. In addi-tion, when needed, documents stored in an original Notes format can be very easily restored. The benefit for you: your mail system is freed up from the heavy burden of twice archived e-mail. The expensive and often limited storage capacity of a Domino system can then be used, for exam-ple, for other Notes applications; and the overall performance of your Notes system is bolstered. In general, DocuWare CONNECT to NOTES 2 helps you to enhance the transparency and performance of your Notes system. Your company’s information distribution is improved – all while meeting the most rigorous guidelines for long-term archiving.

Overview of CONNECT to NOTES

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have loads of additional space in your e-mail inbox, but are still able to immediately access an archived attachment. Another advantage of this archiving method is that important information found in attachments is immediately entered into DocuWare’s central document pool, so that all other authorized users retain access to the indexed data.

Flexible Configuration Options

CONNECT to NOTES 2 gives you the option to au-tomatically archive data in DocuWare that is rarely used/accessed. This boosts the productivity of your Notes database. Documents that haven’t been ed-ited in over a year, for instance, can be moved into the DocuWare archive. The indexing and archiv-ing process occurs – fully automatically – in the background. This automatic archiving can be very specifically configured with CONNECT to NOTES 2. Archived documents can only be accessed/retrieved if the proper access rights have been granted in Notes. With the necessary rights, documents can be retrieved at any time, and depending on the format, restored into their original state. Detailed logging provides an overview of all system activi-ties – making undetected tampering of documents impossible. Of course documents archived via CONNECT to NOTES 2 can be linked with data from other sources stored in DocuWare’s document pool, such as those from Office applications. This allows em-ployees and customers to quickly find the informa-tion they need.

What ACTIVE IMPORT has been doing to help Microsoft Outlook users store e-mail, is now comparable with CONNECT to NOTES 2 for Domino systems. In Lotus Notes, any number of profiles may be set up to archive documents. The configu-ration possibilities are numerous, and as flexible as most users are accustomed to with Lotus Notes: you can easily set up filters to determine which kinds of documents should be archived – regard-less if these documents are e-mail or data from other Lotus Notes databases. DocuWare CONNECT to NOTES 2 covers all manual or automatic archiv-ing scenarios in Notes. To this end, several features of CONNECT to NOTES 2 are housed in their own Notes application. This helps you avoid any time-consuming integration into existing Notes data-

bases. A separate Toolkit is also available for the deeper integration of CONNECT to NOTES 2 into your own applications.

Moritz Stürz

Defining global settings for a profile

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DocuWare COLD/READ WorkflowIncorporating COLD Documents in DocuWare 5

The next version of DocuWare COLD/READ, the module used to archive documents made of spool data, will support DocuWare 5 file cabinets.

As a pre-defined workflow, COLD/READ will enhance DocuWare’s current set of workflow options. The configuration of the COLD workflow - as with all other work-

flows – takes place centrally in DocuWare Adminis-tration. The new workflow automatically transfers COLD documents into a DocuWare 5 file cabinet. Documents can then either be retained in the space-conserving CLD format or as TIFFs. In both cases, existing adaptations as well as previously installed processes for reading COLD documents remain intact. Only a few steps are needed to set up the new COLD/READ workflow. The user provides the source file cabinet and target file cabinet along with a valid login. They can then choose between a transfer that is based on a time interval or spe-cific event. With the event-driven option, existing workflows for reading in COLD documents are not touched – so nothing needs to be changed on an existing workflow. As an alternative, the COLD/READ workflow can also be started based on time

Setting the Server connections in DocuWare Administration under the Menu “Local“intervals, whereupon the COLD documents are im-

mediately included in the DocuWare archive.COLD documents can be incorporated as CLD or TIFF files. Converting into a TIFF format gives you the benefit of being able to add annotations and stamps later to a document. This is not possible with the CLD format since this space-conscious method of storing does not allow you to link this information with a document. The new COLD workflow therefore provides a simple and automatic way to incorporate COLD documents into a file cabinet running in Docu-Ware 5 mode. Existing adaptations do not need to be changed and may be generated in the same familiar way. By converting to TIFF, users can add annotations and stamps. Applications that store large volumes of documents can also simply retain the CLD format to store in the most space-saving way. The new COLD workflow will be available in the upcoming months.

Beate Kriegeskotten-Thiede

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Where the Customer Counts Christian Salvesen Gerposa

Fluctuating oil prices and high labor costs of independent contractors have contributed to instability in the transportation industry. Because any unforeseen costs cannot simply be absorbed by customers, the company turned to Integrated Document Management to reduce costs and provide excellent customer service.

A leading logistics company in need With over 800 employees and revenues of nearly 200 million Euros, Christian Salvesen Gerposa is a leading publicly-traded company in the Span-ish logistics sector. This supply chain management expert, now traded on the London Stock Exchange, was created through a 1999 merger between the Spanish company Transportes Gerposa and the British Christian-Salvesen Group. As a pioneer in palette transport, they continue to set new mile-stones in the logistics sector. Customers receive complete custom packages consisting of trans-portation services, distribution and logistics. These custom solutions allow this service provider to quickly react to needs in the marketplace. Every month, more than 90,000 paper records make their way through the offices of this Span-ish specialist for transportation, distribution and logistics. Marcos Fierro, a member of the executive team and the company’s IT Director, remembers how things were: ”Delivery slips and customer

defined: the solution should be easy enough that both customers and external offices are able to use it with little training, to make it as simple as possible for everyone to search through a docu-ment pool. But aside from the significant reduc-tion in time needed for registering, storing and retrieving, the company really emphasized its need to have one central document pool/archive. They also planned on capturing the five million existing documents into the system via a scanning service.

records documenting our transportation services as well as any accompanying invoices filled up walls and walls of shelves in our offices. In many cases, we had multiple copies of the very same records.” A final invoice can only be generated by Christian Salvesen Gerposa when a signed proof of deliv-ery has been sent back by a driver. Then staffers responsible for particular orders must dig out all accompanying delivery forms. It gets even more difficult when an order is composed of multiple services; searches for all the pieces took up a lot of time. The company always emphasized quick turnaround for checking and registering these documents upon delivery. Telephone inquiries from customers or from other external offices meant more time wasted on retrieval and delayed responses. At some point, the waiting and search times as well as misplaced documents along the way became unsustainable. And handling the enormous flood of paper in the “normal” way was simply impossible. The requirements for a DMS system were clearly

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Process speed increased

Today, all delivery slips and customer records gen-erated by Christian Salvesen Gerposa’s ERP system are given a barcode, which their regular AS/400 software prints directly onto the documents. The barcode also contains an internal order number for each transportation transaction. The documents go on the road with the driver and shipped goods. When transferring the goods to the customer, the documents are filled out and then serve as proof of delivery and as the basis for generating an invoice, once they are back at Christian Salvesen Gerposa headquarters. The records are all centrally scanned and placed in the document pool. DocuWare automatically recognizes the internal barcode number and then gathers all necessary information regarding the order from the ERP sys-tem – such as customer name, shipment origin and destination, or delivery date. This information then serves as index words which ultimately help an authorized user to quickly and easily retrieve a record from the central docu-ment pool. As soon as a customer’s records have been archived and the transportation services are complete, the status for an order is automatically changed within the accounting system to “Ready for Invoicing.” The responsible staffer then gets a message on their monitor showing the status change, and an invoice can be generated. Thanks to DocuWare, idle and standby times could be reduced to virtually nothing at Christian Salvesen Gerposa. While in the past two employ-

ees were completely dedicated to the registration, archiving and forwarding of transportation records to the central accounting office, now hundreds of work hours are saved every day. The accounting department is immediately updated by DocuWare when an invoice is ready for output. Even the fil-ing of documents takes place fully automatically. The advantages are clear: quicker invoicing means financial savings and improved cashflow.The time-consuming registration of incoming documents and even the loss of documents along the way are now things of the past. Previously, only eight employees from administration had access to the paper-based invoice archive; today, all authorized employees, no matter their location, can retrieve the information they need from the central document pool. They can even do it while remaining at their desks! There is no need to wait

(and wait) for answers from account-ing. Even external users – like custom-ers or vendors – can be granted access to their own documents through the Internet. By going to Christian Salves-en Gerposa’s website and entering a user ID and password, they can search the document pool for their “own“ records.

Satisfied customer

Customer service has been drastically improved, since time-consuming calls to the central office are no longer

necessary. By integrating Sharpment (special logis-tics software), a tracking number is all it takes for a customer to check shipping and invoice details. And DocuWare, with its finely-tuned rights sys-tem, guarantees that customers or vendors cannot access unauthorized documents. As IT Director Marcos Fierro summarizes: “Because it was so easy to use, the DMS was quickly accepted by all of our users. The investment of 29,500 Euros was amor-tized after only 6 months.”

Annette Schmidt


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on Linking Documents in DocuWare

The quickest route to all the documents in a workflow

Consulting several documents is not uncommon when you need to answer questions regarding an invoice, proposal or project. DocuWare groups all of the documents and retrieves them with one mouse click, even when the data is stored in several different file cabinets.

With DocuWare, you can link together documents from a single file cabinet or from a variety of file cabinets. This means that you can easily refer to other filed documents that are in some way linked by content. Your benefit: there is no need to launch multiple search queries to find and display linked documents.

COMMON APPlICATIONS

Case 1: Seamless information management

From R&D to testing and production: when manu-facturing pipe systems for heaters, several different kinds of documents are generated along the way. Protocols, e-mail, contracts, CAD files and meas-urement tables are just a few of the kinds of docu-ments stored in a file cabinet called Production. An engineer working on a specific module uses a CAD file stored in DocuWare. To complete this

for annual reviews as well as a template for job descriptions. Employees who access this procedure manual need both an overview of the existing at-tachments as well as access to them. To ensure this, the manual which affects several departments, is first stored in the DocuWare document pool with the following index criteria. General is entered into the Department field. An ID number such as PA1002 is used to identify the specific procedure manual in the field Number/Version. The exact name of the document is entered into the Subject field. The attachments are also indexed using the General entry in the Department field and the number PA1002 in the Number/Version field. Now when an employee opens the procedure manual, he can click on links that access various attachments to the document. Since each attachment is de-scribed in the Subject field, the Result List (which is opened when you click on a link) will display an overview of all attachments as well as prompt ac-cess to the documents.

Case 3: Excellent customer service

Linking together all order processing documents is another popular great application. For exam-ple: orders are stored in the Correspondence file cabinet. The documents receive a barcode, which is then read for a sequence number that’s added to the Seq. Number field. Order confirmations are also stored in the Correspondence file cabinet. The UPS shipping documents are also filed in the Correspondence file cabinet – and the number is

task, he’ll need to regularly check certain measure-ments for the module. These various documents are stored in the file cabinet as folows: in the field Name/Product, a module ID is always entered, such as ADC 1234 Input Module. In the field Document Type, the document is described as E-Mail, Protocol and Measurement Table. The engineer chooses the link that immediately shows all the measurement tables. There is no need to start a new search in DocuWare. The result: Both R&D and Production move faster and more efficiently.

Case 2: Efficient HR work

Links help avoid a long search for relevant HR documents – leaving more time for employee rela-tions. An example: HR has a detailed manual for training and for the managing process of employ-ees. There are several attachments regarding this procedure manual, such as a checklist for training new employees, a complete training plan, protocols


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delivery, the invoice is generated and filed in the Accounting file cabinet which contains a field for Order Nr. in which the same sequence number is entered.Now a customer has a question about an invoice. A customer service employee opens the invoice out of the Accounting file cabinet, but needs other documents for further clarification – in this case, a copy of the order, the confirmation and UPS pack-ing slip. If the links have been established, there’s no need for any additional search que-ries or to switch to other file cabinets in order to display the documents. Instead, it’s just a matter of clicking on the appropriate links. Now all relevant documents can be quickly retrieved. Every docu-ment linked to this invoice is shown in the Result List and can be opened. The original document can also remain open in the Viewer. The entire order process remains transpar-ent and your customer service is vastly improved.

OPENING LINKS AT THE CLIENT

Accessing linked documents is very easy: if a link has been defined, the Linked Documents button appears in the Icon bar of the Result List. One click and you can see all of the linked documents for the document selected from the Result List. If a document is open in the Viewer, it works in the same way – with a click on the Linked Documents button, which also appears in the icon bar.

Clicking on the button opens the Links dia-log. This lists all of the Link Definitions that currently exist for this particular document. Choosing a Link Definition and clicking on OK opens another Result List in which the actual linked documents are listed.

DEFINING LINKS IN DOCUWARE- ADMINISTRATION

Links are set up in DocuWare-Administration. New Link Definitions are set up under Options/Links in your Organization within the section File Cabinets/File Cabinet x.

Icon bar of the Result List: the Linked Documents button is circled in red.

Icon bar in the Viewer: the Linked Documents button is again circled in red.

Link Definitions are listed belonging to the document selected in a Result List or shown in the Viewer.

DocuWare-Administration: the focus is on the section to the left.

The following example for setting up a link is based on the third case discussed above, for im-proving customer service. Using the context menu of the Option/Links knot, choose the command Create linked documents. It’s important that you click on the knot below the name of the file cabinet containing the documents that are going to be linked. In our case, this knot is


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son processing invoices (origin) will need to access relevant documents out of the Correspondence file cabinet (target). Your starting point is the Accounting file cabinet. This will open a Wizard to guide you through the process of creating a Link Definition. In the first dialog you’ll provide the Definition with a name. At this point you can also decide if only certain documents should be linked from a file cabinet. If so, activate the check-box Use filter to linking documents. The filter primarily serves to speed up processing times. In our application example, we’ll pick this option, since only invoices should be linked in this case.

Other possible documents in the file cabinet don’t need to be included in the process.

First dialog: filters can be used to speed up the search for relevant documents when setting up links.

Second dialog only appears if the option Use filter to linking documents was selected in the first dialog.

Filter criteria can be defined in the General Search Dialog.

Second dialog: the filter criteria are shown here.

In the next dialog, click on the button Open Search Dialog. A box opens where you can define the fil-ter. For our example, we’ve chosen Invoices as the Document Type.


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the dialog Origin Document Type Definition.In the following step you choose the target file cabinet containing the documents that will be linked. It might be the same or a different file cabinet within the organization. In our case, we’ll choose the file cabinet Correspondence. You also

can configure the Result List which will show the retrieved, linked documents on the clientIn the next dialog you define which criteria a document must fulfill in order to be linked. Then, choose which index entry in which field of a file cabinet’s index must exist, so that a linked document will be displayed. For our example, we determine that the same content must appear in both the Company and Sequence Number fields of the target file cabinet as well as the same fields

Third dialog: Select the target file cabinet.

in the Origin file cabinet. For other applications it may make more sense to define that a field of the target file cabinet may not contain a certain entry in order for there to be a link. Values can also be entered for a certain field, such as new in the Status field.

After a link has been set up, a symbol representing the link will always appear next to all documents in a file cabinet or those fulfilling the filter criteria. You can now click on the link and display all the relevant documents needed to complete the tasks at hand.

Reinhild Freitag

Final dialog: time to define the link criteria.


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New Possibilities with Extended SearchExtended Searches allow you to look through DocuWare file cabinets with an even sharper eye. Using log phrases like NOTEMPTY, or complex range combinations like 200-500 and 1200-1500 in a numeric field are some examples.

Finding the Extended Search Feature

Aside from the normal search features in DocuWare, there’s another option for file cabinets in DocuWare 5-mode called Extended Search. Simply click in the box near the top of the search dialog to activate this feature.

USER TIP Using the Extended Search Feature

Once a search dialog has been updated to include Extended Search, you can enter log terms, a series of characters/numbers, dates, as well as combina-tions using relational and Boolean operators. Here are a few examples to help you better understand its usefulness:

n If you’d like to search for all documents without an entry in a particular field, activate the Ex-tended Search feature. Then enter the log term “EMPTY()” into the appropriate field.

n To search for as many ways of writing the name Meier at once, you can enter “(M* AND *er) OR Mayr.” The system will then search for all entries that both start with “M” and end with “er” as well as the entry “Mayr.”

Activating an Extended Search

Adding Extended Search as an option in DocuWare

Administration

Please note: if the option is not available in your search dialog, a file cabinet owner can add it within DocuWare Administration.


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multiple numerical ranges. For example, to look for entries between 200-500 and 1200-1500 (each inclusive), you would enter: (>=200 AND <=500) OR (>=1200 AND <=1500).

n By searching for “>CURRENTDATE()” in a date field, all documents are retrieved whose date lies in the future.

Other examples about using operators can be found in DocuWare 5.1’s Online Help.

Tip

When activating and deactivating the Extended Search feature, words entered in the current search dialog are deleted. For example, if you have entered certain terms for a normal search and then switch to an Extended Search, you will have to re-enter them. Therefore, it’s best to consider what kind of search you plan on conducting right from the beginning. You can always use normal search words even in Extended Search mode.

Wiebke Bortnik

Possible Search Operators

Log TermsEMPTY(), NOTEMPTY(), CURRENTDATE()

Wildcard*

Relational (Comparison) Operators<= , < , = , >= , > , <>

Boolean OperatorsAND, OR, NOT


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Improved Use of StampsIn DocuWare 5.1, form field names can be customized while setting up a stamp’s design.

In the past, only form fields that were assigned to a specific index field in a file cabinet had logical names (that of the index field). Without a field assignment, the names looked like “Field 1,” “Field 2,” etc. These field names provided no clues about what kind of information was supposed to be entered there, such as the reason an invoice authorization was declined.

In DocuWare 5.1, you can now provide specific names for form fields when setting up the design of a stamp in DocuWare Administration - for example, Cost Center. A name is then provided, regardless if the form fields were assigned to a specific index field or not. The advantage is that users – even if they rarely work with a stamp – always know what kind of text is ex-pected to be entered. Of course, a name can mirror the name of the index field that the form field is assigned to but it is especially helpful for index fields that don’t carry such self-explanatory labels.

Stefanie Albrecht

Stamp showing named form fields

DocuWare Administration location for naming form fields

USER TIP


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Archiving Incoming/Outgoing E-MailA quick guide to configuring Microsoft Exchange Server, so that all of your e-mail is automatically stored in DocuWare.

Communication by e-mail has developed explo-sively over the past years. In the same way that the post office or a fax machine shimmied information back and forth, the same is now handled electro-nically. This medium has become the standard for most companies for both their internal and exter-nal communications. No wonder then that a big concern for companies is to find a secure way to safely and permanently store all this information.

The basic approach is to store all incoming and outgoing e-mail in a way that provides fast and secure access to the information when it‘s needed. If you are using Microsoft Exchange Server, it’s easy to create a copy of every processed e-mail in any mailbox. These can then be easily and fully automatically imported using ACTIVE IMPORT and archived according to pre-set rules. Exchange just needs a couple of quick modifications.

1. Open Exchange System Manager.

Choose Administrative Groups - <Name of Group >. Choose the Storage Group from Servers - <Name of Server> as well as the relevant Mailbox Store.

Mailbox Store in Exchange Server 2003

USER TIP


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on 2. Open Properties of the Mailbox Store

(Database).3. Activate the setting Archive all messages sent or received by mailboxes on this store and enter the name of the appropriate mailbox.

This setting must be activated for each Mailbox Store.

With ACTIVE IMPORT, you’ll have several options to handle e-mail – in a static way or dynamical-ly using metadata – and set up your own ideal archiving rules. If they are configured as a Server Job, e-mail will be fully automatically processed on the server (or any other PC) without any further administrator help.

Please note that with automated storage of e-mail you may be working with personal data. This falls under privacy laws and must be handled accor-dingly.

Stefan SchmidtThe “Properties” dialog in the Mailbox Store


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Field MasksTo help avoid input errors, DocuWare 5.1 provides Field Masks for every field of a search or store dialog. These masks let you pre-define the format for index entries made. A user can then only input the number/type of characters as defined by the mask.

Defining Field Masks

Field masks can be defined in the Define Field Mask dialog. This can be accessed via Organization x/File Cabinet x/Dialogs. In the section called Fields Lay-out, you can create individual index field masks for store/search dialogs. The formatting is based on so-called Regular Ex-pressions (for more, see www.wikipedia.com, search for “Regular Expressions”). It is not necessary, for index entry, for DocuWare to see the entire Regular Expression but you may want to incorporate the following aspects:n [A-Za-z]: All latin upper case/lower case lettersn [0-9]: All numbersn [*]: Symbol for wild card/place holdern {n}: Entry for pre-set number of charactersn {m,n}: The previous character selection must have

a minimum of m and a maximum of n n ?: The previous character (or character string) is

optional

A detailed description of all the possibilities can be found in the Help file for Field Masks.

Nothing illuminates theories better than some concrete examples:

a) Bank ID Codes

1) German BLZ (bank routing codes) always follow a certain pattern: 3 characters 3 characters 2 char-acters. So the best way to set up a field mask entry for this would be:[0-9]{3} [0-9]{3} [0-9]{2}

2) Bank codes in England are six-digit and in groups that are tied together with a hyphen:[0-9]{2}-[0-9]{2}-[0-9]{2}

3) International banking generally uses IBAN codes which always begin with two upper case letters that represent the country. As an option,

two lower case k’s may follow. After the letters, depending on the country, 16-24 characters may follow. These characters then identify the bank and account number:[A-Z]\k?\k?[0-9]{16,24}

Opening Field Masks within the Dialogs section

Defining Field Masks

USER TIP


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on b) VAT Numbers

1) For a company to be able to calculate its pre-tax, it needs the VAT numbers of its customers and vendors. For German companies, the VAT number always starts with DE and is then followed by ex-actly 9 characters. So it looks like this:DE\d{9}

2) If a company is operating internationally, then the formats of other EU countries will also have to be considered. The following shows this format:[A-Z]{2} [A-Z0-9][A-Z0-9]\d{5}[A-Z0-9]{0,5}

c) Social Security Number

1) For HR and accounting departments, social security numbers are fundamental index criteria. As an example, in some countries the number is al-ways 12 digits and contains a department number, birth date, the first letters of a holders name, a serial number and a checksum:[0-689][0-9]\d{6}[A-Z]\d{3}

Additional examples can be found in the Help file for Field Masks.

These are not the only standard formats that can be structured with Field Masks. There are certainly many other formats and applications within your company that can benefit as well, such as:

n Customer Numbersn Item Numbersn Personnel Numbersn File Namesn And more…

Any user who has to manually enter index words in a standard format will profit tremendously from this feature in DocuWare. Because characters must be entered in a specific way within the index field, it automatically helps prevent errors during input. No matter how careful you are, particularly with optional entries, errors have a way of happen-ing. When something is entered that shouldn’t be, according to the Field Mask, a message will imme-diately appear. The text that appears as the “Error Message” may also be customized while defining the Field Mask.

Pre-defined entries for quick indexing and er-ror-free archiving of documents – no, you’re not dreaming! Have fun while you set up your indi-vidual Field Masks.

Stefan Schindler


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on Maximizing Additional Connections

How to use one DocuWare Client working with file cabinets from multiple DocuWare systems

A DocuWare user who has an independently running DocuWare system installed on a notebook can use so-called Additional Connections to use both the file cabinets on the notebook as well as file cabinets stored at headquarters.

Our user Peter, who works for Peters Engineering, would like to work with file cabinets from multiple DocuWare systems at the same time. To do this, he begins by having a Named License generated within License Administration of his company’s central system. This is then used for a Single Workstation/Mobile User Installation on his notebook. The DocuWare installation on the

notebook can run independently from the central installation in the company. Peter then sets up a local file cabinet called pe_notebook. In our example, the central installation is the leading system. Additional Connections are set up in the central system within <Organization x>/General/Additional Connections with the target being the notebook of the user Peter. This enables

Additional Con-nections set up in the central system for Peter’s notebook

leading System

When using file cabinets from different systems, you need to decide which system is the leader: the leading system is the one that a user will log into/register with first. Within this leading system, other DocuWare installations can be set up as Additional Connections, so that a user has access to file cabinets from a second/subordina-te system at the same time. The user must also have the necessary functional rights, as on the leading system. The additional system only provides file cabinet access, but not to other settings like templates or stamps.

Additional Con-nection in the

central system for the user Peter


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First login with name of company server

company file cabinets, he needs to change the default setting.For the first login to the company’s DocuWare system, Peter needs to enter the name of the central installation’s Authentication Server: he’ll overwrite the computer name into the Address field (previously: Peters_Notebook) using the name of the central server - in our example it’s PEServer. As identification, he’ll provide his name and password in the same way it was registered with the company installation. Another login dialog will then appear, prompting him for his ID for the DocuWare system on his notebook. These may be completely different names/passwords as set up in the DocuWare systems. The DocuWare system stores the entries for the Authentication Server. With future logins, Peter will be able to select the Authentication Server from the central installation (Authentication Server – 1) directly from a drop-down list of

Peter to first log into the central (leading) system right from his notebook and still be able to access – in parallel – local file cabinets stored on his notebook. As soon as an Additional Connection is assigned to Peter, the entry will appear automatically in User Administration. Now as soon as his network is connected to the company, Peter can choose which system he’d like to work with: n Only in the central system (so only with central

file cabinets) or n Only in his system (the one on his notebook) or n In both systems – local and central file cabinets.

If he just wants to see his local file cabinet on the notebook, he’ll log in with the standard/default settings of the Login Box as per usual. This is the same as when he’s not working within the com-pany network. If he wants to access the central

Selection of the company’s (central)

installation

The file cabinet of the subordinate system can be recognized by a globe in the icon


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on servers. The computer name for the company

server will also be automatically entered into the Address field. The result: Using his DocuWare client, Peter has simultaneous access to both the central file cabinet and the file cabinet stored on his notebook. In the previous screen shot, you can see that the icon for his notebook file cabinet - pe_notebook – shows a globe in the top right corner. Since the central installation has been deemed the leader, the notebook installation is considered the subordinate system – that’s what this symbol represents.

More Additional Connections Peter is in regular contact with a partner company, Sam’s Transportation. Because he needs to see documents stored in Sam’s DocuWare system, he was granted rights to this system. In our example, no user was set up for Peter; instead, Peter can use another existing ID in Sam‘s system. Another Additional Connection was therefore created; in our example, for the ID Jonas. So what does Peter do after he’s connected his notebook to Sam’s Transportation’s network? When he first logs in to Sam’s DocuWare system, he will provide the name of the organization (Sam’s Transportation), then the name of Sam’s Authenti-cation Server, he’ll fill in the Port field and uses the ID information he was provided for Jonas. Then Peter can log into his own system at the same time because of the Additional Connection set up for Jonas. Peter therefore has access to the Sam’s

The local system is the leader and the file cabinets of Peters Engineering and Sam’s Transportation are accessible via Additional Connections

system file cabinets that Jonas has access to as well as his own. In the future, Peter can directly choose Sam’s Authentication Server as Authentica-tion Server – 2.

Setting Up Additional Connections locally The settings for Additional Connections can also be made on a notebook. The Authentication Server of the central installation must then be entered as the target for the Additional Connection. This may occur instead of the settings on the central system or in addition to them as well. The advantage of this approach is that you can choose whether the leading system is the central installation (as in the first example) or if it should be the notebook. It’s important to note that the user – as described in the box on page 22 – must have necessary functional rights to the leading system. In some cases, a user has more rights to the DocuWare system on a notebook than to the central system. If the notebook is the leading system, a user will also have functional rights to the central system.

Simple login If a Trusted Login is not possible or desired, another possibility is the simple login to the subordinate systems. In User Administration, in the area for Additional Connections, the Trusted Login is turned off for a user, and the user name and password for the affected system are entered. The user must

enter the Authentication System (of the lead system) during login and only needs to log in to this leading system – thanks to the fixed ID for subordinate systems in DocuWare Administration, the login to the subordinate systems then occurs automatically. The program reacts flexibly, checking whether the central system is available or not – if so, it will login, otherwise not. The situation pictured in the above screen shot shows the DocuWare Client on Peter’s Notebook. In this case the leading system is on the notebook and the central systems of Peters Engineering and Sam’s Transportation contribute several file cabinets.

Werner Tiroke


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on High Availability with DocuWare 5

Configuring Clusters in DocuWare

For many companies, high availability for IT systems is of growing concern. When workflow processes are partially or completely handled by a PC, a system crash doesn’t just impede your daily work – it can mean the entire company comes to a standstill.

To avoid a break-down, systems are set up so that at least two so-called Clusters exist which handle the same tasks. This might be configured on the hardware side or within the software of certain applications. Then, if there is an outage of the components, it doesn’t lead to a complete system crash but at most, to only performance limitations while restoring the system. Access to all important data and processes is then possible without inter-ruption. Depending on the application, in addition to clustering a system, another method often used is load balancing. The advantages: better perform-ance through more computing power and the security that all clusters can be accessed in the case of a system crash. With load balancing, the tasks of individual components can be distributed into various sectors which then process the tasks in parallel. It’s important that a certain “Authority” is set up within the system to handle the distribution of the tasks.

Configuring a DocuWare Cluster A license that contains multiple Authentication, Content and Workflow Servers is required to install a DocuWare cluster - for example, an ENTERPRISE Server license contains two of each or you might combine any number of PROFESSIONAL Server licenses.

1. Install Authentication, Content and Workflow Server on Server 1 of the cluster.

2. Install Authentication, Content and Workflow Server on Server 2 of the cluster.

3. While installing DocuWare-Server on Server 2, you will be asked if you would like to overwrite or add to the existing server in the database. Please choose the dialog for adding an addi-tional server – NOT replacing an existing one.

4. In DocuWare Administration, assign all file cabinets to both Content Servers.

You can assign an additional Content Server in the General Settings of a file cabinet. Click on the plus

Simple illustration of a standard DocuWare 5 system

Graphic showing two Authentication Servers, Content Servers and Workflow Servers within a DocuWare 5 system


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sign and choose a Content Server.The local connections settings of each client must be configured so that both Authentication Servers are entered. Open DocuWare Administration on the client. You’ll find the configuration dialog in the menu Local – Local Connection Settings. The default settings appear which was used during installation. As the second connection, enter the additional Authentication Server.

5. To enable Content Server and Workflow Server to access all Authentication Servers, these connections must also be entered. Use DocuWare Administration and go to the menu Local – Settings for Server Connections on the computer which is running the server to be configured. Open the appropriate .config file (DWContent-

Assigning Content Ser-ver to a file cabinet

Configuring local connec-tion settings

Server.config or DWWorkflowServer.config) and enter the additional Authentication Server(s) with the necessary connection parameters.

When using two Content Servers and two Workflow Servers the adaptation must occur four times in total.

After notification of the Authentication Server for the clients and the Content Server/Workflow Server has been completed, all important components of the system are now configured redundantly. Please note that the storage location for the

Configuring connec-tion settings for the

servers


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documents and database also need to be set up redundantly. This cannot be handled within the DocuWare system, but rather on the database level or database system level.

load Balancing

1. A High Availability Cluster is used as the basis for load balancing. Install a High Availability Cluster and configure it as described above in points 1-5.

2. Activate the Load balancing option in DocuWare Administration (DocuWare System – General – Load balancing option). Please note that this option is only available with ENTERPRISE Server.

3. Configure the “Load Level” for each Content Server. You may choose between “Very High,” “High,” “Medium,” “Low” and “Very Low”. This setting defines the maximum number of open connections. A “High” level is best suited to very powerful machines, while “Low” is recommended for smaller servers. These load levels determine

Completely configurated Fail Over System with necessary connections

Load balancing option in the settings table.

how queries are distributed. They are then best suited to cases involving varying kinds of hardware or when a server needs to handle inconsistent query levels. If you are using the same level of hardware throughout with very consist-ent query levels, it’s recom-mended to use the “Medium” setting for all Content Servers.

4. The distribution of client/server queries to the Authenti-cation Server is managed by the server first entered in Connection Settings. Client/server connection settings can be configured for the High Availability Cluster in the same manner as described in points 1-4 above. Client and server then contact the first server entered in the list and proceed step by step through the list.

5. To enable Load Balancing for Authentication Server, in DWAuthenticationServer.exe.settings the attribute ServerLoadBalance must be changed from LastConnectionTime to Connec-tionsCount.

Stefan Schmidt

Authentication Server with Load Balancing Configuration