Send to DocuWare Settings

Configure General Settings

Switch to the [Setting] tab and complete the following fields:

Setting

Options

DocuWare Server URL

  • Enter the DocuWare Server URL. For example, ‘https://company.docuware.cloud’

  • If the following characters are included at the end of the URL, they will automatically be removed for server connection: / , \ .
Check Version

Click Check Version to perform a version check of the DocuWare server:

  • When server version 7.10 or below are detected, the input fields (User Name and Enabled Password) and the Test Connection button are shown for authentication purposes.

  • When server version 7.11 or later are detected, additional authentiation fields are required, described in Authentication method below.

    Once the version is verified, the DocuWare Server URL field is read-only to prevent unvalidated modifications.

  • The Destination Type field is enabled only after the version is retrieved.

Authentication Method

Select the authentication method (required):

  • Proxy User: Uses the login information entered in the User Name and Password fields.

  • Login User: The login user’s email address at the MFP will be used for authentication to login to DocuWare and retrieve the appropriate Trays or Cabinets.

    When server version 7.11 or later are detected, the following fields are also required:

    • Application– Choose the application you created for DocuWare in Send to DocuWare Settingsabove.

    • Authorized user– Disabled until successful authorized using the authorization code.

    • Authorization URL –Field is automatically populated when DocuWare is registered in Send to DocuWare Settings.

    • Authorization Code– Open a browser and enter the Authorization URL from above, then login with a Docuware username, password and additional security verification (if required). The authorization code is issued as part of the returning URL shown in the browser field. Copy the entire code and paste it in this field to acquire an access token for the DocuWare account.

    • Click Authorize to contact the DocuWare server. If successful, a confirmation message appears. Note that the Clear button removes previously authorized credentials if you need to enter and configure new credentials.

  • Test Connection: Click the button to test the connection to the DocuWare server.

Destination Type

These fields are editable only after you have performed a successful Test Connection or Authorization.

  • Document Trays: Click Test Connection to populate this list. Lists all trays available for the authenticated user. If the Administrator does not select a tray, the MFP displays all available trays for this user within a list.

When creating the workflow, you can also enable One-Touch scan for this connector only if a Document Tray is preselected (One-Touch scan is not supported for File Cabinets). After successful login, the user can immediately scan the document with one touch, and the scanned document will be sent to the Document Tray you selected here. For instructions to enable One-Touch Scan, refer to Create a Workflow.

  • File Cabinets: Lists all file cabinets available for the authenticated user. At the MFP, the user must select a file cabinet before they can choose document properties.

When the Administrator selects a File Cabinet, a message pop-up reminds you to ensure you check the Document Settings fields to verify consistency. You must manually update and/or remove all existing property settings and add new ones after any cabinet/store type change.

  • Store Dialog: When a File Cabinet is selected, lists the available store types and the default store dialog for the cabinet is pre-selected. A store type is required for the user to select document properties.  If the Administrator does not select a File Cabinet (above), the MFP displays all available Store Types within the selected File Cabinet. Additionally, if the Administrator does not select a Store Dialog from this list, the MFP user has access to all available store types for the specified cabinet.

HTTP Proxy Server

If you are connecting to DocuWare through a proxy server, complete the following fields.

  • IP Address – Enter the IP Address of the proxy server.

  • Port No – Enter the port number to connect to the proxy server. The default value is 8080.

  • Account – Enter the account to use to login to the proxy server.

  • Password – Enter the password to use to login to the proxy server.

  • Test – Click Test to ensure the IP Address and Port number. To verify all Proxy Settings, click the Test Connection button located under the Password field instead.

If the user login does not have permission to access a File Cabinet or Store Dialog destination that you pre-set here, the user see an error on the MFP that states "Error retrieving properties. Please retry request and validate server logs". In the case of a Document Tray that the user login does not have permission for, the scan job will simply fail. To correct this problem ensure that you grant user access to the require File Cabinet Profiles, Dialogs, and Document Trays within DocuWare Configuration.

Configure Property Settings

This section allows you to choose Document Property pre-set values for the File Cabinet selected under General Settings. The user will complete these properties at the MFP, OR the Administrator can pre-set some values if preferred. If you enabled a Document Tray as the destination type or if a File Cabinet is not selected, an error message displays indicating the problem.

When you select a File Cabinet, a message pop-up reminds you to ensure you check the Document Settings fields to verify consistency. If you change File Cabinets, any pre-existing selections are maintained, so ensure you makes changes after you select a new cabinet.

  1. Click [Add] and then choose a property from the Property Name list.

  1. To set the property value, there are three options:

    • To preset a value, either select a value from the metadata list, or enter it manually. The options in the metadata list depend on the Cabinet selected.

      1. If any of the field values are set as predefined entry on the DocuWare server, the metadata list is disabled. The corresponding field is displayed on the MFP.
      2. If the Manual Entry field is set to “Document Name” on DocuWare server and no value is set for that field from Management Console or MFP, and data type is “Text”, during job execution (uploading file), the field will be populated with scan job Document Name. If a value is set for the field, this value will be shown as Document Name after it is uploaded to DocuWare.

    • To prevent the user from changing a preset value, disable the [Allow User Modification] checkbox.

    • To allow the user to set the value with no preset, leave the Property Value fields blank.

Refer to Troubleshooting below if you encounter an error message.

If any of the field values are set as a predefined entry or read-only on the DocuWare server, the list is uneditable in this screen.

  1. Click [Save].

Each MFP login user can have multiple DocuWare Authorized Users. Separate login users for On-Premise and Cloud (e.g., john.doe and jose.rizal) can each have their own DocuWare Authorized Accounts without conflicts.

One-Touch Scan Settings

This connector supports One-Touch Scan when one of the following conditions are met: 

DocuWare Version Conditions
Version 7.10 or earlier

The Document Tray is preset as the Destination Type AND the Authentication method is set to Proxy User

OR

Authentication method is set to Login User AND the MFP user's name and password match the DocuWare user credentials

Version 7.11 or later The Document Tray is preset as the destination type AND only one DocuWare account is authorized in the SLNX User Console.

One-Touch scan is only supported when a File Cabinet or Document Tray is pre-set.

Refer to Create a Workflow for configuration instructions.

DocuWare Troubleshooting

In some cases, you must verify that your entries match the Document Settings fields. Review the error messages below to troubleshoot and resolve specific problems.

Change File Cabinet

When you select a File Cabinet, the message below pops up to remind you to ensure you check the Document Settings fields to verify consistency. You must manually update and/or remove all existing property settings and add new ones after any cabinet/store type change.

Document Tray/File Cabinet Mismatch

If you enabled a Document Tray as the destination type or if a File Cabinet is not selected (in General Settings), an error message displays indicating the problem when you click Add.

No Store Type Selected

If you click Add, but a Store Type is not selected, the following errors message displays.

Invalid Date Format

This error message indicates that you provided a different date format into the Manual Entry text box than the type specified for the selected Property Name in the Document Settings screen.

Decimal Data Type

This error message indicates that you provided text format (rather than decimal format) into the Manual Entry text box. Based on the Property Name you selected; you are required to enter decimal format. 

DocuWare Server Connection failed

This error message occurs if you have not made any changes within the Management Console over a period of time and the connection to the DocuWare Server is therefore interrupted. Click OK to close the message, and then return to the General Settings screen and click Test Connection to reinitialize the connection to the DocuWare server.

Property Name Behavior

Particular Property Names require special attention when also selecting Manual Entry.

Decimal Data Rounding

This behavior occurs if you provided more digits into the Manual Entry text box than were indicated for the selected Property Name. If you provide additional digits, the value will round up to the required digits.

Comma-Separated Keywords

This feature allows the user to enter more than one Keyword at the MFP. When KeywordField is the selected Property Name, enter test 1, test 2, test 3 in the Manual Entry text box to allow users to enter multiple keywords.