Your first steps with DocuWare for Smart Document Control

DocuWare is the secure home for all your documents.

You can file, find, and share documents, manage your due dates, oversee assignments and much more — from anywhere and at any time.

Here’s a great way to try it out.


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Your user interface at a glance

1. Document trays. Capture new documents and prepare them for storing in the file cabinet.

2. Access the file cabinet. Find your archived documents quickly, view lists or folders, and complete action required tasks.

3. The work area will look different depending on the activity you are performing in the solution. For example, when clicking on the magnifier icon, the search dialog will open here.

4. The viewer. Look over your documents, annotate, and share them.

5. Main menu. Change your personal settings, install DocuWare Desktop Apps to scan or edit documents, find “Help & Info” like starting the interactive tours, and more.

Click on the tiny right arrow in the navigation bar in the viewer to page through the document.
Download this guide to access helpful links: right mouse click on the thumbnail in the tray area > Download in original format.


Import documents

You are here: Document trays

What you do here: This is your inbox, where documents are captured before storing. Sort, clip, and index documents to store them in the file cabinet. Documents in your inbox are not yet accessible for other users.


→ Add your own document to your document tray.
Just click the “Import“ button or simply Drag and Drop documents.

→ Right-click a document to access the context menu with lots of functions.

→ Select a document and click on the “Store” button to archive it in the "Documents" file

Store documents

You are here:  Inbox   with store dialog opened

What you do here: Add index data to documents before they are stored in the file cabinet — so that they
can be quickly retrieved and used in workflows.


→ Specify a “Document Type“ via the select list: Click on the arrow to the right of the index field and select the appropriate entry. For some document types, there are additional subtypes to choose from. If your desired option is missing, the select lists can easily be enhanced.
Learn more

→ Use One Click Indexing: Click on the index field and then in the viewer, select any term in the document. Several words can be marked at the same time by holding down the mouse button. These terms are then automatically transferred into the index field.

→ To enter current date: Just click on the “x” key in any date field.

→ Index documents along with action dates — used as automatic reminders when an action on a document is due.

→ Provide users read or edit permissions to the document. If you leave the fields empty, only you can access the document. Learn more

Find documents

You are here: Search

What you do here: Open the search dialog “DW - Documents - All Documents” to find stored documents, either by using index data or a full text search.



→ Use the “Fulltext” field to find all the documents in the file cabinet that contain the words you enter in this field.

Narrow your searches with entries in multiple index fields.

→  Narrow a time period for the search by using the date fields provided.

→ Use select lists: They contain all previously entered index terms.

→ Wildcard search: For example, enter Flying* to find all companies that start with Flying.

→ Show a result list by clicking on the yellow “Search” button.

Searches always refer to documents in a file cabinet. You cannot search for documents in the document trays.


Review search results

You are still here: Search

What you do here: After conducting a search, DocuWare gives you a clear overview of the search

→ Double-click on a document in the list to see it in the Viewer.→ Related documents: Quickly access documents that are connected to other documents having the same index field(s). For example, the same company, project, or contact. Learn more

Working together productively

You are here: Viewer

What you do here: Besides viewing documents, you can process them in a variety of ways for accelerating
your business activities.

The arrow at the top left of the viewer opens a toolbar with numerous useful functions. The header bar also offers you a variety of stamps.

Broad functionality:


The editing pencil opens the document in the original program, so that you can change content directly. The document is then saved in the file cabinet as a new version.


Use stamps to provide access to additional users, assign documents, put them to recycle bin or manage action dates.
Add comments or other annotations to a document.
Stamps and annotations are added on a separate overlay level. The document remains unchanged. Under “Display“ you
can turn on/off overlays.


You can email, download and print documents directly from DocuWare as well.


Many of these features can also be found directly in the left-hand work area of the DocuWare Client and within each document’s context menu (via right click).

How to navigate through documents

Jump from one document to another in the tray or the result list – depending on where the displayed document is. Forward and back again: Page through each of the pages of a document.

Overview with lists

You are here: Lists 

What you do here: At a glance, see which documents require action, check the status of assignments or manage your recycle bin.


→ We have prepared further useful lists for you, which will help you in your work, that can be activated easily.

Learn more

Receive tasks

You are here: Tasks

What you do here: You can see when colleagues have assigned documents to you.


→ Double-click to open the task and document to complete the assignment by entering your comment and click confirm.

Intuitive folder view

You are here: Folders

What you do here: You can also access your archived documents via company, document type, or projects folders.


→ Documents stored in DocuWare can be found in different folders — without having multiple locations or copies.

How does it work in detail?

Do you have additional questions?

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