MetaServer > Help > Export to DocuWare

030-080 MetaServer Export – Export to DocuWare

With the MetaServer Export to DocuWare action, you can export documents to DocuWare Cloud and On-Premise.

Basically, DocuWare stores documents in File Cabinets. Each document can be categorized using multiple index fields. In the Export to DocuWare action, you can directly connect to your DocuWare system and list all available File Cabinets.

After a File Cabinet is selected, the associated index fields are listed and can easily be mapped with MetaServer fields and values. If you use index fields as DocuWare task triggers, then you can start a DocuWare task automatically by feeding the trigger index field the correct value directly from MetaServer.

MetaServer can also export documents to DocuWare Document Trays. Consider a Document Tray as a generic inbox for documents that need some human interaction or further classification. Document Trays don’t feature index fields because the purpose is to assign them to a File Cabinet in DocuWare manually or by using automation inside DocuWare.  You can configure the document name displayed in the Document Tray by using a combination of MetaServer metadata fields and values.

01 Export to DocuWare – Adding the Action

To add an Export to DocuWare action, select the action after which you want to insert the Export to DocuWare action and press Add -> Export -> to DocuWare. The Setup window automatically opens.

You can also open the setup window of an existing Export to DocuWare action by double-clicking the action or by pressing the setup button on the right side of the action or in the ribbon, as shown below.

In our example, we will use the “CB – TAX DEDUCTION FORMS” workflow as a reference. This workflow is automatically installed with CaptureBites MetaServer.

02 Export to DocuWare – Setup

TIP: The thumbnail on the right will follow you, so you can easily refer to the Setup window. Click on the thumbnail to make the image larger.

Don't forget to add a description to your action.

01 - File Source: press the dropdown button to specify the source of your files.

By default, Processed PDF is selected. This means that the output will be a PDF, no matter what the original imported file type was.

- PDF/TIF/JPG/PNG attachment: refers to PDF, TIF, JPG or PNG files that were imported by means of the Import Email action.

- Email PDF: refers to the email body converted to PDF format.

- Email EML: refers to the complete imported Email including all its attachments in EML format.

- Email MSG: refers to the complete imported Email including all its attachments in MSG format.

- Imported PDF/TIF/JPG/PNG: refers to the original PDF, TIF, JPG or PNG files that were imported by means of an Import from Folder action.

- Processed PDF: refers to the PDF after every prior action. For example, if you've applied a Scale Page(s) action before exporting to a folder, it will export the scaled PDF

- Processed TIF: refers to the TIF version of an imported document or attachment converted to TIF with a Convert to Multipage TIF action.

NOTE: Technically any imported file format such as TIF, JPG and PNG are internally converted to PDF first. So, if you want to separate an imported multipage TIF file and export the separated TIF files, you need to add a Convert to Multipage TIF action before exporting. In the export action, select "Processed TIF" as the File Source.

1) Labels: you can change the labels of each file source if you want to use them later as metadata values in your settings.

02 DocuWare Server Settings

​Here you can enter your DocuWare server information. 

01 – Address: enter your DocuWare server address. The address typically looks like:
https://[SERVER_NAME].docuware.cloud/DocuWare/Platform

02 – User name: the user name of your DocuWare account. When in doubt, contact your IT department.​

03 – Password: enter your DocuWare server password. When in doubt, contact your IT department.​

04 – Log: enable this option to create a log everytime you connect to your DocuWare server.

03 Document Settings

01 – Cabinet: select your destination cabinet by pressing the dropdown button.

02 – Document name: you can set up your document name by combining fixed values, variables and metadata fields. Click on the drop-down arrow to pick from a list of possible values. You can see a preview of your document name below the input field.

NOTE: Folders are created within DocuWare based on the document’s metadata, they don’t need to be specified in the Export to DocuWare setup. You can find a detailed help guide on how to create folders in DocuWare here.

03 – Field mapping: here you can map DocuWare fields with fixed values, variables and metadata fields.

1) DocuWare Field: this column shows all existing index fields for the selected DocuWare Cabinet.

2) Value: in the value column, you can enter fixed values or use the drop-down arrow to compose the value using MetaServer metadata fields and / or variables.

04 – Date format: the “Date format” is relevant when you map a DateTime DocuWare field type.

DateTime type DocuWare fields will only accept valid dates and times in a consistent format. It’s very important to enter the correct input DateTime format as it was extracted by MetaServer. This way, the Export to DocuWare action can automatically convert the DateTime values and correctly update the date property.

For example:
If you want to export the extracted Inspection Date formatted as “MM/DD/YYYY” to a Date type field in DocuWare, then you need to specify the following input format in the Date format input field:
{ Date, MM }/{ Date, DD }/{ Date, YYYY }

05 – Document link: this option generates a direct link to a document exported to DocuWare. You can then use that link in an email message (for example, to send a notification email), export the value to a database or include it in an index file.

To enable this option, select a MetaServer field to hold the Document link. To disable this, leave the field blank (default).

TIP: you can copy the current settings and paste them in another setup window of the same type. Do this by pressing the Settings button in the bottom left of the Setup window and by selecting Copy. Then open another setup window of the same type and select Paste.