DocuWare Download

The DocuWare Download plugin Downloads files of any file type from a dedicated DocuWare CRM system.

Installation

This plugin is not installed with Workflow, but it is available for free to download on the OL Resource Center.

After downloading the .PPK file, you will then need to import it into Workflow yourself. See Importing a plugin.

Once imported, the DocuWare Download plugin will appear in the Uncategorized category within the Plug-In Bar.

To be able to use this plugin you need a working DocuWare installation and user account with appropriate permissions.

Input

The input of this plugin can be a file of any type.

Processing

After establishing a connection with the DocuWare system, the plugin will try to download the specified file from the selected File Cabinet. The plugin won't modify the downloading file in any way.

If any issue is detected during a file download, the log messages and the related file and its index values will be stored.

Caution: The plugin is not designed to be run in multi-threaded, multi-process or auto-replicate environments.
It has not been designed for parallellization in regards to internal resource usage, file and data access, or logged-on users.

Output

The output of this task - the Job File - is either the downloaded file, or the document index data in XML or JSON format.
In the latter case, the JSON/XML file includes the path to the file on the DocuWare Server. The response that the plugin gets from the DocuWare Server is then stored in a variable (if specified).

Task properties

Connection tab

The Connection tab fields set the connection parameters. You can use static text and/or Workflow variables, data and lookup functions.

Right-clicking a field opens a context menu that supports adding variables, data and lookup functions (see Data selections), where available.

  • DocuWare Server: Enter the DocuWare Host address. For example https://mycompany.docuware.cloud

  • Organization: Enter registered Organization name. For example MyCompany

  • Platform: Enter the DocuWare platform. For example docuware/platform

  • Authentication section:

    • Basic/OAuth2 radio button: Select either the Basic cookie based authentication (not recommended), or the newer OAuth 2 protocol for authorization.

      Note: The “OAuth2” authentication method is not only more secure, but the old cookie based authentication (Basic) has been turned off for cloud based systems as of DocuWare version 7.11.

      The Basic cookie based authentication will continue to work for DocuWare 'on premise' installations prior to DocuWare 7.11.

      Note: This radio button selection was added in the 2022.2.1 rel.3 version of the plugin, which was released in December 2024. It was added to cater for the DocuWare 7.11 release. Earlier versions of the plugins will not have this option present.

      To download the 2022.2.1 rel.3 version of the plugin (or later), please free to download it from the Resource Center (https://olresourcecenter.uplandsoftware.com)

    • Username: Enter the DocuWare login Username.

    • Password: Enter the password associated with the selected DocuWare login Username.
      Use the password Hide/Show button to either display or obscure the password.
      Clicking this option will display the password.
      Clicking this option will obscure the displayed password.

      Note: When the password is set via a variable, it is important to know that the password might be visible. It is the user's responsibility to protect the passwords in such cases.

  • Test Connection: This button tests the connection details entered in the Connections tab. If a successful connection is made, then Connection Success will appear as the current status.

    When a successful connection is made, the Cabinet and Index data for this login will be downloaded and stored locally. This allows configuring the Docuware Download plugin in Workflow configurations offline as well as online, without requiring a constant live connection.

    As different users can have different permissions (such as access to different Cabinets) this information is tied to both the host and username. If either the user or server is changed, then a new Test Connection will be required to re-populate the Cabinets and fields for that new connection.

    Once a Test Connection has been established and the cabinet and file information obtained, the plugin will open upon the Download tab when the plugin is next opened.

    If the Test Connection fails, information about the reasons for failure will be displayed in the status area, if the plugin can determine the reasons for the failure.

Download tab

The Download tab provides the controls for defining the file to be Downloaded, included related index values. The plugin window is expandable, which helps to display all the information at once when field names are quite long.

Note: You can use static text and/or Workflow variables, data and lookup functions in all of the fields on this tab. Right-clicking in the field opens the contextual menu that allows adding variables, data and lookup functions (see Data selections).

  • Download section.
    In order to download a file the plugin needs to know from which File Cabinet it must be downloaded.

    • File Cabinet: If the Test Connection was run successfully, the plugin will have a list of available File Cabinets, extracted from the DocuWare server. Select a File Cabinet from the drop-down list.

      Alternatively, you can enter the File Cabinet entry directly.

      If the File Cabinet specified in the text box does not exist at runtime, the plugin will replace it with the first File Cabinet name on the previously extracted Cabinet list.

      The File Cabinet entry is case-sensitive.

    • Retrieve By ID / Retrieve By Search selection: Choose between these two document selection options.

      Depending upon the selection made, one of the two options will become available:

      • ID section becomes active if Retrieve By ID was chosen.
        Enter the Document ID directly in the Document ID entry box.
      • Search section becomes active if Retrieve By Search was chosen.
        It will download a document from the DocuWare server, based upon the following criteria:
        • Field. Enter the Field to search on.
          This can be entered directly as static text, or you could use the Field picker ( ) to open a drop-down list that is populated with all the available fields, and then select the desired field from there.

          Note: The drop-down list display can be customized by entering a search string in the entry field atop the Field Picker box. This restricts the listed fields to just those containing the search string.

        • Value. Add the value to apply.

          You can add or remove search criteria using the following options:

          • Populate the table with all the available Index Field options at any time by selecting the Add missing fields () button. If selected initially this will add all the available fields to the table. If selected after some fields had already been added via the field picker button (), it will add any missing fields to the end of the Index data table.
          • Add () or Remove () individual entries, as well as move them up () or down () within the table.
          • At any point, verify the accuracy of the selected Index options by selecting the Validate () button. Index entries that are duplicated appear in orange text, and index entries that do not match available options appear in red.

        • Note: If more than one document is found based upon the selected search criteria, the download will fail.

  • Response section.

    Select which result you wish stored, and which Workflow variable is to be used to store the result.

    • Store file name in variable: Stores the name of the downloaded file in a variable.
    • Store response in variable: Stores the success/failure response in a variable.
    • Save document index data to Job as XML/JSON: Outputs the document index data to the Job File as XML or JSON (according to the selected option) and stores the status information in a variable. The downloaded document itself is stored in the Connect File Store. The XML/JSON output file includes a URL to the document so that it can be downloaded separately.

    In the Response variable field you can enter the Workflow variable in which the file name or status information should be stored. (Right-click and select Variables > Local variables > yourvariable.)
    This is optional. If the variable exists, it will be used.
    The DocuWare plugin searches for the variable by name and sets the selected response into the variable.
    So using dwresponse as the variable name would mean that DocuWare Download searches for the local variable of that name.