Sunset of DocuWare Request

DocuWare Request is a module that exports documents, together with a small database and a search application, into a standalone Request file cabinet. The Request file cabinet can be shared with people who do not have DocuWare access. It can be started on any Windows PC; documents are viewed with the system’s PDF viewer.

DocuWare has decided to discontinue DocuWare Request as the current use cases can be covered by other exporting tools from our product portfolio. Depending on the specific use cases, several different tools can be used.

The following section provides all the information needed to select the tool for covering those use cases without DocuWare Request.

Use case 1: Export for a person without access to DocuWare

Historically, an exported DocuWare Request file cabinet was used to provide offline access, as on-premises installations were rarely internet-accessible. But by handing over such a Request file cabinet, customers lose control over data and documents. Also, data was often outdated, as the Request file cabinet only contained the data which existed the time of creation.
Today, customers can use DocuWare Cloud or make their On-Premises installations available from the Internet.

Solution

Add the external person as a DocuWare user, assign a license, and grant them access rights to the required documents directly.

Advantages

• Full control over documents and data
• Full audit trail
• Shared documents and up-to-date data
• DocuWare Cloud: DocuWare Cloud has a strong backup strategy implemented, which is summarized in the White Paper DocuWare Cloud. Due to this backup strategy, a local backup is not needed.
• DocuWare on-premises system: Use appropriate tools for regular backups of underlying storage (database and file storage).
• Cloud customers can rely on the existing backup strategy.
• On-Premises customers do not have to recreate DocuWare Request file cabinets with every new DocuWare version.
• DocuWare Cloud:
  • For all DocuWare organizations that have DocuWare Request configuration with the option “Export as backup (with electronic signing)” activated, nothing changes at the moment. They can continue to use DocuWare Request until DocuWare offers a different functionality to fulfill the certification.
  • All other customers who need this feature can request it by opening a Support ticket. We will enable it for them until we can offer another functionality.
    
• DocuWare on-premises system: DocuWare Request will not be available by default, but can be activated on demand.
• For exports of smaller DocuWare Cloud organizations, customers can use the module “DocuWare Cloud DocXporter”.
• For exports of large DocuWare Cloud organizations with a lot of documents, we recommend contacting DocuWare Professional Services.
• Direct export of documents and data
• Faster export process
• Easy migration of documents between file cabinets in different organizations
• Different file cabinet structures can be mapped
• Filter options are available to define the documents to be transferred.
• Organizations with option “Export as backup (with electronic signing)” enabled in one DocuWare Request configuration: DocuWare Request is still available
  
• All other organizations: DocuWare Request is no longer available by default, but can be enabled on demand by opening a Support Ticket

Use case 2: Export as backup without electronic signing

This use of DocuWare Request always had disadvantages and therefore was never recommended: The number of documents to be included is limited and needs to be monitored constantly. Also, documents from a DocuWare Request file cabinet can only be restored if the DocuWare versions are the same.

Solution

• DocuWare Cloud: DocuWare Cloud has a strong backup strategy implemented, which is summarized in the White Paper DocuWare Cloud. Due to this backup strategy, a local backup is not needed.
• DocuWare on-premises system: Use appropriate tools for regular backups of underlying storage (database and file storage).

Advantages

• Cloud customers can rely on the existing backup strategy.
• On-Premises customers do not have to recreate DocuWare Request file cabinets with every new DocuWare version.

Use case 3: Export as backup with electronic signing

For the Spanish records management certification by the “Angencia Tributaria”, electronic signatures are required in certain cases. To fulfill this certification, DocuWare Request needs to be used with the option “Export as backup (with electronic signing)”.

Solution

• DocuWare Cloud:
  • For all DocuWare organizations that have DocuWare Request configuration with the option “Export as backup (with electronic signing)” activated, nothing changes at the moment. They can continue to use DocuWare Request until DocuWare offers a different functionality to fulfill the certification.
  • All other customers who need this feature can request it by opening a Support ticket. We will enable it for them until we can offer another functionality.
    
• DocuWare on-premises system: DocuWare Request will not be available by default, but can be activated on demand.

Use case 4: Export for Cloud customers at end of contract

Using DocuWare Request for exporting documents when the DocuWare Cloud contract is canceled, is not an appropriate tool for most customers. Creating Request file cabinets for many file cabinets and documents takes a significant amount of time for preparation, execution and quality control.

Solution

• For exports of smaller DocuWare Cloud organizations, customers can use the module “DocuWare Cloud DocXporter”.
• For exports of large DocuWare Cloud organizations with a lot of documents, we recommend contacting DocuWare Professional Services.

Advantages

• Direct export of documents and data
• Faster export process

Use case 5: Move data to another Organization (Cloud to Cloud)

In cases of company mergers and acquisitions, DocuWare organizations are also merged. Documents must be transferred between the two organizations. In the past, DocuWare Transfer was limited to transferring documents from On-premises installations only. With the upcoming DocuWare version 7.14, DocuWare Transfer can be used to transfer documents between DocuWare Cloud organizations.

Solution

DocuWare Transfer can be used to copy documents from one DocuWare Cloud organization to a different one.

Advantages

• Easy migration of documents between file cabinets in different organizations
• Different file cabinet structures can be mapped
• Filter options are available to define the documents to be transferred.

Timeline

These are the planned steps for discontinuing DocuWare Request:

Please note that enabling DocuWare Request will only be possible for a limited period of time. We suggest changing the existing processes relying on DocuWare Request in the near future.

Links: White Paper Cloud