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How to Connect DocuWare to your HR System


How to Connect DocuWare to your HR SystemHR managers rely on quick filing and easy access to personnel documents. Get your work done seamlessly by integrating employee files within your general HR system.


What if you could access salary documents, time sheets, vacation/sick leave forms, bonus agreements or general correspondence directly from your HR department’s main personnel management system? HR teams don‘t ever have to leave their main application to search within the HR file cabinet.

DocuWare supports many integration methods and technologies to connect all sorts of systems and information, communicating with cloud services as well as local software.

One way this is handled is by programming through standard interfaces, for which DocuWare provides a Software Developer Kit. But individual elements of DocuWare, such as result lists, document trays or direct document viewing can all be integrated within the HR system via simple URL integration. In addition, DocuWare offers special stand-alone connector modules, like one for connecting to SAP.

In many cases, no programming at all is necessary. All it takes is following easy-to-create, wizard-led configurations that will be enough for connecting DocuWare with any HR system.

Accessing Employee Files

For example, a very efficient search integration can be configured in just a few steps with the Smart Connect module. Smart Connect makes it possible to display search buttons within the interface of any specialized application. Clicking on the button then delivers up the exact document or documents that are part of a workflow process. For example, you can call up all documents belonging to a certain personnel number - directly from within the HR system.

Direct Storage in DocuWare

With its ability to integrate, DocuWare not only ensures that you can quickly find personnel documents. It also makes it possible to store documents from within any program, directly into the HR file cabinet. This applies to Office documents as well as email or payroll documents: payroll slips, social security notifications, employment tax statements or annual notifications from Quickbooks or any accounting system can all be fully automatically directed and stored in the correct personnel file in DocuWare.

Ensuring Consistent Data

You can also benefit from supplementing documents in the personnel file by using master data sourced from the HR system: index criteria such as entry date, a cost center or department don‘t have to be entered manually. Instead, this data is automatically transferred from the HR system with the help of DocuWare Autoindex. In the same way, data and status information from DocuWare can also be imported into the HR system. A permanent data synchronization in the background ensures everything remains up-to-date and consistent.

Detailed information on DocuWare's various integration options can be found in our technical White Paper on Integration.