Data security means more than just strong passwords – how safely data is further handled is also crucial. Do you know which configurations in DocuWare are running under your account and which applications can access your account? Check the security tab – it has your answer.
Contents:
- Overview: The Security tab under "Profile & Settings"
- Why do configurations require a user account?
- Configurations that use your user account
- Applications with access to your account
Overview: The Security tab under "Profile & Settings"
In the main menu of your DocuWare client, go to "Profile & Settings" and switch to the "Security" tab. The first entry there is "Change password." If you want to do this, just click on the link and follow the next prompts.
To efficiently and safely manage your data, it is also important to know what your own DocuWare user account is used for and to remove access if necessary. That's why the Security tab lists all DocuWare configurations that your user account is used to run and all DocuWare applications that access your account.
The "Security" tab under Profile & Settings lists everything related to your DocuWare user account.
Why do configurations require a user account?
Many configurations in DocuWare require a DocuWare user account to access file cabinets. This is the case, for example, with a public web form. A submitted form is then stored in a file cabinet under the name of the stored user. For autoindex, deletion rules or transfer, a DocuWare user ID is required for file cabinet access for execution. The rights of the user are also taken into account. For example, an autoindex job can only run on documents for which the corresponding user has access.
Configurations that use your user account
It’s a good idea to check which configurations use your user account from time to time. If one is no longer needed or if it‘s better for another user to be running, you can remove your own user account here by clicking "Remove account." To delete the corresponding configuration completely or store another user, switch to DocuWare configuration. Your DocuWare administrator can also do this for you.
This overview is also handy when a colleague, especially an administrator, leaves a company. This gives this person a good overview of which configurations are running under their own account and need to be transferred to other colleagues accordingly. If the list is empty, it ensures that the user account is no longer in use anywhere.
Applications with access to your account
The bottom of the tab lists which applications are accessing your account. These can be individual DocuWare desktop applications, such as Connect to Outlook or Workflow Designer, but also DocuWare Mobile, the app for mobile devices. If, for example, you lose your mobile phone, you can immediately prevent access to your DocuWare account via the DocuWare mobile app by clicking on "Revoke."
