DocuWare office automation solutions

deliver smart digital workflow and

document control that set a new pace
for worker productivity and business
performance. DocuWare’s zero-compromise
cloud services are a recognized best-fit for
digitizing, automating and transforming
key processes. DocuWare operates in 70
countries with headquarters in Germany
and the U.S.

• D
 ocuWare
DocuWare is an intuitive document
management and digital workflow solution
that securely captures, routes and archives
documents across your business processes
— any time, any place and from any device.
By eliminating the hassle of manual tasks
and the headaches of paper and cluttered
shared drives, teams have more time to
focus on work that really matters; increase
productivity, improve customer service, secure
information, and easily control your bottom line.

• Solution
DocuWare is known for its advanced security,
scalability, an easy-to-use interface, and
flexible integration. DocuWare is available
as a cloud solution (Software as a Service),
on-premises, or a combination of the two.
DOCUWARE

KEY FEATURES
Workflow Capture
DocuWare Workflow Manager empowers you to set up precise DocuWare handles all types of paper and digital documents.
rules for handling documents, information, and decisions with Paper documents are scanned in; email is stored with a mouse
deep levels of control and transparency. For example: click; files are captured via menu command or by a simple
drag & drop. You can also use your smartphone to capture and
• Assign tasks to either specific employees or general roles file documents when out of the office using their free scan app.
• Specify substitution rules when a colleague is
out of the office eForms
• Use stamps and data fields to initiate next steps DocuWare Forms enable you to create flexible web-based forms
and add context to a document with no programming required. Use text fields, checkboxes,
• Leverage metadata to automatically route documents dropdowns, calendars, file uploads and more to capture the
into the right queue information. To further simplify and accelerate processes,
• Define the triggers that launch a workflow, such as combine these forms with digital workflows where each filled-in
submitting a web form, adding a certain document type form triggers the next step in a process. Forms are automatically
like an invoice to a file cabinet, changing a document’s optimized for mobile users.
status, or when a certain due date has arrived
Intelligent Indexing
Every employee involved in a workflow sees their tasks directly in DocuWare’s Intelligent Indexing technology helps employees
the DocuWare client with special task lists. Email can also be index and file documents automatically – making information
used for new task updates. At a glance, you can see what steps available for everyone to use in seconds. Machine learning
have been completed and which ones are still open. technology remembers each document and indexing corrections,
so every capture increases the speed, accuracy and reliability of
the tool.

360-Degree Integration
DocuWare seamlessly integrates into existing applications such
as ERP, CRM, or email programs. For example: SAP, Microsoft
Dynamics, Sage, Microsoft SharePoint, Microsoft Outlook and
QuickBooks. Integration happens through simple wizard-led
configuration, special DocuWare connectors or programming
via standard interfaces.

capture
Content Capture Process
Process intelligence
intelligence view and
Content view and
and
and ingestion
ingestion and
and workflow
Workflow decision-making
decision-making

Integration
Email

Process Exception Search

PDFs automation handling
Browsers
Intelligent Document
Office documents
indexing classification
Reports
Scanned documents Image Rules-based
editing routing
Mobile apps
Mobile capture Data Mobile
enrichment workflow Web portals
eForms
Sharing
BENEFITS
Get more done: Go mobile:
Tedious and routine tasks such as manual data entry and looking Your workforce spends time working on the road, from home, at a
for information in email, paper documents, shared drives and file branch location or customer’s site. Mobile access to documents
cabinets consume valuable resources. With DocuWare, one and information via laptop, smartphone or tablet is critical.
quick search allows staff to focus on more productive tasks. Establish a secure mobility strategy for your organization,
ensuring processes remain uninterrupted and employees are
Save paper, space and money: well-informed.
Stacks of paper and rooms filled with file cabinets often clutter
an office. Free up your organization from wasted cost (printing, Fast user adoption:
postage, handling…) and improve the office space and Our users aren’t just happy with the intuitive interface, they also
environment for customers and staff all while lowering your appreciate DocuWare’s many options for customizing the
operational costs. program to suit their own requirements – no need for advanced
IT skills. Video tutorials and our Support Forum offer assistance
Eliminate errors: when needed.
Poor decisions are made when there is lost information or
version confusion. Eliminate costly errors with a secure, central Business continuity:
repository with version control. DocuWare protects document information from unauthorized
access as well as from data loss and system failure.
Improve efficiency: Catastrophes like fire, flood or even man-made disasters are not
Paper intensive departments like accounting, human resources, a problem; you have peace-of-mind knowing your documents
and production can be more efficient when business processes can easily be restored for business continuity.
are digitized. Employees can focus on decision making, meeting
deadlines, and improving service — not tracking paper files. Get ahead of compliance:
Complying with HIPAA, Sarbanes-Oxley, GDPR and other
government and industry mandates does not have to slow down
Better email management:
an organization. In fact, by modeling digital document
Business-related information is often held hostage in individual
A new pace at management
every stepand digital workflow automation around these
inboxes. With a click of a button, every user can add business-
rules, smart leaders increase the pace and performance of their
related email to a structured filing system. Centrally stored email
business.
makes information accessible to authorized colleagues even
when the receiver is out of the office.

Productivity: Effectiveness:
Efficiency:
Efficiency: Productivity: Effectiveness:
Digitization
Document
Document-
Workflow
Workflow-
Digitization management
management
automation
automation

• Remove paper and regain cost • Intelligently index everything • Turn business rules into real action
savings on paper, printing, storage
• Search content and meta • Configure workflow for adaptive
• Share digitized files • Secure documents work environment

• Use mobile devices to capture • Resolve process bottlenecks

and access • Optimize staff for exceptions
• Meet regulatory compliance • Improve customer service
• Start records management
• Integrate with CRM, ERP
and other apps
DEPLOYMENT
FLEXIBILITY
“DocuWare has significantly impacted
DocuWare Cloud our business by streamlining
DocuWare Cloud provides the complete features and capabilities
of the platform. Built on Microsoft Azure cloud infrastructure, processes. Our onboarding procedure
DocuWare’s powerful multitenant architecture guarantees
maximum security and availability. All documents are encrypted is considerably easier and quicker for
in a multi-level process; data is stored and triple-mirrored with
AES encryption in data centers in the U.S. and EU. The cloud
both applicants and staff, and the use
advantages include no additional hardware and maintenance of online web forms provides us
costs, automatic updates and faster ramp up times.
Pre-configured cloud solutions with build-in workflows for complete, accurate information. On a
standard business processes are also available for invoice
processing and employee management. corporate level, we have access to all
DocuWare On-Premises
the documents from each of our 26
For customers with an IT staff and infrastructure in place, a more locations, smoothing our audit
hands-on approach may be preferred. DocuWare supports the
newest Windows versions available. In addition, all leading process and improving our efficiency.
database server technologies such as MS SQL, MySQL, and
Oracle are supported across a multitude of versions. DocuWare has helped us move our
business into the modern age and
VALUE allowed us to better serve our
clients.”
To keep pace with the modern world, teams require truly
streamlined processes whether working in the office or from the
– Rachel Martin, VP of Operations
road. Productive companies use document management and
LGC HOSPITALITY
workflow automation to maximize revenue growth, build the skills
of their employees and ensure future-readiness.

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