DocuWare Integration with Power BI

Overview

Seamlessly integrate your DocuWare workflows into your data- and document-centred analysis and reporting processes within Microsoft Power BI. Our DocuWare–Power BI integration combines audit-proof document management with powerful data analysis, enabling users to continue working in their familiar Power BI environment.
It combines structured document and process data with flexible visualisation and analysis functions – ensuring that reports and dashboards remain intuitive for teams to use. At the same time, the integration ensures end-to-end transparency across documents, processes and metadata – including real-time access to business-critical information without having to switch systems.

At the same time, teams benefit from bidirectional data and document processing between DocuWare and Power BI. Documents, metadata and process information are automatically synchronised and transferred into analytical models. This makes it possible, for example, to precisely track the turnaround times of individual document types in the approval process, identify bottlenecks in workflows or highlight differences between departments.

This reveals which documents remain in certain process steps for particularly long periods, where queries arise, or which approval stages are causing delays.

These insights enable targeted optimisation of workflows, well-informed process decisions and continuous improvements in efficiency in day-to-day operations.

Documents from DocuWare are securely made available for analysis in Power BI, whilst analysis results and process metrics can in turn be fed back into DocuWare – for example, to automate workflows or to enrich case files with KPIs and insights. This creates a closed data loop between operational document processing and analytical evaluation.

At the same time, documents and metadata are automatically consolidated, duplicates are reduced, and the data is enriched with context-related information. This creates a robust data foundation for precise analyses, better forecasts and significantly higher-quality decision-making.

The integration thus establishes a direct link between the operational document environment and strategic data analysis – ensuring maximum transparency, measurable process improvement and data-driven business management.

Key features of the DocuWare Integration for Power BI

Can be used across platforms, devices and clients

Use the DocuWare–Power BI integration across browser, desktop and mobile dashboards to enable consistent access to documents, metadata and process data. This enables seamless collaboration between specialist departments, sites and organisational units – particularly in complex corporate structures with multiple companies or branches. Data and documents are available at all times wherever they are needed for analysis and decision-making.

Intelligently analyse data, documents and versioning

Work directly in Power BI with linked document, process and metadata from DocuWare, whilst benefiting from audit-proof traceability, structured data histories and auditable process information. Every change to documents or workflows is transparently recorded in the database and can be analysed directly in dashboards. This allows, for example, lead times, processing statuses or bottlenecks in processes to be analysed precisely – and ‘black box’ processes become fully transparent.

High scalability

From individual departments right through to company-wide BI landscapes, the DocuWare–Power BI integration scales flexibly to meet your requirements. At the same time, the DocuWare integration offers data-sovereign data exchange, governance

Benefits of our DocuWare interface for PowerBI, Microsoft

Greater transparency and data-driven decision-making

All teams work with a uniform, consistent database comprising documents, metadata and process information. In Power BI, this results in complete transparency regarding workflows, versions and process histories. Every document movement can be analysed – including processing times, status changes and responsibilities. This creates a reliable ‘single source of truth’ for operational and strategic decisions.

Faster analyses & optimised processes

Documents, metadata and process data from DocuWare are available in Power BI for analysis in near real time. Teams can visualise and analyse bottlenecks, lead times and process steps directly. This means inefficiencies are identified early on and workflows are optimised in a targeted manner – from the processing time of individual documents right through to the performance of entire business processes. As a result, decisions are made significantly faster and on a more informed basis.

Improved compliance & end-to-end process control

All document-related processes remain archived in DocuWare in an audit-proof manner and are simultaneously analysed in Power BI in an auditable format. Authorisations, process steps and changes are fully traceable and presented transparently in dashboards. This creates a combination of secure archiving and analytical control that meets regulatory requirements whilst enabling continuous process improvement.

DocuWare
Integration for PowerBI– General

The DocuWare–Power BI integration enhances your existing data and analytics environment with powerful document and process intelligence. Users can capture and manage documents, metadata and process information in DocuWare, whilst Power BI provides powerful visualisation, analysis and KPI evaluation in the background.

Documents and data are automatically structured, processes are linked together and enriched with valuable metadata (insights). This enables information to be analysed more quickly, clearly assigned and efficiently reused for reporting and decision-making processes. Teams thus work on a consistent, robust data foundation without isolated information silos or disconnected process data.

The integration supports bidirectional synchronisation: documents, metadata and process data from DocuWare are fed into Power BI dashboards, whilst analysis results and key performance indicators can in turn be fed back into DocuWare. This creates a closed data loop between operational document processing and strategic analysis.

By combining DocuWare’s structured document and process management with Power BI’s powerful analysis and visualisation capabilities, a balanced interplay of operational efficiency and data-driven decision-making is achieved – whilst maintaining full data sovereignty.

The DocuWare–Power BI integration is available for cloud and hybrid data architectures and integrates seamlessly into existing Microsoft and enterprise environments.

System requirements

Depending on the deployment model, the following requirements apply:

  • Power BI users require an active user account in the system

  • A dedicated DocuWare integration licence is required for the full range of functions and enables cost-effective operation

  • The use of the latest, supported versions of Power BI and DocuWare is recommended for optimum compatibility

General requirements

  • Secure authentication for system access is required, including support for SSO environments

  • Correct configuration of user roles and permissions is essential to ensure controlled document access in both systems

  • An active connection between DocuWare and OneDrive services is required for cross-system synchronisation

  • Support with implementing these requirements can be provided if required

System requirements

The DocuWare integration for OneDrive is designed for modern collaboration environments and supports both browser-based and desktop-based access scenarios.

The integration is fully compatible with cloud, on-premises and hybrid deployments, enabling flexible implementation strategies to suit your organisational requirements. Incidentally, the integration can be used on Windows, Linux or macOS.

Frequently asked questions

Which documents can be exchanged via the DocuWare interface?

Documents can be transferred to and from DocuWare via the interface. DocuWare can be used as both a source and a target system.

The following are among the possible connected source or target systems:

  • CAS genesisWorld
  • Windows file server
  • Microsoft SharePoint
  • FTP, SFTP, or FTPS

In addition to the documents themselves, metadata (index fields) can also be transferred bidirectionally – that is, to and from DocuWare.

Typical examples are:

  • Invoice number
  • Amounts
  • Project participants
  • Status information

Yes, the interface is multi-tenant capable and can process multiple clients cleanly and separately.

A truly unique feature:

The interface acts on behalf of the actual user, not as a technical interface user.

Example:

  • If you create a document in genesisWorld and also have a DocuWare account, your name—not the interface user—will appear in the DocuWare change history.
  • This is a significant advantage, especially from an auditing and compliance perspective.

Yes. The interface allows for selective work:

Transfer of only specific document types
Transfer of only changes instead of entire datasets

This ensures that data is only transferred where it is actually needed.

Examples:

  • Customer-related documents from DocuWare to SharePoint
  • Quotes from the CRM to DocuWare

No. To reduce storage costs, a link to DocuWare can be transferred instead.

The document can then be opened directly in the CRM—without duplicate storage.

A very new and powerful feature:

Simply set an out-of-office message in Outlook 365.

This message is automatically transferred to DocuWare, so that:

  • Tasks go directly to your designated substitute
  • escalations don’t occur after several days
  • no duplicate absence management is required

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