DocuWare Integration with Sharepoint

Overview

Seamlessly integrate your DocuWare workflows into your collaboration processes within Microsoft SharePoint (cloud or on-premises). Our DocuWare–SharePoint integration enables audit-compliant document management, whilst teams can continue to work in their familiar SharePoint environment. It combines structured document control with collaborative flexibility – so teams can work within the interface they are used to. The SharePoint connection to DocuWare ensures transparency, compliance and real-time access to business-critical information – without users having to switch systems.

At the same time, teams benefit from audit-proof document processing, automatic deduplication and enriched metadata (insights), which improve the visibility and usability of documents. Documents stored or accessed in SharePoint are securely archived in DocuWare, thereby ensuring data sovereignty and full traceability of all interactions – and it is precisely this traceability that is notoriously problematic amidst the clutter of folders. That is now a thing of the past.

Key features of the DocuWare Integration for Sharepoint

Can be used across platforms, devices and tenants

Use the DocuWare–SharePoint integration across browser and desktop environments to enable consistent document access and collaboration across teams and organisational units. This is a real boon in organisations with more than one branch.

Edit documents and manage versioning

Work on documents directly in SharePoint whilst utilising DocuWare’s audit-proof versioning, metadata enrichment and audit trails – every change is documented in a traceable manner without compromising the user experience. It has never been easier to do away with file extensions such as ‘fina-final-reallyfinal.doc’.

High scalability and data sovereignty

From small teams to enterprise-wide implementations in global corporations, the DocuWare integration for SharePoint scales effortlessly and ensures compliance with strict data sovereignty and regulatory requirements at all times. To achieve this, we utilise our gid microservices, which carry the ‘Software Made in Germany’ seal of quality.

Benefits of our DocuWare interface for Sharepoint (Microsoft)

Greater transparency & team access

All team members work with a single version of the document and have full visibility of the document history. Naturally, permissions and roles are taken into account. Intelligent deduplication reduces redundancies and boosts the efficiency of collaboration.

Faster workflows & higher process throughput

Documents are immediately available and structured using meaningful metadata (insights). Teams can process, review and share information more quickly – directly within SharePoint. This enables your teams to work faster, more conveniently and more reliably, and your customers will thank you for it, as orders can be processed more quickly.

Improved compliance & secure archiving

All documents are archived in an audit-proof manner, with clearly defined permissions and full traceability. This ensures that regulatory requirements are reliably met, and you’ll be ready for the next audit – whilst the 72-hour deodorant stays in the drawer.

Faster, standardised processes & fewer errors

Avoid duplicate files, reduce manual errors and standardise document processes – whilst maintaining a consistent and structured document lifecycle. There are even users who’ve launched an internal competition based on the smooth workflows – gamification at its best.

Finally, keep track of everything – in an audit-proof manner

Maintain control over your documents at all times through audit-proof archiving. Multiple versions are a thing of the past – for a central ‘single source of truth’ directly within SharePoint. Working with DocuWare is that simple when it’s integrated with SharePoint.

DocuWare
Integration for SharePoint – general

The DocuWare integration for SharePoint enhances your collaboration environment with powerful document management functions. Users can save, retrieve and manage documents directly in SharePoint, whilst DocuWare handles audit-proof archiving, metadata structuring and compliance in the background.

Documents and files are automatically indexed, deduplicated (to avoid duplicates) and enriched with valuable metadata (insights). This makes them easier to find, analyse and reuse. Teams can thus work on a clean and structured document basis without redundant data storage.

The DocuWare integration for SharePoint supports bidirectional synchronisation: documents created or edited in SharePoint are securely archived in DocuWare, whilst archived documents remain available in SharePoint. This preserves the familiar user interface whilst enhancing it with enterprise-grade document management.

Combining SharePoint’s collaboration strengths with DocuWare’s compliance and archiving functions creates a balanced interplay of productivity and control – whilst maintaining full data sovereignty.

The DocuWare integration is available for cloud, on-premises and hybrid environments, thereby supporting a wide variety of IT landscapes.

System requirements

Depending on the deployment model, the following requirements apply:

  • SharePoint 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 current, supported versions of SharePoint 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 SharePoint services is required for cross-system synchronisation

  • Support with implementing these requirements can be provided if required

System Requirements

The DocuWare integration for SharePoint 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 and enables flexible implementation strategies tailored to 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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