Validation Service for DocuWare
Validation Service for DocuWare
An archive is only as good as its index data — and mistakes made at storing time cost you later, in every search and every workflow. Our validation service checks index data exactly where it is created: directly at storing time or in the index dialog. DocuWare hands the field values to the service, which runs arbitrarily complex, customer-specific rules — and users get the feedback immediately in the DocuWare client, before anything wrong lands in the archive.
What the validation service delivers
Checking at the source
Validation kicks in at the store and the index dialog: only when all rules are met is the document stored or the change accepted. The error message appears directly in the DocuWare Web Client — phrased clearly, so users immediately know what to correct.
Arbitrarily complex rules
The validation logic is real code — and therefore not limited to simple formulas:
- Dynamic required fields: mandatory depending on document type or other field values — e.g. amount only on invoices, project only on quotes
- Format checks: barcode and document number formats, number ranges per company, date rules (e.g. due date in the future)
- Duplicate check: via DocuWare search, whether an invoice with the same number, date and supplier already exists
- Matching against third-party systems: G/L accounts, cost centers, supplier or employee master data — against databases or lists
- Customer-specific logic: anything that can be expressed in code — such as expense rules per employee and rebilling
Hosted where you need it
The service runs either in our data center — you don’t have to worry about a thing — or directly on your system. It works with DocuWare Cloud and on-premise alike; DocuWare only needs the URL of the validation service.
Quickly adapted, cleanly operated
New rules are added quickly without rebuilding the DocuWare configuration — the logic lives centrally in the service and can be controlled separately per store dialog and file cabinet. It runs as a service; changes stay documented and traceable.
Four steps to validated storing
From the rule to the message in the store dialog.
Define rules
Which fields, which logic, which messages — we capture your storing rules together.
Implementation
The service is built with your validation logic — including matching against master data or third-party systems.
Registration in DocuWare
The validation URL is registered on the desired store and index dialogs.
Operation
Hosted by us or by you — rules are adapted continuously as your processes change.
At a glance
- Validation at store and index dialogs
- Error message directly in the DocuWare client
- Dynamic required fields & format checks
- Duplicate check via DocuWare search
- Matching against master data and third-party systems
- Customer-specific logic without limits
- Hosting: our data center or your system
- For DocuWare Cloud and on-premise
Frequently asked questions
How does the validation work technically?
DocuWare can register a validation web service on store and index dialogs. When saving, DocuWare sends the index values to our service; it checks them against your rules and responds with OK or an error message — which the user sees immediately in the client.
What can be checked?
Practically everything: from dynamic required fields per document type to number ranges, format and date rules, duplicate checks and matching against G/L account, supplier or employee lists. The logic is code — not limited to formulas.
Where does the service run?
Either hosted in our data center or directly on your system — on-premise as well as in the cloud. DocuWare only needs the reachable URL of the service.
Does it work with DocuWare Cloud?
Yes. The validation service only has to be reachable for your DocuWare environment — for cloud deployments we typically host it in our data center.
Does validation slow users down?
Quite the opposite: the check takes a moment — and saves the corrections that wrongly stored documents cause later. Users get a clear message immediately instead of a data problem afterwards.
Secure your index quality now
Tell us your storing rules — we will show you the validation live in the store dialog.
Contact us now