Everything you need to understand, implement, and integrate DocuWare — from core concepts and terminology to a full REST API reference.
DocuWare is a cloud-native Document Management System (DMS) and workflow automation platform used by thousands of businesses worldwide to digitize, centralize, and automate document-based processes.
At its core, DocuWare replaces paper-based, email-driven, and siloed document workflows with a secure, searchable, auditable digital archive — backed by a fully documented REST API that allows deep integration with ERP systems, custom applications, and third-party services.
Documents stored in DocuWare carry structured index fields (metadata) that enable precise search, automated routing, compliance archiving, and version tracking — all within a governed, access-controlled environment.
Understanding these building blocks is essential before working with the DocuWare API.
The primary long-term storage container for documents. Each cabinet defines its own index fields (metadata), access permissions, dialogs, and retention rules. Think of it as a strongly-typed document database — every document stored inside carries a structured set of fields like DOCUMENT_TYPE, VENDOR_NAME, or INVOICE_DATE.
A temporary staging area (also called a "basket") where documents land before being formally indexed and filed into a file cabinet. Trays are ideal for capture workflows — scan or upload a document, review and fill in index fields, then transfer it to the appropriate cabinet.
Structured metadata fields attached to every document in a file cabinet (e.g., DOCUMENT_TYPE, VENDOR_NAME, AMOUNT, STATUS). Index fields power full-text and field-based search, drive workflow routing, and are used in API conditions like DOCUMENT_TYPE=Invoice.
A configured view or form for a file cabinet. Dialogs tell DocuWare which fields to show, validate, or require for a given operation. There are four dialog types: Search (find documents), Store (upload + index), Info (view metadata), and TaskList (workflow task views).
The top-level tenant entity in DocuWare. An organization contains all file cabinets, users, groups, roles, workflows, and stamps. On DocuWare Cloud, each customer account maps to exactly one organization. On-premises deployments can host multiple organizations on one server.
A digital annotation template that can be applied to document pages — commonly used for approval or rejection markers (e.g., "APPROVED", "PAID", "REJECTED"). Stamps can carry dynamic field values and are stored as annotation layers on the document.
An automated business process that routes documents through a sequence of steps — assignments, decisions, notifications, and field updates. Workflows are triggered by document events (e.g., store, field change) or started manually via the API.
DocuWare uses OAuth 2.0 Bearer tokens for all API access. Supported grant types include password (username + password), dwtoken (DocuWare Login Token), trusted (impersonation, on-prem only), and windows (Windows Auth, on-prem only). Tokens are scoped to docuware.platform and expire in 1 hour by default.
Documents arrive via scan, email, upload, or API. They land in a Document Tray for staging.
Index fields (metadata) are filled — manually, via intelligent capture, or from your ERP — making documents searchable.
Documents are transferred from the tray into the appropriate File Cabinet with full audit trail.
Workflows route documents for approval, trigger notifications, update fields, and apply stamps.
Search, download, and integrate documents via the REST API or DocuWare's native UI from any device.
DocuWare is used across industries wherever structured document management and process automation matter.
Capture vendor invoices via email or scan, extract key fields (vendor, amount, due date), route through a multi-step approval workflow, and archive the approved invoice with payment status stamped on it.
Store employee contracts, onboarding paperwork, performance reviews, and compliance certifications in a secure, access-controlled cabinet. Automate retention policies and trigger reminders for expiring documents.
Archive signed contracts with metadata like parties, start date, and expiry date. Build expiry-date alerts into workflows, search contracts by vendor or status, and download PDFs on demand via the API.
Manage patient records, lab results, and insurance documents with strict access controls and audit trails. DocuWare's version history and annotation layers satisfy HIPAA archiving requirements.
Use the REST API to connect DocuWare directly with SAP, Dynamics 365, or custom ERP systems — automatically archiving documents when transactions occur, fetching invoice PDFs from the ERP UI, or triggering workflows based on ERP events.
Manage project drawings, inspection reports, permits, and change orders across job sites. Field teams upload photos and signed documents from mobile, which flow automatically into structured cabinets indexed by project, date, and type.
https://{org}.docuware.cloudExplore the full REST API reference — all endpoints, parameters, and example responses.