Match every output to its receiving role.
ENG-024_0007.tifMatch the file cabinet and index rules
DocuWare describes indexing as the extraction or assignment of metadata such as a date, client name, or invoice number. Before scanning and indexing are released, the customer administrator identifies the file cabinet, dialog or index fields, data types, required values, lookup rules, controlled lists, and the meaning of each document class used in the project.
We also capture the chosen document-splitting convention, source or staging path, expected file formats, OCR output, and responsible access owner. These details allow the production team to use consistent identifiers and values while preserving an exception route for incomplete dates, ambiguous names, or values that do not match a customer lookup.
Prepare for the workflow your team selects
DocuWare documents several integration mechanisms, including CSV index-data export, document and index-file export, web services, and JSON webhooks. They serve different configurations and purposes. The project therefore identifies whether the prepared package will support Desktop Apps, Platform Service/API, a watched process, or another customer-approved workflow before delivery is configured.
A neutral metadata sidecar and reconciliation manifest remain valuable even when values are also supplied through the selected workflow. The field map documents file path, index value, data format, repeatability, lookup behavior, and exception status. No single package format is assumed to be a direct import format for every DocuWare environment.
- File cabinet and field labels supplied by the administrator
- Index values normalized to the approved formats and lookups
- Record IDs, file paths, OCR status, and checksums retained for reconciliation
Confirm the package with a test batch
A representative batch verifies field assignment, document boundaries, file readability, and the customer-selected delivery process. The administrator validates destination permissions and any cabinet-specific rules; National Microfilm compares expected and delivered record IDs, files, and exceptions. Once the test and acceptance criteria are approved, the same documented map guides production delivery.
Illustrative DocuWare field map
This example is a planning aid. The final field labels, values, and lookup behavior are confirmed in the target file cabinet.
| Prepared field | Example value | File-cabinet mapping review |
|---|---|---|
| record_id | NM-000518 | Reconciliation identifier |
| document_type | Invoice | Approved index field or classification |
| vendor_name | Acme Supply | Lookup-aware index field |
| document_date | 1954-04-21 | Date index field |
| relative_path | pdf/NM-000518.pdf | Selected workflow reference |
Common questions
Can you match our DocuWare index fields?
Yes. We work from the file cabinet fields, field types, lookup rules, and values your administrator approves, then verify the map with a representative batch.
Is CSV always the DocuWare import format?
No. DocuWare supports distinct integration mechanisms. The project uses the customer-selected workflow and documents how the prepared files and index data will be supplied to it.
Sources & further reading
These references explain technical formats, standards or destination requirements. They do not imply endorsement of National Microfilm.