How Do I Setup & Use the DocuWare Local Data Connector?

What is the Local Data Connector?
The Local Data Conn
ector is a service that runs alongside DocuWare Desktop Service to allow the DocuWare Cloud system to access a local database for Autoindexing or Select Lists. It was introduced with DocuWare 6.10.

Where is the Local Data Connector available?
The Local Data Connector is only available in the DocuWare Cloud.

How do I install it?
Log in to the Web Client and select Desktop Apps.
Run the installer program and scroll down to the Administration options.
Select the Local Data Connector, then press Install.

After installation you will have a new program item “Local Data Connector”.   

You will also see a new service:

Note that the Local Data Connector is installed to run by default as Local System. This is fine for connections to databases where you will provide the user name and login. However, note that if you need to use Windows Authorization to connect to the database, then the DocuWare Local Data Connector service must run as the same user that will be executing the login to the database. Also, the user must be a local administrator on the machine where the service is running.

How do I configure it?
Start the Local Data Connector app.

The first step is to provide the DocuWare Platform your DocuWare credentials.
Press the DocuWare Credentials button and enter your name and password.

Press OK and if your credentials are valid you will get a confirmation message:  

Next you configure the actual data source details. Select Add on the main screen.

Enter a unique name for your DataSource.
Select the database driver type from the list. You can choose MySQL, MSSQL, Oracle, or ODBC.
Enter the database server name.
Unless the database is running on a non-standard port you can leave the port settings at their default.
Enter the database that you wish to access.
At this point you must decide whether you are going to use login name and password, or Windows Authentication.
Remember! If you want to use Windows Authentication then the Local Data Connector Service must run as the same user that will log in to the database.
Now press Refresh to make a connection to the database.
Select the required table from the table list.
Finally select the table where the data is to come from.
Finally press the Add button to complete the configuration.

A note on the data table. You may find that if your table holds a very large amount of data then the connection may fail or there may be problems processing the data with Autoindex or Select Lists.
If this is the case, we recommend that you create a view where the data is filtered to a more moderate level.

Back on the main screen you can see your database connection details.
Note that at this time it is not possible to edit the connection details. If you wish to change anything you need to delete the connection and recreate it, or create a new one.
When you have finished adding data sources, press the “Save Changes” button to store the configurations.

How do I use the Local Data Connector?
The connector can be used for AutoIndex Jobs or Select Lists.

To configure a Select List:
Log in to the Web Client and go to the Configurations page and choose Select Lists.
Select External and then the + to add a new list

Name your list, select the External option and the press the link to open the external selection page.

Press the down arrow to expand the Source box.

Select Choose the Local Data Source from the list.

Now select your data connection from the drop-down list.

Now you will see the database field names that you can choose from.
Select the field or fields (if creating a multi-column list) and press OK

Now you see the data from the field you selected. Your list is now ready to be assigned to a dialog.

To use your data connection for Autoindex, log in to the WebClient configuration site and create a new Autoindex Workflow Depending on your workflow, you may be iterating the external data source, or a file cabinet. Please see the online help for setting up Autoindex Workflows in general.

On the database connection page we select our Local Data Connection Source.

The connection is active when we can see our fields from the database.

Continue to configure the workflow as usual.