Question:
How do I work with the new DocuWare ID on and within the website and linked features?
Answer:
1. What is a DocuWare ID and what functions are associated with it?;
1.1 General functions
1.2 Special functions for DocuWare Partners
2. How do I create my DocuWare ID?
2.1 Create a DocuWare ID
2.2 Link yourself to a company
2.3 Invite new people to the company
3. How do I manage my DocuWare ID?
3.1 Create team rights for DocuWare customers
3.2 Create team rights for DocuWare Partners
- Why can't I log in to the Support Portal? DocuWare ID is available.
- How can I remove my assignment to a company?
- How can I remove the assignment of other members to a company?
- Only for Partners: How do I keep my certification after changing companies?
- Only for Partners: I have a DocuWare ID and cannot access DocuWare Academy features and content after logging in.
- Why can´t I see customer informations in My Business?
1. What is a DocuWare ID and what functions are associated with it?
In addition to access to your Web Client, you have a personal DocuWare account, which is your DocuWare ID. This personal account gives you access to many special services for DocuWare customers, such as support. Please see more on this below. To use the full feature set, you must link your personal account to a company.
This gives you access to the following functions:
- Access to the DocuWare Support Ticketsystem. Communicate directly and easily with our experts.
- Remote maintenance via TeamViewer for fast troubleshooting
- Create and reply to posts in the Community forums. Share your experiences with other DocuWare users.
1.2 Special functions for DocuWare Partners
As a DocuWare Partner, you can access two additional options:
- Participate in DocuWare Academy courses
- Manage employees and DocuWare customers and employees in the business unit via "My Business"
Choose your role below and learn how to create a DocuWare ID step by step and link it to your companies.
2. How do I create my DocuWare ID?
2.1 Create a DocuWare ID
1. On the DocuWare website, click "My Account" and select "Register for Free."
2. Enter your email address and a secure password.
3. You will automatically receive an email with a code to enter on the registration page. If you don't receive an email, please check your junk mail folder.
4. Now you can click on "My Account" and complete your personal profile under "General."
In the next step, link your personal account to your company. This step is necessary to complete your set up.
2.2 Link yourself to a company
Note: Only members of the "Administration" or "Management" teams have the right to invite new people to a company. Here you can learn more about rights management.
1. To link yourself to a company, you need to be invited by email from a member of the “Administration” or “Management” team. Check your junk mail folder if needed.
2. After accepting the invitation, you will be redirected to the invitation page.
3. Fill in all required fields to complete the invitation.
4. Confirm that the company name is correct and give your consent to share your personal information with your new colleagues.
5. Congratulations! You are now linked to your company.
2.3 Invite new people to the company
Additional people can only be invited by members of the "Administration" and "Management" teams, and they are automatically added to the "Collaborations" team.
1. If you are a member of "Administration" or "Management," log in to "My Account“ and go to the "Company" section.
2. Specify the company to which you want to invite someone.
3. Select "Manage people" and "Invite new people."
For more information on rights management, see article → 3. How do I manage my DocuWare ID?
4. Enter the email address of the person who will be joining the company.
5. Your invitation is on its way to the recipient!
6. If you want to invite more people, just click on "Invite more."
Note: The members of the "Administration" and "Management" teams are automatically notified by email when invitations have been sent and accepted.
3. How do I manage my DocuWare ID?
Which rights an employee has is determined by their team membership. Permissions are predefined for each team and cannot be edited.
You can access a summary of the team rights at any time via the side menu in "Manage people."
3.1 Create team rights for DocuWare customers
DocuWare customers have three different teams—see the screenshot below.
Only members of the "Administration" or "Management" teams have the right to change team rights of company members.
If you are on the "Administration" team, you cannot demote administrators or promote members to the "Administrator" team.
In the DocuWare ID customer area, employees can be assigned to three teams—Administration, Management, and Collaboration.
To change the team rights, do the following:
1. Log in to "My Account“ and go to the "Company" section.
2. Specify the company where you want to change the rights of a member.
3. Select the member whose rights you want to change.
4. In the menu assigned to the member, select "Change team."
5. Specify the team to which the member should belong. This will change the team rights of the selected member.
3.2 Create team rights for Partners
A DocuWare Partner company can assign employees to four different teams. Depending on the team membership, employees receive different, predefined permissions, which cannot be changed. Only members of the "Administration" or "Management" teams have the right to change team rights of company members. If you are on the "Administration" team, you cannot demote administrators or promote members to the "Administrator" team.
As a Partner, 4 rights teams are available to you: Administration, Management, Licensing, and Collaboration.
To change the team rights, do the following:
1. Log in to "My Account" and go to the "Company" section.
2. Specify the company where you want to change the rights of a member.
3. Select the member whose rights you want to change.
4. Go to the member's menu and select "Change team."
5. Select the team to which the member should belong.
6. This will change the team rights of the selected member.
- I have a DocuWare ID, but why can’t I log in to the Support Portal?
To complete your DocuWare ID registration, you need to link your personal account to your company. Contact your system administrator and follow the steps below: Link yourself to a company
Note: If you are linked to several companies and you remove the link, then the links to all other companies will also be removed. You can remove additional companies without affecting other links.
1. Log in to "My Account" and go to the "Company" section.
2. Select the company you want to remove the link from and click "Remove."
3. The link to this company is now removed and will no longer be displayed in your DocuWare ID. To re-link your account to this company again, another invitation is required.
Note: Only members of the "Administration" or "Management" teams have the right to remove members from a company.
This feature can be used to remove, for example, an employee that no longer works for a company.
1. Log in to "My Account“ and go to the "Company" section.
2. Specify the company from which you want to remove a member.
3. Then click on "Manage people."
4. Identify the member you want to remove.
5. Select "Remove" in the member menu.
6. The member has now been removed from the company.
If you change employers, change your email address (DocuWare ID) and company links as follows:
1. Log in with your existing DocuWare ID (login.docuware.com).
2. Change the email address of your DocuWare ID under My Account > Account.
3. Go to My Account > Company and remove the link to your former employer (if this has not already been done by them).
4. To complete the company change, a member of the Administration/Management team (of the new company) must send an invitation link to your updated email address under My Account > People.
5. Once you have accepted the invitation, you will be linked to the new company.
6. Then you will also find your certifications in the Academy with your updated email address and newly linked company.
To complete your DocuWare ID registration, you need to link your personal account to your company. Contact your system administrator for this and follow the steps below: Link yourself to a company
- Why can´t I see customer informations in My Business?
If you are not able to see your customers listed in My Business, please make sure to check this KBA