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Practical knowledge for Swiss SMEs

Setup & migration

Guides for “Setup & migration” in : step by step, with the place in the menu, the steps and the limits.

Setup & migration

All chapters

Setup & migration

9 guides

Setup

Docu settings

Docu | base › Docu settings

Overview page for all settings of Docu | base: document types, folders, inbox rules, workflows, interfaces, Office extension and procedure documentation. It only shows what you are allowed to open.

Step by step

  1. In the sidebar under “Settings”, choose “Docu settings”.
  2. Open the entry you need, for example “Inbox rules” for automatic scan processing.
  3. Return to the overview with the browser back button or the menu item.
  4. Settings that apply to the whole company (company data, users, mail addresses) are under “Company settings”.

Document types

Docu | base › Document types

Manages document types with fields, filing rules, retention classes and classification keywords. Immediate archiving, deactivation and role restrictions can be set per type.

Step by step

  1. Expand an existing type or use “New document type”.
  2. Set the key, name and retention class.
  3. Enter a filing rule with placeholders and comma-separated keywords.
  4. Define fields as a JSON array with unique field keys.
  5. If needed, select “Archive immediately”, “Sensitive (selected roles only)” with roles, or “Inactive”, then select “Save”.

Set up folders

Docu | base › More functions › Set up folders

Creates real folders once from the filing rules of the document types and files the existing documents. A dry run first shows the folders and the number of documents.

Step by step

  1. Choose “More functions” › “Set up folders”.
  2. In the dry run, check the proposed folders and the number of documents.
  3. Choose “Create folders and file documents”.

Personal storage and emergency access

Docu | base › More functions › Set up folders › Personal storage

Shows employees’ personal storage (without content) and lets Docu administration get read access for 7 days in an emergency.

Step by step

  1. Enter the reason for emergency access for the storage concerned.
  2. Choose “Emergency access (read for 7 days)”.
  3. Use “Open” to read the storage; access ends automatically after 7 days.

Migration & legacy data

Migrate with folders and rights

Docu | base › More › Migration

Takes your previous filing (file server, share, export from another document system) as a ZIP with its folder structure into Docu; rights from a list “berechtigungen.csv”. With a dry run, without duplicates, repeatable.

Step by step

  1. Compress the old filing’s folders as a ZIP, optionally add berechtigungen.csv.
  2. Choose the target folder and start the dry run.
  3. Check the report (new folders, duplicates, unknown people), then “Take over”.

Import existing files

Docu | base › Import existing files

Imports a folder structure from a ZIP file and derives fields from its paths. A dry run reports whether each file is ready, already present, in error or skipped.

Step by step

  1. Select the ZIP file.
  2. Set “Path mapping” to match the folder structure using {firma}, {jahr}, {typ}, {datei} and field keys where needed.
  3. Choose a default document type and select “Dry run”.
  4. Review the report, correct errors, then select “Import”; created documents are filed directly.

Integrations

Connect as drive

Docu | base › Connect as drive

Shows the WebDAV address, creates revocable accesses and explains connecting on macOS and Windows. With folders set up, the drive shows the folders according to your rights and “My storage”; changed file content is saved as a new version.

Step by step

  1. Select “Create drive password” and securely note the password shown only once.
  2. On macOS in Finder, choose “Go” › “Connect to Server …”, enter the displayed address and connect as “Registered User” with the WebDAV credentials.
  3. On Windows in Explorer, choose “This PC” › “Map network drive”, set the drive letter and displayed address, then tick “Connect using different credentials”.
  4. Sign in with the displayed user name and drive password.
  5. Copy new files into “Eingang”, then review them on the web; block unused credentials with “Revoke”.

Office and Outlook extension

Docu | base › Office extension

Connects the Docu extension in Word, Excel, PowerPoint and Outlook to your account. In Office: search, open, file, save as a new version, check out and in; in Outlook: archive mails in the original, file attachments and insert documents as attachments.

Step by step

  1. In Word, Excel, PowerPoint or Outlook, open «Docu | base» in the ribbon.
  2. Enter your organisation's short name and choose «Connect to Docu»; a window opens with this page.
  3. Sign in if needed and choose «Connect»; the window closes.
  4. Administration: download the manifest and upload it in the Microsoft 365 admin center under «Integrated apps».

Interfaces (API keys and webhooks)

Docu | base › Documents › Interfaces

Connects third-party systems such as ERP, intranet or automation to Docu | base: API keys with scopes, companies, IP list and expiry, plus webhooks that notify about new documents, versions or status changes. The API description (OpenAPI) is linked.

Step by step

  1. Open «Interfaces» on the documents page.
  2. Under «New API key» choose name, scopes and optionally companies, IP addresses and validity, then «Create key».
  3. Store the displayed key safely right away – it is only visible now.
  4. For notifications, choose the https target and events under «New webhook» and store the displayed secret in the target system to verify signatures.
  5. «Revoke» keys no longer needed, «Remove» webhooks.

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