How to Find and Delete Duplicate Documents in DocuWare

Vikas Cloud Duplicates

Do you know that some software products can scan and archive all the paperwork that flows inside/outside of your company? DocuWare is one such product that has gained a lot of popularity recently. It stores and organizes documents of any type – all in one document pool. DocuWare makes it very easy for workers to work as teams. It reduces manual labor work and automates daily tasks. Thanks to DocuWare, your businesses can save costs and increase productivity.


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Why Should You Delete Duplicate Records in DocuWare?

There are many reasons why you should do it regularly:

  • Deleting duplicate documents would help your business keep the information short, consistent, and up-to-date. And it would reduce storage costs.
  • While working in teams, duplicate documents or records can become messy. For example, your employees might spend more time searching and managing documents. Unfortunately, this can adversely affect the organization’s productivity at large. The reduced productivity can impact the cost and profits.
  • As a business, you often deal with a lot of data. Some of it may be confidential. Unwanted duplicate copies of such data can increase the risk of data breaches. There is more likelihood of someone stealing private information without the knowledge of the administrator.
  • When your data is duplicated, a chance is that multiple employees will perform repetitive actions on similar documents. You can prevent that by deleting duplicate versions.
  • Duplicates can make it hard to analyze the data thoroughly and skew the results, which lead to inappropriate business decisions.

The Problem of Limited Storage Space…

DocuWare does not offer unlimited storage. There are four pricing plans (Base, Pro, Enterprise and Large Enterprise). Each has different segments and unique features.

  • The Base plan offers a 20 GB of storage space, and up to 4 users can use it.
  •  The Pro plan gives you 50 GB of storage and supports up to 15 users.
  • The Enterprise plan offers 100 GB of storage and up to 40 users.
  • The last Large Enterprise plan gives 250 GB of storage and supports up to 100 users.

That is why you need to clean-up duplicates to make room for new storage.

Finding & Deleting Duplicate Documents & Invoices in DocuWare

Now, let’s get back to the steps for deleting duplicates.

Method 1: Using the Duplicate Detection Feature

DocuWare comes with an in-house feature AutoIndex that helps you keep your invoices and other records in a structured manner. By rearranging your records with AutoIndex, you can easily find identical receipts, entries, and labels.

Warning: Backup your invoices and other documents before deleting any potential duplicate records.

  1. Open DocuWare, and sign-in to your account.
  2. Click the AutoIndex icon on the toolbar.
  3. Make sure that your invoices are set up with an index definition. An index definition typically includes your invoice number or transaction amount. But the actual index definition may vary depending on your business type and nature of transactions.
  4. Click the Duplicate Detection tab.
  5. Click the Add Duplicate Detection button.
  6. Select the index definition you set up earlier. If you want to detect duplicate records by custom fields (such as customer name, telephone number, etc.), mark those individual fields one by one.
  7. Start the duplicate search.
  8. Manually review the potential duplicates detected.
  9. After verifying, delete any duplicate records found.

Note: You only need to create an index definition once. You do not need to create an index definition in the next attempts.

Method 2: Using the Sort by File Name Feature (Manual Method)

  1. Sign-in to your DocuWare account.
  2. Click the Documents or Files section depending on the DocuWare version you use.
  3. Sort your documents by their names. You can now easily distinguish the duplicates from the original documents.

Warning:

  • Two documents with the same name may not always be duplicates. Verify their contents to avoid potential data loss.
  • The actual steps may be different depending on the DocuWare version you use.