Config
This section documents how to configure and administer a Docwize deployment. It covers the settings that determine how Docwize behaves for everyone who uses it: who can access the system, what data it captures, how documents move through processes, and what reporting and interfaces are available.
For day-to-day usage guidance — uploading documents, completing action requests, using the inbox — see the User Docs section instead.
Who this section is for
| Role | What they typically configure |
|---|---|
| System administrator | Users, groups, permissions, access control |
| Implementation lead | All areas, in sequence, for a new deployment |
| Configuration manager | Custom fields, records, workflows, templates, data views |
| Technically confident user | Query Builder, Jinja templates, API integration |
Before you start
- Administrative access is required. Configuration areas are restricted to users with the appropriate admin permissions.
- Many configuration changes may affect users as soon as they are saved. Confirm the expected impact before changing workflows, permissions, or templates in a live environment.
- Some areas depend on others. Custom fields must exist before records, workflows, or data views can reference them. Follow the recommended setup order below if you are configuring a new deployment.
- Decisions made early are hard to reverse. Custom field types, record template structures, and access control models are difficult to change once data has been entered. Plan before configuring.
How Docwize configuration fits together
Docwize configuration is layered. Most areas depend on an earlier area being in place first.
The core dependency chain is:
Users and access → Custom fields → Records, workflows, and data views → Generated outputs
- Users, groups, and access control determine who can see and act on documents. These should be planned early, especially before content is added or processes go live.
- Custom fields define what additional data Docwize captures alongside each document — for example, an invoice template might include Supplier, Amount, and Approval Status fields. Most other configuration areas — records, workflows, the Query Builder, and charts — depend on custom fields being defined first.
- Records define structured data-entry forms and may use configured fields, sections, and workflow actions. They control how data is captured and how documents are submitted into processes.
- Workflows define how documents move through review, approval, and processing steps. They can reference custom fields, be triggered via record submissions, and be connected to inbound email rules via Email Influx.
- Jinja templates generate document outputs — emails, reference numbers, Word documents, and stamps — using data captured in custom fields.
- Query Builder, Chart Builder, and Interface Builder turn custom field data into visual dashboards. The Query Builder defines the datasource; the Chart Builder turns that into a chart; the Interface Builder combines charts and custom fields into a dashboard visible to users in Explorer. See Overview — How the Tools Connect for the full pipeline.
Recommended setup order
For a new deployment, configure areas in this order. Each step may depend on earlier steps being in place.
| Step | Area | Notes |
|---|---|---|
| 1 | Users and groups | Required early; permissions and access control build on this |
| 2 | Permissions and access control | Defines what each user and group can see and do |
| 3 | Custom fields | Required by most other areas — records, workflows, data views |
| 4 | Lookup lists | Needed before dropdown-type custom fields are put into use |
| 5 | Record templates | Define data-entry forms; may use custom fields and workflow actions |
| 6 | Workflow templates | Configure after custom fields and records are stable |
| 7 | Email Influx rules | Requires workflows to exist first |
| 8 | Jinja templates | Configure after custom fields are stable |
| 9 | Query Builder datasources | Requires custom fields to be in place |
| 10 | Charts and interfaces | Requires Query Builder datasources |
Configure when needed:
- Tags — can usually be configured independently of the sequence above. If your implementation uses tags in workflows, dashboards, or reporting, review your tag structure before making changes to an established setup.
- API integration — conditional; configure when connecting an external system to Docwize.
Configuration areas
| Area | What it covers |
|---|---|
| Admin Console | Users, groups, permissions, billing, activity monitoring, and homepage management |
| Access Control | Document-level access: explicit user and group access, folder security, and project security |
| Contacts and Organisations | External contacts, organisations, and distribution lists |
| Projects | Project-based document organisation and access scoping |
| Custom Fields | Custom field templates, field types, relationships, lookup lists, and registers |
| Record Templates | Configurable data-entry forms; may use custom fields, sections, and workflow actions |
| Tags | Document classification tags, managed via the Admin Console |
| Workflows | Workflow templates, nodes, action requests, and workflow initiation |
| Email Influx | Rules that route inbound email into Docwize and trigger workflows |
| Jinja Templates | Email templates, reference number templates, Word templates, and dynamic stamps |
| Query Builder | Virtual views and datasources built from custom field data |
| Chart Builder and Interface Builder | Charts and dashboards built from Query Builder datasources |
| API Integration | API endpoint reference for connecting external systems |
| Dashboards | Chart configuration for dashboard views |
Related configuration
- Overview — How the Tools Connect — how Query Builder, Chart Builder, and Interface Builder fit together as a pipeline
- Access Control — the full model for document-level security: explicit access, folder security, and project security
- Custom Fields — the foundational configuration area; most other areas depend on this
- User Docs — day-to-day usage guidance for front-end users