DocuWare — Sources — Binom Governance

Copy formulas into the KPI Definition Card, then adapt grain and filters.

Example

Documents stored

How many documents were stored in the period?

COUNT(*) FROM document WHERE StoreDate IN period

Grain: Stored document
Fields: Document.DWDOCID, Document.StoreDate, Document.CabinetId
Dimensions: content_type, file_cabinet

StoreDate from the document header; exclude test/sandbox cabinets.

Adapt: Separate by cabinet for invoices vs contracts vs HR documents.

Example

Open workflow tasks

How many workflow tasks are currently open?

COUNT(*) FROM workflow_task WHERE TaskStatus = 'open'

Grain: Open workflow task (snapshot)
Fields: WorkflowTask.TaskId, WorkflowTask.TaskStatus, WorkflowTask.DueDate
Dimensions: task_status, file_cabinet

Check TaskStatus values per workflow definition.

Adapt: Track overdue tasks (DueDate < today) separately as a backlog KPI.

Revisions count

How many new revisions were created in the period?

COUNT(*) FROM revision WHERE RevisionDate IN period

Grain: Revision
Fields: Revision.DWDOCID, Revision.VersionNumber, Revision.RevisionDate
Dimensions: content_type

Use daily aggregates per cabinet at high volume.

Adapt: Exclude auto-generated OCR revisions from counts.

Storage volume by cabinet

How much storage volume sits in each file cabinet?

SUM(FileSize) FROM revision JOIN document ON document.DWDOCID = revision.DWDOCID GROUP BY document.CabinetId

Grain: Revision (latest per document)
Fields: Revision.FileSize, Document.CabinetId
Dimensions: file_cabinet

Count only the latest revision per document.

Adapt: Report large scan cabinets separately.

Approval stamp rate

What share of stamped documents is "approved"?

COUNT(*) FILTER (WHERE StampType = 'approved') / COUNT(*) FROM stamp

Grain: Stamp application
Fields: Stamp.StampId, Stamp.StampType, Stamp.DWDOCID
Dimensions: stamp_type, file_cabinet

Check StampType values per workflow configuration.

Adapt: Correctly de-duplicate multiple stamps per document (re-review).

Formula overview

Same formulas as a table — copy into KPI cards or SQL drafts.

Label	Formula	Grain	Fields
Documents stored	`COUNT(*) FROM document WHERE StoreDate IN period`	Stored document	Document.DWDOCID, Document.StoreDate, Document.CabinetId
Open workflow tasks	`COUNT(*) FROM workflow_task WHERE TaskStatus = 'open'`	Open workflow task (snapshot)	WorkflowTask.TaskId, WorkflowTask.TaskStatus, WorkflowTask.DueDate
Revisions count	`COUNT(*) FROM revision WHERE RevisionDate IN period`	Revision	Revision.DWDOCID, Revision.VersionNumber, Revision.RevisionDate
Storage volume by cabinet	`SUM(FileSize) FROM revision JOIN document ON document.DWDOCID = revision.DWDOCID GROUP BY document.CabinetId`	Revision (latest per document)	Revision.FileSize, Document.CabinetId
Approval stamp rate	`COUNT() FILTER (WHERE StampType = 'approved') / COUNT() FROM stamp`	Stamp application	Stamp.StampId, Stamp.StampType, Stamp.DWDOCID

Id	Label	Grain	Notes
`content_type`	Content type	document.ContentType	Normalize content type to a small taxonomy.
`file_cabinet`	File cabinet	document.CabinetId	Do not mix cabinets with different index/retention schemas in one report.
`task_status`	Task status	workflow_task.TaskStatus	Distinguish open vs overdue vs completed.
`rights_level`	Rights level	access_right.RightsLevel	Track read/write/delete grants separately for access reviews.
`stamp_type`	Stamp type	stamp.StampType	Approval vs rejection vs review stamps drive different approval KPIs.

PII hotspots

Inventory direct and quasi identifiers for this source — tag, restrict RAW, hash or drop before marts.

Entity	Fields	Classification	Stage treatment	Treatment
User	`UserName, Email`	Direct	RAW: restrict access; Curated: id only; Mart: aggregates only	Organization user master data — name/email only with legal basis; keep UserId as key.
Document owner reference	`OwnerId display name`	Quasi	RAW: id only; Curated: id only; Mart: aggregates only	Owner display resolves to user PII — join only by UserId.
Content indexing full-text (Volltext)	`extracted document text`	Sensitive	RAW: never store; Curated: never; Mart: never	Full text can contain arbitrary document content including third-party PII — never land it in the warehouse.
Preview / viewer cache renditions	`preview image body`	Sensitive	RAW: never store; Curated: never; Mart: never	Preview binaries are derived content — no warehouse load.
Index field values (customer-related cabinets)	`customer/contact name index values`	Quasi	RAW: workforce policy; Curated: aggregates only; Mart: aggregates only	Index field values in customer-related cabinets can contain third-party PII — review per cabinet.

DSDR discovery

Where personal data can hide beyond obvious contact fields — warehouse copies included.

Focus	Notes
Match keys	DWDOCID, UserId, VersionNumber, CabinetId.
Primary objects	Document, file cabinet, index field schema, access right, user — no document bodies, no full text.
Batch / export copies	Cabinet exports and backup copies duplicate document metadata and owner PII.
Test / staging environment copies	Do not mix staging DocuWare instances with prod DMS marts.

Source-specific guidance: what goes wrong, how to prevent it, what staff must know — plus where metadata lives and how to access it.

Data quality guides 6

Prevent issues in the source first. Warehouse checks are a safety net — not a substitute for staff habits.

High DocuWare: document without owner

Problem: Documents without owner distort ACL and ownership KPIs.
Prevent: Create policy: owner required; sync orphan cleanup.
Staff must know: Admins: Set owner on create.
Checks: document.owner_id IS NULL
Fix in source: Assign owner or archive.
Warehouse safety net: Quarantine; Unknown-owner dim.

High Version without parent document

Problem: Versions without document join break storage and version counts.
Prevent: Always load parent id in extract.
Staff must know: Data: Version natural key includes parent.
Checks: revision.document_id IS NULL OR document_id NOT IN dim_document
Fix in source: Re-extract; tombstones for deleted docs.
Warehouse safety net: Quarantine orphan versions.

High ACL without principal

Problem: Permission grants without user/group are dead security ballast.
Prevent: ACL write: principal required.
Staff must know: Security: No empty ACL rows.
Checks: permission.principal_id IS NULL
Fix in source: Clean ACLs.
Warehouse safety net: Flag orphan_acl; exclude from coverage KPIs.

Medium Document without folder/cabinet path

Problem: Documents without filing path distort taxonomy rollups.
Prevent: Default folder/cabinet on create.
Staff must know: Records: Filing path is a required dim.
Checks: document.file_cabinet_id IS NULL
Fix in source: Move into default filing location.
Warehouse safety net: Unknown-folder dim.

Medium Document without MIME/content type

Problem: Missing content type breaks storage-by-type KPIs.
Prevent: Upload: detect MIME; allowlist.
Staff must know: Platform: Persist MIME on ingest.
Checks: document.mime_type IS NULL AND status = 'active'
Fix in source: Backfill MIME.
Warehouse safety net: Unknown mime bucket.

Medium Duplicate document id in extract

Problem: Duplicate keys distort document counts.
Prevent: Idempotent load; check pagination.
Staff must know: Data: Natural key = document_id.
Checks: COUNT(*) GROUP BY document_id HAVING COUNT > 1
Fix in source: Re-extract.
Warehouse safety net: Dedup by latest _loaded_at.

MDM / duplicates 2

Document Document duplicates / rename

Match keys: document_id, external_id, name+folder_path, content_hash_meta
Prevent in source: Stable object id; track renames.
Resolve in warehouse: Golden document_id; name SCD2.
Survivorship: Active document with latest version wins.

User User duplicates

Match keys: user_id, login, email (hashed), external_idp_id
Prevent in source: IdP as source of truth.
Resolve in warehouse: Golden user id; login SCD2.
Survivorship: Active user with latest activity wins.

Product settings to improve 3

Extract / Integration Metadata/ACL/version meta only — no file bodies

Why: Analytics without content leak and volume explosion.
How: Allowlist fields; never land binary endpoints in warehouse.

Security / Permissions ACL export as principal ids

Why: Access KPIs without cleartext mails in marts.
How: Principal id + role; email RAW restricted only.

Records / Retention Track retention labels and legal hold metadata

Why: Compliance KPIs without content bodies.
How: Hold/retention flags + dates; no binary.

Metadata: what exists & how to get it 4

Source-native catalogs for schema, picklists/properties and access paths — not a full dump.

Object / document model

Where in product: DocuWare Platform REST API
How to access: Inventory entities/properties; select allowlist.
Use for: Extract design, PII tags, join keys.
Watchouts: Never select file/OCR bodies.

ACL / permission model

Where in product: DocuWare permissions / ACLs
How to access: Document principal, role, object scope.
Use for: Access facts, orphan-ACL DQ.
Watchouts: Inherited ACLs — SCD2 recommended.

Version metadata

Where in product: DocuWare version history (meta only)
How to access: Version number, size, author id, timestamps.
Use for: Version counts, storage volume KPIs.
Watchouts: No binary streams.

Folder / category taxonomy

Where in product: DocuWare folders / categories / cabinets
How to access: Export hierarchy and codes.
Use for: Taxonomy dims, path rollups.
Watchouts: Renames — SCD2.

Object overview with short descriptions and load guidance — not a full schema dump.

Table	Description	Grain	Load
`document` Document	DocuWare document (DWDOCID) in a file cabinet — document title/content type; content not loaded.	One document (DWDOCID)	Load
`revision` Revision	Revision history — version number/revision date/file size per document.	One revision (DWDOCID + VersionNumber)	Optional
`file_cabinet` File cabinet	File cabinet container — cabinet name and storage dialog configuration.	One file cabinet (CabinetId)	Load
`index_field` Index field	Index field schema per file cabinet (field name/type), not field values.	One index field (FieldId)	Load
`workflow_task` Workflow task	DocuWare Workflow Manager task instance — task status/assigned-to/due date.	One task (TaskId)	Optional
`access_right` Access right	Rights/roles entry — rights level per file cabinet and user.	One right grant (CabinetId + UserId)	Optional
`stamp` Stamp	Electronic stamp instance (e.g. approval/rejection) applied to a document.	One stamp application (StampId)	Optional
`user` User	DocuWare organization user — username/email/organization ID; core master data with PII.	One user (UserId)	Load

Most important fields to load early — not a full schema dump.

Entity	Field	Role	Why
Document	`Document.DWDOCID`	Key	Document join
Document	`Document.CabinetId`	Dimension	Cabinet back-join
Document	`Document.ContentType`	Dimension	Content type
Document	`Document.DocumentTitle`	Dimension	Document title
Document	`Document.OwnerId`	Dimension	Owner back-join (user)
Document	`Document.StoreDate`	Measure	Store date
Document	`Document.ModifiedDate`	Measure	Last modified
Revision	`Revision.DWDOCID`	Dimension	Document back-join
Revision	`Revision.VersionNumber`	Key	Revision join
Revision	`Revision.FileSize`	Measure	Storage volume
Revision	`Revision.RevisionDate`	Measure	Revision date
Revision	`Revision.RevisedBy`	Dimension	Editor back-join
FileCabinet	`FileCabinet.CabinetId`	Key	Cabinet join
FileCabinet	`FileCabinet.CabinetName`	Dimension	Cabinet label
FileCabinet	`FileCabinet.StorageDialogId`	Dimension	Storage dialog back-join
IndexField	`IndexField.FieldId`	Key	Field join
IndexField	`IndexField.CabinetId`	Dimension	Cabinet back-join
IndexField	`IndexField.FieldName`	Dimension	Field name
IndexField	`IndexField.FieldType`	Dimension	Field type
WorkflowTask	`WorkflowTask.TaskId`	Key	Task join
WorkflowTask	`WorkflowTask.DWDOCID`	Dimension	Document back-join
WorkflowTask	`WorkflowTask.TaskStatus`	Dimension	Task status
WorkflowTask	`WorkflowTask.AssignedTo`	Dimension	Assignee back-join
WorkflowTask	`WorkflowTask.DueDate`	Measure	Due date
AccessRight	`AccessRight.RightId`	Key	Right join
AccessRight	`AccessRight.CabinetId`	Dimension	Cabinet back-join
AccessRight	`AccessRight.UserId`	Dimension	User back-join
AccessRight	`AccessRight.RightsLevel`	Dimension	Read/write/delete dim
Stamp	`Stamp.StampId`	Key	Stamp join
Stamp	`Stamp.DWDOCID`	Dimension	Document back-join
Stamp	`Stamp.StampType`	Dimension	Approval/rejection dim
Stamp	`Stamp.AppliedBy`	Dimension	Applier back-join
Stamp	`Stamp.AppliedDate`	Measure	Applied date
User	`User.UserId`	Key	User join
User	`User.UserName`	PII	Name / PII
User	`User.Email`	PII	Email / PII
User	`User.OrganizationId`	Dimension	Organization dim

System and noise objects/fields you typically should not sync into the warehouse by default.

Skip tables / objects

Table	Category	Why
`Document body / attachment file content`	System	Full file bodies — never into the warehouse; revision metadata suffices.
`Content indexing full-text (Volltext)`	System	Full-text PII — metadata is enough for storage/retention KPIs.
`Preview / viewer cache renditions`	System	Derived binaries — never into the warehouse.
`Full activity log (bulk)`	System	Technical activity log — volume, little mart value; prefer meta/agg.

Skip fields / content

Document body / attachment file content — Never into the warehouse — cost/security risk.
Content indexing full-text (bulk) — Can contain third-party PII.
Preview / viewer cache renditions — Binaries without analytics value.
User UserName/Email cleartext in default marts — UserId is enough for DMS KPIs.
Full activity log — Volume — meta/agg instead of full history.

Warehouse-neutral examples for landing (RAW) and curated models — copy and adapt to your dialect. Not vendor SOQL/API DDL.

Landing (RAW)

RAW DocuWare document + user landing

Metadata only — no file bodies; email = PII in RAW.

-- Warehouse-neutral RAW from DocuWare metadata extract
CREATE TABLE raw_dw_document (
  document_id             VARCHAR,
  name                 VARCHAR,
  mime_type            VARCHAR,
  size_bytes           BIGINT,
  owner_id             VARCHAR,
  file_cabinet_id         VARCHAR,
  created_at           TIMESTAMP,
  modified_at          TIMESTAMP,
  status               VARCHAR,
  _loaded_at           TIMESTAMP
  -- no file body / OCR text
);

CREATE TABLE raw_dw_user (
  user_id              VARCHAR,
  login                VARCHAR,
  email                VARCHAR, -- workforce PII
  display_name         VARCHAR,
  active               BOOLEAN,
  _loaded_at           TIMESTAMP
);

RAW version + ACL landing

Version meta + ACL principal ids — no binaries.

CREATE TABLE raw_dw_revision (
  version_id           VARCHAR,
  document_id             VARCHAR,
  version_number       INT,
  size_bytes           BIGINT,
  created_by           VARCHAR,
  created_at           TIMESTAMP,
  _loaded_at           TIMESTAMP
  -- no binary stream
);

CREATE TABLE raw_dw_permission (
  permission_id        VARCHAR,
  document_id             VARCHAR,
  principal_id         VARCHAR,
  role                 VARCHAR,
  inherited            BOOLEAN,
  _loaded_at           TIMESTAMP
);

Curated

Curated fact version

Version KPI grain — parent required; no body.

CREATE TABLE curated_fct_dw_version AS
SELECT
  v.version_id,
  v.document_id,
  v.version_number,
  v.size_bytes,
  v.created_by,
  v.created_at
FROM raw_dw_revision v
WHERE v.document_id IS NOT NULL;

Curated dim document / ACL fact

Doc dim without owner cleartext; ACL as ids.

CREATE TABLE curated_dim_dw_document AS
SELECT
  document_id,
  mime_type,
  size_bytes,
  owner_id,
  file_cabinet_id,
  created_at,
  modified_at,
  status
  -- omit email/display_name joins in default dim
FROM raw_dw_document;

CREATE TABLE curated_fct_dw_permission AS
SELECT
  permission_id,
  document_id,
  principal_id,
  role,
  inherited
FROM raw_dw_permission
WHERE principal_id IS NOT NULL;

Curated measure SELECTs

Documents created, versions, storage, ACL grants — adapt period filters.

-- Documents created in period
SELECT COUNT(*) AS documents_created
FROM curated_dim_dw_document
WHERE created_at BETWEEN :period_start AND :period_end;

-- Versions count
SELECT COUNT(*) AS versions_count
FROM curated_fct_dw_version
WHERE created_at BETWEEN :period_start AND :period_end;

-- Storage volume (bytes)
SELECT COALESCE(SUM(size_bytes), 0) AS storage_bytes
FROM curated_dim_dw_document
WHERE status = 'active';

-- ACL grants per document (avg)
SELECT AVG(grant_count) AS avg_acl_grants
FROM (
  SELECT document_id, COUNT(*) AS grant_count
  FROM curated_fct_dw_permission
  GROUP BY document_id
) g;

Tools

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Playbooks

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