DocuWare is getting a major update in 2026, with a new look, new AI features and improvements to the way documents are captured, processed and accessed.
If you already use DocuWare, you might be wondering what this means for you. And if you’re considering document management software, you may be interested in what the latest version has to offer.
The new DocuWare is due to launch for DocuWare Cloud in autumn 2026, with an on-premise version following later.
Here’s a look at some of the main changes and, more importantly, what they could mean for your business.
This video covers a full demo:
One of the first things existing users will notice is the new interface.
DocuWare has been redesigned to make it easier to navigate and work with documents. Searching, accessing information and managing documents should feel more straightforward, with a cleaner interface across different devices.
Accessibility has also been taken into consideration, with the new interface designed around WCAG 2.2 AA guidelines.
For businesses, this matters because document management software needs to work for everyone using it. The easier it is to find and use information, the more likely people are to make it part of their everyday processes.
AI is probably the biggest change coming to DocuWare.
The new version introduces DocuWare Aura, an AI assistant built into the platform.
Aura can help users work with the information already stored in DocuWare. This includes finding information, summarising documents, answering questions and comparing content.
For example, rather than opening several documents to find a particular piece of information, users will be able to ask questions about their stored content and get the information they need more quickly.
This could be particularly useful for businesses with large volumes of documents where finding the right information can take time.
AI isn't replacing the document management system. It is being added to it to make the information within it more useful and easier to work with.
The new DocuWare also brings changes to Intelligent Document Processing, or IDP.
IDP allows businesses to capture information from documents without relying on someone to manually read and enter all the details.
This is already used for processes such as invoice processing, where information can be extracted from an invoice and used to start an automated workflow.
The new DocuWare expands these capabilities with improved OCR, handwriting recognition and AI-based extraction.
Documents can be classified automatically and information can be extracted from them without needing every document to follow exactly the same format.
This is important because business documents aren't always neat and predictable. Invoices, forms, applications and other paperwork can all arrive in different layouts and formats.
The better software is at understanding those documents, the less manual work is needed.
Accounts Payable is one area where these improvements could make a noticeable difference.
Invoices can be captured automatically, with information such as supplier details, invoice numbers, dates and amounts extracted from the document.
That information can then be used within a workflow for checking and approval.
When combined with an ERP or finance system, the aim is to reduce the amount of data entry involved and keep invoices moving through the process.
For businesses processing hundreds or thousands of invoices, even small improvements can make a significant difference to the amount of time spent on routine administration.
The way we work has changed, and document management needs to keep up.
The new DocuWare mobile app makes it easier for users to access documents and carry out tasks when they're away from their desk.
Users will be able to access and share documents, deal with workflow tasks, receive notifications and import documents using their mobile device.
This could be useful for anyone who spends part of their working day away from the office.
A manager can approve a document while they're out of the office. Someone working on site can access the information they need without having to return to their desk.
It keeps documents and workflows moving rather than putting them on hold.
This is likely to be one of the main questions for existing DocuWare customers.
The move to the new DocuWare isn't a case of starting again or moving all your documents into a completely different system.
DocuWare has confirmed that existing data and settings can be used with the new version and that a technical migration isn't required.
There will also be a transition period where the classic and new versions can run alongside each other.
This gives businesses time to get familiar with the new interface and decide when they're ready to move across.
It's worth keeping an eye on future developments, though. New features and enhancements will be developed for the new DocuWare, so existing customers will eventually want to make the move to take advantage of what's being introduced.
The new DocuWare is expected to launch for DocuWare Cloud in autumn 2026.
The on-premise version will follow.
If you're an existing DocuWare customer, your DocTech contact can help you understand when the changes are likely to affect your system and what you need to do.
The new features aren't just about making DocuWare look different.
The bigger change is the way businesses can work with the information they store.
Document management has traditionally focused on getting paper documents into a digital system so they can be stored, searched and accessed more easily.
That's still important, but businesses now expect more from their software.
Documents can be captured automatically, information can be extracted, workflows can be triggered and systems can share information with each other.
AI adds another layer by making it easier to find and understand the information contained within those documents.
This could have applications across almost every part of a business.
Automate invoice capture and approval, reduce manual data entry and connect documents with your finance or ERP system.
Keep employee records and documentation securely stored, with controlled access and automated processes.
Manage tenant, property, compliance and maintenance documentation in one secure system, with workflows helping to keep important processes moving.
Keep production, quality, supplier and purchasing documentation together and make information easier for teams to access.
Manage rental documentation, delivery notes, inspection records, invoices and other paperwork while integrating with rental and business management systems.
Store and manage documents such as CMRs, delivery notes, manifests and invoices, with information available when and where it's needed.
It's easy to see AI mentioned everywhere at the moment, but the important question is whether it solves a real problem.
For document management, there are some obvious areas where it can help.
Businesses have huge amounts of information sitting in documents, but finding something specific can still mean opening files, searching through PDFs or asking colleagues where something has been saved.
AI can make that information easier to access.
There is also the processing side. The more accurately software can understand documents and extract information from them, the more processes can be automated.
For us, that's where AI becomes interesting. It's not about adding AI because it's the latest technology. It's about reducing repetitive work and making information easier to use.
The new DocuWare is the next generation of the DocuWare document management platform. It includes a redesigned interface, new AI functionality, enhanced Intelligent Document Processing and an updated mobile app.
The new DocuWare is planned for release for DocuWare Cloud in autumn 2026. An on-premise version will follow.
No. DocuWare has confirmed that a technical migration isn't required. Existing data and settings will be used with the new version.
No. There will be a transition period during which the classic and new versions can run alongside each other.
DocuWare Aura is the new AI assistant built into DocuWare. It can help users find information, summarise documents, answer questions and compare content stored within the system.
Intelligent Document Processing, or IDP, uses technology to capture and understand information from documents. It can identify documents, extract data and pass information into automated workflows, reducing the need for manual data entry.
Yes. The new DocuWare includes an updated mobile app, allowing users to access documents, manage workflow tasks, receive notifications and import documents while away from their desk.
Yes. The initial release is for DocuWare Cloud, with an on-premise version planned to follow.
The new DocuWare uses the same data and settings as the classic version. Existing customers will also have a transition period to move across to the new platform.
There's no need to make an immediate change, but it is worth understanding what's coming.
If you've been using DocuWare for several years, the new interface and features will be a change for your users. It may be a good opportunity to review how you're currently using DocuWare and whether there are processes that could be automated or improved.
If you're already using DocuWare, the new version gives you more tools to work with the information you're already storing.
If you're looking at document management for the first time, the new features are another reason to look beyond simply replacing paper files with digital ones.
The biggest benefits usually come from looking at the processes around your documents.
Where are people still entering information manually?
Which documents are being emailed around for approval?
How long does it take to find information?
Are documents being stored in different places?
Could your finance, ERP or other business systems be connected to your document management system?
These are the sorts of questions we help businesses answer at DocTech.
We've been working with DocuWare for more than 30 years, helping businesses put document management and workflow automation into practice.
We work with organisations across a range of industries, from finance and manufacturing to housing, plant hire and logistics.
If you're already using DocuWare and want to understand what the new version means for you, or you're looking at document management for the first time, get in touch with the DocTech team.
We can talk through what you're currently doing, where the problems are and where DocuWare could help.