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This article illustrates troubleshooting and resolutions for common issues encountered when using document scanners. Issue #1: Scanner Doesn’t Turn On Check the scanner power and USB cables to ensure secure connections. Issue #2: Scanner Drivers Missing or Outdated When scanner drivers are outdated, it may prevent proper function of the scanner. If the drivers are not current, the most recent scanner drivers are available on the Canon or Fujitsu Support Websites. It is essential to make sure that you have the exact model name of your scanner to ensure you get the proper drivers. *Please note that for some scanners the drivers are actually on the scanner for download (plug and play). Canon Scanner Drivers Link Fujitsu Scanner Drivers Link Issue #3: Paper Jams and Feed-Errors Some scanners will display an error code when a paper jam occurs. If a paper jam occurs while scanning take the following steps to clear the jam. The first step is to open the scanner lid. This action is what triggers a reset for the scanner. Even if the paper has been extracted without opening it, you will still need to open the unit to restart. Remove any documents remaining in the feed tray. Pull the open lever and open the front unit toward you; this will vary slightly by scanner model. Remove the jammed document. Close the unit, gently pushing up on both sides until it clicks into place. Some units will require pushing down. Then continue scanning. If a double feed or other feeder jam occurs, clear the jam using the steps described above but also clean the scanner rollers and fan the paper before loading. If you are still having issues, the rollers may need to be replaced. Issue #4: Insufficient Memory If the scanner settings are configured to use a large amount of the computer's memory, scanning may stop if there is insufficient memory. This issue will vary based on the computer’s actual memory size and criteria set in the scanner settings. The more scanner setting options selected, the more resources required. Scanner settings that use a lot of memory include: Color Mode (24-bit) A large page size (i.e., legal, or scanner max) A high resolution 600 dpi Moire Reduction is On Prevent Bleed Through/Remove Background If space is limited on the scanning computer and the error appears, exit the application, adjust the scanner settings (decreasing the resolution or page size) and try scanning again. Issue # 5: Streaks and Splotches Are your scanned images coming through with undesirable white lines or streaks? There could be dust, dirt, correction fluid or glue on the scanner glass. Clean both sides of the scanner glass and the rollers. It is essential to wipe the glass carefully with just enough pressure to clean the area where the lines appear. If the issue is not corrected with a thorough cleaning, the interior glass of the scanner may be scratched, in which case it is best to contact CDI. Follow these steps to clean your scanner glass and rollers: Open the document feed tray and pull the unit toward you. Use compressed air to remove any dust and paper particles from inside the scanner. Clean the scanning glass. Wipe the glass with a cloth that has been damped with water and wrung out thoroughly, then use a soft cloth to wipe away any residual moisture. Clean the rollers, wipe the rollers using water or a light soapy mixture. Then thoroughly dry with a paper or cotton cloth. *Caution: Be sure to keep diamond rings away from scanner glass. Permanent scratches in the glass can occur. Check out this video to see how. Issue #6: Missing or Skipping Pages If the scanner is missing or skipping pages, there are a couple of solutions that you can try. First, check if your scanner has a feed width button, this button adjusts the thickness of the feeder for the paper fed through the scanner. This setting may result in two issues if the incorrect selection is chosen: 1. Pages are missing - If pages are feeding through, but too many are pulled at once, some pages are missed. Remedy this issue by adjusting the feed width button to the narrower setting and try scanning again. 2. Pages are not feeding - If the pages are not feeding at all then maybe the feed width needs button needs to be adjusted to a thicker setting. If the feed width is not the issue, then see if the skip blank pages setting is enabled. If it is turned on you may need to adjust the likelihood of skipping setting up or down. If you do not want any pages skipped, even if they are blank, then change the setting to duplex to scan both sides of all documents. While scanning issues can arise occasionally, following these simple steps could help you minimize any downtime you might experience. If you have gone through the list and have not found a resolution contact the CDI Support Team for further assistance. Resources: www.usa.canon.com

Do you have piles of forms to be scanned and indexed? Consider starting off the new year automating your standardized forms processing with Laserfiche Quick Fields. In this article, CDI Consultant and Trainer, Kyle Knebel goes in depth on the features, benefits, and some real-life examples of how companies are using Quick Fields today. Quick Fields is a solution often overlooked but is beneficial for many organizations, saving users hours in document identification, capture, and indexing. Learning more about the solution is a great place to start our conversation with Kyle and discover what Quick Fields offers. What is Laserfiche Quick Fields? “Quick Fields,” Kyle tells us, “is a powerful and highly customizable data capture solution that uses automation so that you can identify and capture documents, extract information, sort and index the documents, and store documents in a Laserfiche repository.” Can you describe the out of the box functionality available with Quick Fields? There are extensive options when it comes to the Quick Fields solution. Kyles shares, “Without installing additional ‘add-ons,’ Quick Fields comes with the following Image Enhancements: OmniPage OCR - Obtains text from an image and then stores and associates it with the image. Universal Capture - Captures image files from a computer or network drive. TWAIN scanning - Captures images from a scanner. Laserfiche Capture Engine – Captures images and PDFs from a Laserfiche repository. Text Extraction – Extract text from electronic documents (not from image files). Page Size Identification – Based on the dimensions of a page, identifies and assigns these pages to a document class. Page Removal – Removes a blank page or a specified page (like page 1) from documents.” With so many organizations frequently processing high volumes of forms, can you explain which Quick Fields add-on processes might be advantageous? Enhancing the Quick Fields solution with the following add-ons, Kyle shares, “can significantly turbo-charge the processing volume of structured documents. OmniPage ZoneOCR – This process generates text from a specified area of an image. It does not associate any text with the document. It just reads and gives you access to what it reads in a token. If you want text associated with the document, use OmniPage OCR. Form Identification – This process matches an image being scanned with a master form to determine whether the page should be assigned to a document class. If you need to process many applications that have a distinctive layout, this add-on process can enhance the accuracy of the identification. Real-Time Look-Up – This process allows Quick Fields to take a value (or values) extracted from a document and use it to match information in a third party database. When a match is found, data can be used in Quick Fields for page identification, field population, document naming, and document storage. Retrieve PDF Form Content – When dealing with a PDF form with fillable fields, we can use this process to retrieve some of the form values as tokens. These values can then be used in other tasks in the session, like naming the document, populating fields, or storing the document. Barcodes - Many people use barcodes on slip sheets to identify and categorize documents or use barcodes in conjunction with “Real-Time Lookup” to accurately populate many fields based on a number encoded in the barcode that refers to an item in an external database.” What is the importance of image enhancement features like Form Alignment (formerly called Form Registration) and Form Extraction when it comes to Quick Fields Processing? Kyle explains, “These two image enhancements work together to reposition an image so that it is aligned with a master form and then removes the form outline/text so only the typed user input remains. When used with OmniPage Zone OCR, these three processes make data extraction very accurate.” What new feature is available for users in Quick Fields 10.3? “The new multi-value field group names in Laserfiche 10.3 are supported in Quick Fields and Quick Fields Scanning, allowing users to label the related groups,” Kyle says. Can you give an example of how organizations are implementing Quick Fields solutions for Forms today? “Many of our clients deal with quarterly statements and invoices.” Kyle tells us, “We frequently build Quick Fields sessions to process these types of documents. These installations produce a quick return on investment since it significantly reduces the hours needed to process such documents.” What benefits do organizations receive when implementing a Quick Fields solution? According to Kyle, “Implementing Quick Fields provides benefits like reduced employee time spent on manually indexing and filing documents into Laserfiche and increased accuracy with barcode and real-time lookup. Time spent on quality control of the (already separated and indexed) documents, speeds up the intake of documents and make it easier for staff to do their jobs. Quick Fields makes a painstaking task effortless by automating most of the work.” The functionality of Workflow has expanded over the years, can you share some key reasons why an organization would implement Quick Fields and how it differs from Workflow? Looking at the two applications side by side they are very different. Workflow functions on entries once they are in Laserfiche, whereas Quick Fields processes documents during capture. Kyle says, “Although Laserfiche Workflow does have a ‘Retrieve Document Text’ activity that can be combined with ‘Pattern Matching,’ it’s not the same as the Zone OCR module in Quick Fields. Quick Fields is an excellent solution when used on structured documents that have information in the same place on each document. Invoices are a good example. If you need to scan hundreds of invoices, and have values like Vendor Name, Amount, Date and Invoice number pulled from the page; then Quick Fields is an excellent solution for this scenario.” While the needs of each organization vary, there are definite advantages to implementing a solution like Quick Fields when you have standardized documents. Having information pulled correctly from your forms initially, allows documents to easily trigger workflows and creates an even more expansive use of the solution. If you would like more information on Laserfiche Quick Fields contact the Team at CDI.

Laserfiche Solution Contributed by Monica Harding, Accounting & Utilities Finance Supervisor, Matt Ames, IT and Shelly Carter, Finance Manager at the City of Tumwater. Home to one of the oldest permanent American settlements in the region and located at the southern tip of the Puget Sound, is the rapidly growing City of Tumwater, WA. Implementing a paperless process for the City’s Business and Occupation (B & O) tax return filings has been a longtime goal of the Finance Department and City Administrator. Recognizing the benefits of eliminating paper, improving accuracy in both payments and data entry, and accelerating turnaround time, all while ensuring security has been instrumental to their success. The updated process also offers improved convenience for businesses and helps the Finance Department provide even better customer service. Previous Process Initially, the B & O Tax Return filing was an exclusively paper-based process. Monica Harding, Accounting and Finance Supervisor at the City of Tumwater explains, “The tax returns came to the City either by fax or US mail, varying daily from 100-300 envelopes. Staff would open the envelopes individually and sort the contents, which was a very time-consuming process.” The B & O tax forms were then manually entered into their ERP software for cashiering and forwarded over to business license and tax division for sorting and scanning into Laserfiche. The paper process contributed to many issues including numerous mathematical errors due to incorrect entries and calculations. These issues resulted in procedures that required staff to create adjustments, additional billing, or possible refunds for over-payment. Taxpayers were left to their own devices to calculate taxes resulting in frequent errors. New Process Several years of searching for the right solution led city staff to Cities Digital and Laserfiche Forms. The new Laserfiche B & O Tax Return filing e-form allows taxpayers to go online to the City’s website and select the B & O Tax Return, then complete the form and pay their B & O Taxes. The form includes a database lookup, complex calculations, dynamic fields based on form selections, and payment option. “The City, with the help of the Consultants at Cities Digital, were able to develop a solution that has exceeded their expectations,” according to Shelly Carter, Finance Manager. The form begins with fields for the Taxpayer’s license and activity number. Once entered, a database lookup is performed. The filer will enter their information into the form, where a database verifies the data is correct. This step verifies that the person is paying on an active license and paying on a quarter that requires payment. After the information is validated, the rest of the form loads, populating the business name and filing period. Once the form data is populated and the filer has indicated that they have receipts for the filing period, the form loads to help them calculate the taxes due. These complex calculations used to be done by the filer by hand. The new form allows the filer to add the numbers to the form, which is configured to perform the calculations automatically. Additionally, if the box is checked for service income apportionment, a separate worksheet will load. Once the form has been filled out in its entirety, filers can submit payments conveniently online. Once the tax form is submitted a Workflow initiates, depending on the amount and status, it will follow a variety of paths from successful payment notifications and storage in Laserfiche, to further action or payment required. Benefits The City has already experienced success after implementing this form, and filers are taking to the new process quickly. The Finance Department Staff is benefiting by saving time, since eliminating many of the following tasks: Opening mail - since the forms are digital the number of envelopes decreased. Entering Payments – the forms are automatically filed, and data is available immediately. Making Corrections - limited manual data entry and automatic calculations makes for fewer errors to fix. Processing Adjustments – refunds and over-payments are becoming less frequent. Processing Refunds – calculations are contributing to greater payment accuracy. Sorting and Scanning Documents – digital forms are automatically filed, sorting and scanning are becoming a way of the past. Form Legibility – forms are clean, clear, and precise since filers are typing data. In the end, The City has taken their process to the next level with automation. They are improving the experience for their business tax filers and continuing to be innovative in the transformation of their processes. If your city is interested in learning how Laserfiche workflow and forms can help automate your office, contact the experts at Cities Digital today.

When it comes to your Laserfiche Records, can you ensure you are meeting compliance regulations? In this month’s issue, we sit down with Kyle Knebel, Consultant, and Trainer at CDI to discuss some of the most recognized best practices for managing records in Laserfiche. Laserfiche Records Management is a solution that allows institutions to preserve and identify records of fiscal, legal, and historical value. Policy adherence ensures documents are in line with established compliance rules and regulations. In this article, Kyle highlights why Records Management is useful, how to manage records, retention schedules, permissions questions, and more. What makes Laserfiche Records Management an effective solution for tracking record life-cycles? Kyle shares, “Records Management, is a standards-based solution that allows specially designated Laserfiche users to act as a ‘Records Manager’ to formally manage those documents identified as ‘records’ and allows them to track those records through their document ‘life-cycle.’ It is effective because it can help ensure that records meet regulatory compliance requirements and prove that they are being removed or retained appropriately.” Can you explain the types of actions performed on active records? Kyle begins by first, “Defining an ’Active record;’ these records should be easily accessible, well-organized, and retrievable by the right people at the right time. Any document placed into a record folder is automatically a record, regardless of how it got there. The following are actions performed on active records: Modification – Active records reside under the Records Management records series structure but are not placed under retention by the Records Manager. They function like any other documents. Users can perform actions like having metadata updated, pages added, viewed by users, etc. Relocation – Documents not yet under a retention policy can be moved around in the Laserfiche Records Series structure as needed. Close– A record, but more typically a record folder, can be “closed” to prevent modification. The contents of a closed record or record folder cannot change. A closed record folder will not allow: Metadata Modifications New document or folder creation Deletion of document pages Annotations added to pages Data appended Frozen – Individual records could be retained for legal purposes. When the records are frozen, they are taken out of the standard records management life-cycle until un-frozen. So, in effect, a frozen record will not be affected by any disposition actions performed on it or its parent record folder. However, freezing does not change its eligibility date.” What best practices do you recommend for setting retention schedules using the records management tools? According to Kyle, “There are a couple of best practices for creating and setting retention schedules on a record series. When creating a set of retention schedules, name them generically, which allows for use across multiple Record Series. For example, a good retention schedule name is ‘Keep 5 years then Destroy’, or ‘Keep 3 years, 6 mo. Transfer, then Accession’. When setting Retention schedules on the Record Series, apply it at the highest record series level possible, since any children of that record series will inherit the Retention Schedule, when creating new Record Folders.” How is record cutoff determined? Using Laserfiche Records Management, Kyle says, “There are many ways that cutoff is determined. Laserfiche RME can be configured to use the following cutoff properties: Time Event Time + Event Superseded Disposition Action Interval Interval + Event Cutoff Instructions are usually assigned at the Record Series level, the Records Folder level, or even at the Records level (not common). The records manager will manually cutoff a records folder or multiple records folders, and typically use the “Records Management Search” criteria in the Laserfiche client to find the appropriate records folders to be cut off, by event, date, or other schedule.” Can you explain some considerations for implementing a Transparent Records Management solution? Kyle shares, that “Often Records Managers prefer creating a records folder design that fits their records retention logic, rather than a design that meets the typical business rules for filing documents. Frequently, records managers file several different document types under one retention schedule. Business users might find it challenging to manage documents while trying to use a Records Folder structure. The two needs, Records Management vs. Business Management, will have conflicts. The resolution came with the invention of Transparent Records Management (TRM). Using Laserfiche Workflow to store records in the Records Folders, and then creating shortcuts to those records in the standard business management folder structure, both users are satisfied.” Kyle also reveals, “Some common considerations when building a TRM solution, which include: Define all the document types that will be handled and create a list field so that users can easily pick the document type. Design the TRM Workflow to move the document type to the appropriate Records Folder under the correct Records Series. The same workflow will need to create shortcuts in the appropriate business management folder structure (standard folders). Configure security so only Records Managers can browse the Records Series and records folders yet allow business users to open record shortcuts from their business folder view.” What permissions are needed to manage records, and how do you ensure that the records follow retention schedules? “Records Managers need to be assigned the ‘Records Management’ privilege on their Laserfiche trustee account.” Kyle tells us, “This setting allows the designated individual(s) to take Records Management actions within the Laserfiche client and define Records Management properties in the Laserfiche Administration Console. Also, Users who are not Records Managers can receive limited Entry Access rights to perform specific Records Management actions like: Set Last Review Date Close/Reopen Folder Freeze/Unfreeze Set Event Time” How are permanent records retained using Records Management? Kyle explains, “Records Managers can mark a Record Series as Permanent which do not follow a retention schedule with a Destruction or final disposition. If the record series uses a retention schedule that has a final disposition of Accession or None, they can be kept in the repository (None) or exported for offsite storage (Accession).” What are some beneficial searches that can be performed to make retrieving records more efficient? “There are quite a few Records Management search criteria in the Laserfiche Client.” Kyle shares, “Our top 3 favorites are: Cutoff Search Disposition Search Vital Record Search” He says, “The Laserfiche Web Client has these three RM searches pre-built. It will search for Records Folders by default unless you check the ‘Include records’ box. When using the Windows Client, records managers will use the Advanced search window to create their searches. We recommend making these saved searches by using the ‘Save’ feature. Here’s an example of the same ‘Eligible for cutoff’ search in the Windows client advanced search." How are Records Managers notified of records that are eligible for destruction, and is Workflow required? “Laserfiche Records Management does not provide automatic notification of records eligible for disposition. However, you can use Laserfiche Workflow to generate the report and email a list,” Kyle explains. What information does a Records Management File Plan contain and how is it exported? “A File Plan is a list of the structure and rules that govern the records. You can export or print this information at any level of the records management file structure.” Kyle tells us that, “performing the action on the root folder provides information for the whole repository. The action on a record series or record folder includes information for the contents of that object and its children. The File plan can be printed or exported while in the Laserfiche Client, by selecting the desired record series or record folder. In the Windows client, click on Records >’Print File Plan/Disposition Instruction…’ or Records>’Download File Plan/Disposition Instruction…’ In the Web client, click on More Actions>Record Actions>Download File Plan.” Today’s digital advancements are requiring organizations to be in greater compliance with records management regulations. Laserfiche RME provides users with the tools and flexibility to maintain that compliance and track documents efficiently throughout their life-cycle. If you need help getting your records under control, contact CDI Support to help you get back on track.

Considering the vast efficiencies workflow automation achieves, understanding how first to initiate a workflow is a critical step. This article highlights all you will need to know about your Workflow starting rules. What are Workflow Starting Rules? In a workflow, the starting rule determines when a workflow will run. Typically based on a condition or schedule, an enabled and satisfied starting rule is essential to any operational workflow, unless another workflow is invoking it. The types of starting rules are as follows: Conditional Starting Rule – stipulates the conditions required for a workflow to run. The conditional starting rule is applied to business processes, as well. Use consideration when using the “if any” criteria it could trigger workflows unexpectedly because only one condition needs to be met. Scheduled Starting Rule – is time-based and specifies when a workflow will run. When the schedule starting rule is the chosen, try to schedule repetitive and non-critical workflows to run during non-peak hours. How are starting rules configured? Configure starting rules from either the Publishing wizard or the Rule Manager. Publishing wizard – is a step-by-step method that includes publishing and creating a starting rule. Rule Manager – the rule manager allows users to select a workflow that has been published and create, edit, enable or disable it’s starting rules. What are some best practices to consider when it comes to starting rules? Since starting rules are essential to most workflows, follow these common, best practices and save time and energy in the future. Exclude the Workflow User from workflows – This will help to prevent runaway workflows by limiting triggers. The configuration options are found in the Admin Console in Advanced Server Options. Add conditions likely to fail first – Starting rules are evaluated from top to bottom so if one condition fails, the ones below are not evaluated. Add conditions that call the repository last – If the workflow is having to find a path for an entry, put it last. Be specific with conditions –Limit rules by adding specific criteria. If a document is a trigger and not a folder make sure to designate that criterion. Example: If all of these conditions are true… How can you troubleshoot a starting rule? Conflicting Starting Rules – If the workflow is not running as designed, you may have conflicting starting rules. These are starting rules that will begin their respective workflows based on the same starting event. When two workflows are trying to run on the same entry at the same time, it may result in the workflows not running successfully. Example: Starting Rule assigned to Workflow A: Run Workflow when a document is created, and the document page count is less than 50 Starting Rule assigned to Workflow B: Run Workflow when a document is created, and the document page count is greater than 25 When these workflows run, if Workflow A runs on a document that has 45 pages and workflow B runs on a document with 32 pages, both workflows will run because their starting rules are met, resulting in a conflict. In this scenario, you would need to adjust the starting rules to include additional criteria or select another trigger. Runaway Workflows – The possibility exists of creating a workflow that starts other workflows. An infinite loop of workflows. The starting rule is fulfilling itself. Example: Workflow Y: Whenever a document is copied into folder A, the workflow copies the document into folder B. Workflow Z: Whenever a document is copied into folder B, the workflow copies the document to folder A. If you encounter a runaway workflow, disable the starting rule for the workflow. Then modify the starting rules and workflow definitions to fix the issue. It is always a good idea to exercise caution if you use the Invoke workflow activity ensure that your workflow reaches completion. Hopefully, you can now rule over your starting rules. The benefits of knowing how to implement, troubleshoot successfully, and which best practices to use are instrumental in using workflow. If you have questions or would like more information on starting rules contact the Cities Digital Support Team.

Did you know you can link documents by creating document relationships or link groups within Laserfiche? Often documents need to be stored in different locations in the repository. Linking documents is a practical way to relate and connect documents; making categorizing and searching a breeze. Types of Links 1. Document Relationship Links connect two related documents or folders. Here are some examples of documents that could be linked. Invoice – Payment Email – Attachment Agenda – Minutes Expense Report – Receipts It is important to note that documents can only have a single relationship, meaning that only two documents can be directly connected. However, documents can have as many links as you want. For example, if an email has four attachments, you can create a separate connection to the email for each of the attachments. The option for linking documents is available within the metadata pane of the document or folder viewer. There is a list of out-of-the-box document relationships available or administrators with the manage links privilege can create custom relationship options in the administration console. However, linking documents does not require special permissions if the user has access to the document. 2. Link Groups are a collection of related documents. Link groups can only include documents, not folders or shortcuts. Another benefit to link groups is that they can be set up directly in the Laserfiche Client, there is no need to access the administration console. Automate Linking Documents Creating document links may seem like a tedious process, especially if you have many documents to associate. Workflow can help to maximize efficiency when it comes to linking document by establishing document relationship links automatically. The Workflow creates a seamless way to connect documents within the repository without taking time away from other vital tasks. Searching and Viewing Links Often documents are related but need to be stored in separate locations. Linking documents creates a convenient way to access information from one location. An example would be a purchase order and an invoice. While these two documents are related, they are often stored in separate folders and departments. The Laserfiche search options give users the ability to locate documents with specific links. Search provides a convenient way to access information quickly from a centralized location. Search for linked documents using the Laserfiche advanced searching options. From the document viewer, users can see which documents are linked. Giving users the ability to categorize documents and easily track information with a centralized process is valuable. Consider the documents currently in your organization’s repository. Could linking documents be beneficial for you? Contact the Cities Digital support team if you would like more information on linking documents.

Laserfiche Solution Contributed by Steve Snyder, CIO/VP of Information Technology. Chicago, Illinois is home to Mercy Home for Boys & Girls, a not-for-profit organization dedicated to helping youth in need by providing a safe and nurturing home. The organization offers therapeutic, vocational, educational, and life skill resources to at-risk youth and a mentoring program that fosters supportive and healthy relationships. The focus of this article is the Friends First community-based and site-based youth mentoring programs at Mercy Home and how Laserfiche is contributing to their success. Laserfiche is helping though tracking of documentation. Much of the documentation is generated through the volunteer program. Community members reach out to Mercy Home to volunteer for the program. The volunteers go through a comprehensive review and background check to become a mentor. The initial process includes many documents that must be signed by the volunteer mentor such as confidentiality agreements, commitment agreements, DCFS application, background checks, and references, among others. The commitment agreement and psychological examination are required to be completed and reviewed before the mentors can be matched with a mentee. Steve Snyder, CIO/VP of IT at Mercy Homes explains, “It is imperative from our perspective that when a mentor agrees to be matched with a mentee that they are going to honor the year-long commitment. A lot of the youth have had situations where they haven’t had great relationships with adults, so the goal is not to add to their previous experience but to foster good relationships with adults who care about them.” Once the mentor has completed all of the documentation, which varies slightly based on the type of program for which they are volunteering, they are ready to be matched with a mentee. Mercy Home matches a mentor with a mentee of the same gender who shares common interests and goals. There are multiple programs for connecting the mentor and mentees under the Friends First umbrella, Steve explains. The mentor and mentee can meet at Mercy Home. The mentor and mentee can meet on their own and then venture out into the community. Mercy Home also has relationships with corporations that allow youth to visit their mentors’ workplace, creating a more convenient environment for those involved. The information gathered from the documentation allows an assessment to be made for the type of program that the mentor and mentee will complete. The staff at Mercy Home continue to monitor the relationship after the match is established, following the progress of the mentor and mentee to ensure the relationship is healthy. Where does Laserfiche fit into this process? Once the documentation has been filled out by the mentor, mentee or staff, it is scanned, the template information is applied, and then the documents are sent to Laserfiche. The Laserfiche features that are positively impacting their process include: Templates -Mercy Home staff is collecting information such as the Friends First Program ID, referring to either the mentor or the mentee, document type, first and last names and document date. The Friends First match ID is a template field that is populated once a match is determined. Naming Conventions – Documents and folders are automatically named by Laserfiche to ensure consistency and easy-to-understand names. Workflows – The workflows in use currently are simple, such as creating folders, and renaming documents using naming conventions, verifying match ID’s and creating folders and filing records, and linking the mentor and mentee. The repository holds all of the documentation for both the mentor and mentee. Each has their documentation in separate files, but once a match is established, the records for the mentor and mentee are linked. A workflow searches for or generates a match folder for both the mentor and mentee, allowing staff to review and access files quickly. Auditing and Compliance - The file review process is much more efficient for staff. Before using Laserfiche, staff would sit down with a paper checklist and folder and verify documents. Since implementing Laserfiche and tracking the Friends First program data, they now have the option of logging into Laserfiche from the comfort of their desk to review that all the documents exist for a file. The availability of records in Laserfiche also makes the audit process smooth with state auditors. Information is more readily available. Mercy Home has successfully implemented this new process and increased overall efficiency for tracking all of the Mentor and Mentee data for the Friends First Program. They are only just beginning in their use of Laserfiche, but are continuing to grow their Laserfiche use with plans for integration and more paperless process enhancements to come. ​

Welcome to the November Consultant’s Corner. For this month’s issue, we sat down with Kyle Knebel, from Cities Digital, to discuss best practices for Laserfiche Security, Back-Up, and Volumes; as well as address a variety of questions regarding configuration and setup. Below Kyle provides further insight into methods for user and group management; which can save you time, help you gain solution confidence, and become even more efficient throughout your workday. Laserfiche offers three authentication options, can you describe these methods? Kyle outlines the following three available authentication methods: Laserfiche Password – Allows a “Repository Named User” to log in to a repository on the Laserfiche Server; having authenticated directly with the repository. Windows Domain Authentication - Allows a “Repository Named User” (Avante) or a “Directory Named User” (RIO), to login to one or more repositories; having already authenticated to the Windows Domain Controller using their Windows account credentials. LDAP Directory Authentication - This allows a “Repository Named User” (Avante) or a “Directory Named User” (RIO), to login to one or more repositories; having already authenticated with their Light Weight Directory Protocol (LDAP) account. Which of the methods above would you recommend? An LDAP service is used to provide a place to store usernames and passwords, allowing applications and services to validate users against the list of stored users. Novell eDirectory, OpenLDAP, or OpenDJ are some examples. The best practice, according to Kyle, “is to use Windows Domain authentication where available. If users are connecting to Laserfiche from outside the corporate network via Laserfiche Web Access (the Web Client), we recommend creating a Laserfiche User with an optional Windows Domain link. In this way, the user can log in with either a Laserfiche Password when outside the office, or use Windows Authentication when at the office.” When creating user and group accounts are there recommended best practices for setting permissions? Kyle shares that the recommended best practice “is to use Groups to set Feature Rights and Privileges, then add users to the groups. The User will inherit the rights assigned to the group.” He explains the difference between feature rights & assigned privileges: “Feature Rights are those functions that a user can do while logged into a Laserfiche client. For example, can the user Scan, Import, Search, Email (export), Move, Delete, etc.” “Assigned Privileges are administrative level functions that allow a user to create new Users and Groups, create Fields and templates, enable and set Recycle Bin options, and set other administrative level options. “ He also says that “for most users, they will only need Feature Rights to be assigned. Laserfiche Administrators will probably need most, if not all, Privileges. Power users may get a mix of both. And Records Managers will need the ‘Records Management’ privilege.” How do you set up users and groups so that maintenance is manageable? The best method according to Kyle, “for ease of maintenance, is to create groups, even if there is only one user in that group. Groups are often based on a role or department, and make managing user’s rights and entry access very easy, compared to managing security only by users. Administrators can easily assign entry access on a folder for that Group. If the user leaves the organization, a new user can be added to the Group via the Administration Console and they immediately gain access to the folder. Group access saves the effort of having to set new user security on all the folders to which that user had access.” Are there benefits to applying security to documents and folders vs. users and groups? Kyle says, “We can, and do, apply entry access security to folders and documents by assigning users or groups to an entry. Again, the best practice is to use Groups. Functional user rights come from the user’s Feature rights, like Scan or Search. Alternately, users gain folder or document Entry access either by group membership or giving the user’s account explicit rights to the entry. The best practice is to assign one or more groups to a folder and use ‘inheritance’ to provide security to the documents and folders below that folder level. However, Laserfiche is very flexible in its security methods to allow for virtually any security model you desire.” What are effective permissions and is it possible for users to inherit security from groups? Kyle describes “Laserfiche security is very ‘conservative,’ it will only allow a user the minimum rights set on the entry. When a user is a member of a group, and a Laserfiche entry (folder or document) is configured to allow access to that group, the user gains access, as well. In fact, in the Administration console, users can be added to a group and inherit the Feature Rights and Administrative privileges of that group. Also, effective permissions at the entry level are calculated by Laserfiche, according to the settings assigned.” He shares how several entry access rights can be assigned, as shown in the steps below: Add the desired Trustee (User or Group) Set their desired “Scope” (level of access from this entry) Assign the user’s access rights If desired, reset security by undoing the “inheritance” checkbox and set new access rights at this level, to prevent inheriting rights from a parent folder, as well. What are some common considerations for a template or field security? Field and template security can be valuable to users. Kyle discusses some common considerations for each: Consider Field security when you need to handle the following three situations: Allow users read-only views of field values, no matter what. Allow users to create a new entry and assign field values at the time of creation, but read-only after that point. Allow users to view and edit field values at any time. Consider Template security when you want to: Provide Full access to read, assign and modify templates on entries Allow read-only access to a template Hide a template completely from users or groups Why should administrators consider limiting volume size? “A volume is just Laserfiche’s term for the location of stored images and files.” Mike Richardson Cities Digital's Director of Support shares, “ that limiting the volume size allows an administrator to break up the volume locations so that a single logical volume can have it’s sub volumes stored in different path locations instead of having one large ever-growing volume that must be maintained in its entirety. If the volumes outgrow the capacity of one location, you can update the path of the logical volume so that it will roll over to a new location without having to move any of the other fixed volumes. The default size of a logical volume is set to 20 GB in size but can be changed to any size that might be deemed necessary for compliance to a standard. An example of such compliance would be a requirement to maintain the volumes on a write once read many (WORM) media which have a maximum capacity of 4.7 GB (A DVD). You can set the rollover size to be 3.5 GB so that they can be placed onto the WORM media.” What is a volume rollover, and would you recommend implementing it? Kyle explains, “You can set the maximum folder size for a volume, such that a new folder is created for more document storage once the preceding volume reaches its pre-defined size limit, termed a ‘Logical Volume.’ Alternately, volumes can also be on a roll-over schedule. We recommend using rollover volumes because smaller volumes are easier to move to portable media for archive purposes. It also makes them easier to back-up.” A System back-up is critical, how do you choose the frequency and method of back-ups? Mike shares that “the Laserfiche architecture is based on two data points working in tandem to create one coherent system. The database (SQL) contains all of the metadata, file pointers and other information about the documents within the system and the volumes contain the actual files themselves. Backing up the Laserfiche system requires that you backup both SQL and the volumes at approximately the same time to keep them in synchronization." "At the very least," Kyle says, "we recommend performing a daily differential or incremental backup and a weekly full backup. The idea is to perform a backup as often as your Laserfiche data is added, updated, or deleted. For example, if you are making nightly incremental backups, can your organization afford to either lose all of today’s data or spend another day re-scanning everything? If yes, then this backup plan is sufficient. If not, we suggest a backup be performed more than once a day.” Maintaining a secure repository can be achieved when administrators can effectively manage Laserfiche authentication, templates, fields, users and groups. Also, following recommended best practices for volume control and backup methods can be beneficial to ensuring a compliant solution. If you have any questions regarding these Laserfiche System Administration best practices, be sure to contact the Cities Digital support team for further assistance.

The need for secure and convenient access to information is a feature many organizations are looking for today. The Laserfiche app gives users that flexibility, creating mobile access to documents that matter. The app enables users to capture, upload, and securely access and work with documents in and outside the Laserfiche repository while on the go. This article highlights some of the features available to users with the mobile app. Discover ways to use Laserfiche and improve how you do business. 1. Getting started The Laserfiche app is accessible from an iPhone, Android, or tablet. The user clicks the app to securely log-in to the repository. There are a variety of options that an administrator can configure that ensures secure access to the document repository. The login method will vary slightly by the organization but can include username and password, touch or facial recognition, or active directory. 2. Viewing and Accessing Documents and Forms Once the user successfully logs into the Laserfiche application, there are several ways that they can access the documents and forms. The following list briefly highlights some of the ways that users can view documents and Laserfiche Forms within the repository. Browse Folders and Documents – Navigate the folder browser using the same browsing options as the thick or thin client to locate documents and folders in the repository. Starred Documents – Select the starred option from the menu to quickly view the created favorites list. Starring documents or folders makes the information readily accessible for use. Search Documents – Search documents efficiently using a variety of searches. The same quick search or saved searches are available in the Laserfiche Thin Client, allowing users to leverage complex searches configured in Web Access. Users can also search by filtering fields/templates, entry names, annotations, or document text to find specific documents or folders more efficiently. 3. Capturing, Creating, and Working Documents and Forms There are many ways to capture, create and work with files in the Laserfiche App. Users benefit from the flexibility of this solution, having Laserfiche data available everywhere they go. This section describes some of the interaction options within the app when it comes to creating, importing, and working with content. Capture – The capture feature allows for the use of the device's camera without signing in to the repository. Users can take a picture of an image, edit an image, sign images/PDF’s, save documents locally and even share the file with other applications. Upload a File or Image – Upload a file or image directly from another application into Laserfiche. Users have the option to open the document in another app or send straight to Laserfiche. Geo-Tag – The geo-tag field records the location coordinates of the photo. The location services option must be enabled on the device for the function to be available. A useful tool for organizations that require field work and pictures to document work. Work with documents – Pressing a file in the list allows you to view that document, based on permissions users can see annotations, add template and field data, download files, start business processes, and more. Working with Forms – Complete or submit forms, users can fill out forms or save as a draft. There is also the option for applying signatures to forms that require it, add attachments and more. Task and Process Management – Assign or re-assign a document to other Forms team members and filter tasks according to priority. ­­­­­­­­­­Organizations can reach more customers with greater efficiency and improve daily interactions. The Laserfiche mobile application makes working with data simple and accessible no matter where your work may take you.

Welcome to this month’s issue of the Consultant’s Corner. In this issue we’ll be speaking with Kyle Knebel, a Cities Digital Consultant, System Architect, and Trainer, about the Laserfiche Microsoft Office Integration. Kyle will discuss the advantages of using the Microsoft Office Integration, as well as address a variety of questions regarding its use. The Laserfiche Microsoft Office Integration allows users to access a variety of Laserfiche features while working in Microsoft Word, Excel, Outlook, and PowerPoint. The integration enables users to send, edit, attach and save office files to Laserfiche directly from the Microsoft application. Below Kyle provides further insight into how this integration can save you time and help you become even more efficient throughout your workday. Who has access to the Microsoft Office Integration, is it an add-on? One of the first questions many may ask regarding the integration, Kyle explains, “Any Laserfiche user who has the Windows Client or Web Client can use the MS Office Integration. The Windows client contains the Office integration as part of the default installation. The web client is supported on Internet Explorer 11 or later, Microsoft Edge, Firefox, Safari for iOS, and Chrome. The MS Office Integration installs as a browser Plug-in. Web Client users will need to install the Office Integration Add-On as an ‘Extension’ in their browser. Users of the Web Client will usually see a pop-up message prompting them to download the plug-in when they attempt to open an Office document.” What are the most advantageous features of the MS Office Integration? Using the MS Office Integration can make working with these documents in Laserfiche easier. Kyle describes these beneficial features: Save Directly to Laserfiche - “The primary advantage is the ability to easily save an MS Word document, Excel spreadsheet, Outlook email, or PowerPoint presentation directly into Laserfiche while working with that file. For example, with an MS Word document open, you could click on the Laserfiche tab on the ribbon bar, then choose to save the file to a folder in your Laserfiche repository and even apply field values on the document. All without leaving the MS Word application, the same applies to Excel, Outlook, etc.” Import Directly to Laserfiche – “Another significant advantage is to be able to import emails or their attachments from MS Outlook. For example, with an open email message, you can click on the Laserfiche tab on the ribbon bar, then choose to send the email to a Laserfiche folder, or if it has an attachment, send the attachment only into Laserfiche.” Use Metadata as Tokens - “Additionally, the office integration allows for the use of Laserfiche document metadata as token values inside the edited Office document. One can insert metadata as text in a Word document, or as a value in a cell in MS Excel.” Edit Directly from Web Access – “Users can select an office document Excel, PowerPoint, or Word from within Web Access and then optionally check out the document to begin editing immediately or view in read-only mode. Can you explain how you could use the indexing features of Laserfiche from within the various office products to initiate workflows? According to Kyle, “Since the MS Office integration allows a user to update metadata from within an Office document, if there is a workflow that monitors changes to the metadata on that document, it would trigger the workflow.” How can users archive emails from Outlook using the integration? Archiving emails is convenient, Kyle shares, “When viewing an email in the Outlook application, users can click on the Laserfiche tab. The Laserfiche tab will provide several options, including: Save to Laserfiche Save to ‘New Folder’ Save to Default folder (If the user is assigned a default Repository folder) Save Attachments to Laserfiche” Users can also map the metadata such as the sender, recipient, date, time, subject from the email to populate a specified template so that when the emails are archived the information is available for easy searching within the repository. Can you explain how the versioning and check-in/check-out features work with the Microsoft Office Integration? Yes, these features allow users to collaborate more efficiently using Laserfiche. Kyle says, “Versioning and Check out/Check-In are part of the Laserfiche client and work in conjunction with the Office integration. If you are editing an existing Office document opened from Laserfiche, you can use the Office Integration to save the document as a new document or a new version. Any existing document can be saved back to Laserfiche as a new version. Also, if not already checked out, a user can ‘Check out’ the document for offline use while editing the document. When done editing, the user can ‘Check-In’ the document from the Laserfiche tab.” What are recommended best practices when using the MS Office Suite Integration? There are a couple of best practices to note, Kyle explains. Install Plug-in - “Installation of the browser plug-in requires local administrator rights to install, therefore sometimes end-users will need to rely upon their IT support staff to install the software. The IT staff can access the plug-in via the following URL http://{server}/laserfiche/OfficePlugin, where {server} is the Web Client’s server. Checkout Document - When editing office documents from Laserfiche, it is critical to check out the document first to ensure changes get saved, and other users cannot make changes at the same time.” Are there any caveats that users should be aware of when using the integration? “For users with a Chrome browser using Web Access 9.2 or older, the browser will need an additional Laserfiche Web Access Plug-in Detector extension. (see KB 1013534 on the Laserfiche Support site for more information). Also, Web Scanning and Office Integration are not available on Safari for iOS,” says Kyle. Can you share an example of a creative way that an organization is increasing efficiency from implementing the MS Office Integration with Laserfiche? At Cities Digital, the MS Office integration is used regularly in the marketing and development departments for collaborating on documentation. Word documents can go through many reviews and revisions before they are complete. Tracking metadata allows for workflow notifications to staff when documentation is ready for review or approved. Upon completion, an additional workflow is triggered allowing for document assembly to include adding a standard table of contents, appendix and reference page. The Office Integration with Laserfiche promotes a versatile solution, allowing businesses to benefit from increased functionality and efficiency. While also helping organizations adhere to document compliance and security requirements tracking documents securely in Laserfiche. If you have any questions regarding the Laserfiche Microsoft Integration, be sure to contact the Cities Digital Consulting Team for further assistance.

Are you looking for ways to increase Laserfiche Forms efficiency, by automating how information is collected and populated in forms? Consider adding data with a database lookup to auto-populate form’s fields. When forms are pre-filled with information, it can save users valuable time and minimize data entry errors. This tech bite reviews the step-by-step process for using the lookup feature to populate forms automatically. First, evaluate and determine the form you would like to have auto-populated with information; examples might include new hire paperwork, service contracts, or account summary forms. The next steps reveal how to add the lookup to populate forms. Step 1: Verify/Connect the Data Source Before you begin creating lookup rules, you need to verify the connection from Laserfiche Forms to the data source. If the data source connection is available but not configured, it is easy to set up. Users with the Administrator Role in Laserfiche Forms can access data sources by clicking on their account name and selecting the administration option. The administration page displays a data source option in the menu, clicking this option provides a list of configured data sources. If the data source you are looking for does not appear, click the new data source button to add it. Step 2: Define Data Source Access Define the forms that can access the data source. In some cases, the data source may already exist, but access to the forms needs editing. The list of data sources will display, choose the data source and add the forms processes that need access. Step 3: Configure the Lookup Rule Laserfiche Forms can automatically get information from a data source and insert that information into a form using a lookup rule. In the forms process designer, users can create a lookup rule by selecting the Laserfiche Form the data will be populated into and clicking the lookup rules tab. When adding a new rule, users need to specify the data source and the table or view the holds the relevant data. Once the user establishes a data source and table preference, the next step is to specify the criteria for when to retrieve data from the data source and which fields will be populated. These selections will vary between forms. The example below uses the “Sales” data source and is referencing the “Customers” table. When the field “Customer ID,” is recognized on the form, it matches the data source column “ID.” Then the fields for “Customer Name” and “Customer Address,” on the form are populated with the data source values for this information. Users can add additional rules from the same or other data sources and fields to meet their needs. Auto-populating forms from data source information will save users time and is a valuable tool for minimizing data entry errors. Leveraging this feature allows organizations to keep documentation consistent and accurate across forms. For more information, or help to configure lookup rules, contact Cities Digital Consulting Team.

Welcome to this month’s issue of the Consultant’s Corner, focused on using the Laserfiche Connector with Workflow. Cities Digital’s Consultant, Kyle Knebel, System Architect and Trainer addresses a variety of questions surrounding how the Laserfiche Connector can benefit businesses when used in conjunction with Workflow for starting business processes. The Laserfiche Connector is a tool that allows simple, code-free ways for users to integrate other applications with Laserfiche. Organizations leverage multiple applications daily, creating interactions between these applications can be a beneficial tool. A new feature of the Laserfiche Connector 10.3 grants users the ability to start workflows and business processes. The addition of workflow automation using Laserfiche Connector makes it a desirable tool for driving business innovation. Exploring how the Laserfiche Connector interacts with Laserfiche Workflow is a great place to begin our conversation with Kyle. What types of Workflows and business processes can be started using the Laserfiche Connector? The addition of the new Workflow initiation functionality with the Laserfiche Connector can trigger automation from various actions outside of the Laserfiche Repository. Kyle explains, “the connector can start a workflow or business process, either with information captured from an application or without any information at all (however, the latter is not typical). Additionally, any existing workflows can benefit from being fed information from another system that was captured by Laserfiche Connector.” How do you use the Laserfiche Connector to pass information directly from an application into Workflow? Passing information directly from an application into Workflow is a simple process. Kyle says, “the Laserfiche Connector has a configuration tool that allows administrators to create a ‘profile’ that captures information from an application and passes it into the Workflow. Once the profile’s initial action completes, for example, a document search, you can start a workflow, or even transfer parameter values to the workflow. If the workflow doesn’t require a starting entry, the workflow will run once. Otherwise, it will run once per entry.” Why would an organization find the Laserfiche Connector Starting Workflows a useful feature? There are a couple of reasons Kyle shares, why an organization might find this feature useful. He says, “Organizations could consider using the Laserfiche Connector to start a Workflow for ad-hoc processes which occur infrequently; the organization would build a workflow that does not have any starting rules. The absence of a starting rule can lighten the processing load on a busy Workflow server so that it doesn’t have to evaluate these rules for workflows started from Connector.” “Also, having a workflow started after documents are imported can help in those situations when you need the workflow only to start when a user performs a specific type of activity. A process in contrast to workflow starting when something happens in the Laserfiche repository. The Connector can tell the Workflow engine to run a workflow when an activity outside of a Laserfiche repository has occurred.” Can you provide an example of how an organization has implemented the Laserfiche Connector and used the solution to start Workflows? The Laserfiche Connector is a versatile tool that functions in many scenarios. In the example shown, the workflow initiates a new hire onboarding process workflow as a result of the Laserfiche Connector action, such as highlighting the applicants name. The workflow then creates a file folder in the Laserfiche Repository for the new employee. Once the folder is in Laserfiche for the applicant metadata is assigned, and the workflow will transfer any existing documents into the employee file. Lastly, an update is made to the status field, when hired is the new status the applicant receives a congratulatory email. The entire process was started by a simple action from the Laserfiche Connector, triggering a comprehensive file creation workflow. What are recommended best practices when implementing a Laserfiche Connector solution? When it comes to best practice recommendations for implementing the Laserfiche Connector, there are a few to consider. Kyle specifies three best practices for organizations implementing Laserfiche Connector solutions: Test, Test, Test! Verify all the data tokens required for a process before building the profile. It is important to note; additional tokens cannot be added to the configured application after the profile saves. If later, more tokens are required, it’s easier to build the profile again. Use the Connector Test Utility before purchasing Connector to verify that it will work with the selected applications. Laserfiche maintains a list officially approved compatible applications, additionally, a list of customer confirmed applications is also available. How can the other new features of the Laserfiche Connector, like the updated interface, import options, and token review benefit users? These new features benefit the Profile Administrators the most, Kyle explains, “For Laserfiche Connector Profile admins, the updated interface allows easier re-configuration of an existing profile using the same configuration wizard used to build it. The ability to use the configuration wizard for re-configuration is in contrast with having to edit a profiles’ XML file in previous versions 10.2 and earlier. Adding the token review feature to a process allows the user to confirm that the information gathered by Connector is correct, and if not, the user can correct the data manually before it is used in the process.“ The pairing of Laserfiche Connector and Workflow brings automation to a new level, allowing businesses the ability to get creative with solutions that will propel them into the future.