By Kyle Knebel September 2025 Consultants Corner Laserfiche Cloud’s Records Management makes it easy to manage retention and destruction of your Laserfiche records   This month’s article will show you how to set up Retention Schedules for Records Management functionality in Laserfiche Cloud. Let’s build! Step 1: Log-in as a user with Records Management (RM) privileges.   Note : To enable RM privileges, select the User under Repository Administration > Users and Groups, then select “Users”.   Set the User’s Privileges to “Records Management”, and then press the Save button. Step 2 : Back on the top-right corner, use the App Picker to navigate to “Repository Administration”. Step 3 : On the left panel, click on Records Step 4 : Click on the “Retention Schedules” tab and then click the + button to add a new schedule. a. Name the new Schedule, then assign the Instructions b. Set the “Instructions” for how long to retain records in months c. Then set its final disposition (Destroy, Accession, or None). Note : “None” usually indicates keeping it permanently. Step 5 : In some cases, you may want to use the “Alternate Instructions” for events that would trigger a different retention schedule, making records eligible for a different disposition based on an alternate event date. Step 6 : Make sure to set up Cutoff Instructions to allow documents to be put into their retention period.   A Cutoff Instruction defines when records need to be put into “Retention”, which makes them read-only records from that point onward. Usually this is at a fixed calendar “time” like the end of the year or Quarter, or an Event Date that could happen on any day. Laserfiche Cloud supports several types of Cutoff scenarios. Step 7 : Optional RM Settings   The “Setting” tab provides 4 selections to further define Repository specific behaviors related to Records Management. Unique Record Series Codes If you enable this option, all record series must have unique codes; if you disable this option, record series may have duplicate or blank codes. Transfer or Accession to NARA Some organizations are required to transfer or accession some or all their records to the National Archives and Records Administration (NARA) at some point in their retention life cycle. If this is the case, you should use the Enable transfer or accession to NARA repository. This option should only be enabled if the laws and regulations pertaining to your organization require transfer or accession to NARA. This option will have the following effects on your repository: Designate these records as a permanent option for the records series, and records folders will be referred to as “Designate these records for transfer or accession to NARA”. Note : The Permanent Records search type will be referred to as “NARA Records”.   Allow Modifications of Metadata and Annotations on Inactive Records When a record has been closed, cut off, or placed under a hold, modifications to the document are no longer permitted. In some cases, however, you may wish to prevent modifications to the document's pages and electronic file but allow modifications to the annotations and metadata. This option does not grant users any additional rights.   Step 8 : Now that you have your Cutoff Instructions and Retention Schedules, you can use them in the repository.  Either assign them to a Record Series (a folder structure which assigns RM properties to all documents stored in the series) or assign RM properties directly to documents themselves.   Architecturally, Record Series (RS) are at the top, then a Records Folder below that, then a Record (document with RM properties) below that. You can create any mix in your own hierarchy, except that you cannot have a Record Series and  a Records Folder in the same Record Series.   Record Series creation:   In the repository view, click the “More Actions” button on the top right. Select Record Actions  > Create Record Series .   At minimum, a Record Series will have a Name ( 1 ). Note : Some Record Series may not have any RM properties if they are at the top level (optional).    Setting the Cutoff Instruction ( 2 ) and Retention Schedule ( 3 ) properties means that any new Records Series, Records Folders or documents crated under this Record Series will inherit those same properties from its parent. The first Record Series must be created at the root level of the repository. Once created its properties are visible in the details pane when you click the Records tab. A Record Series can have any number of child Record Series, as well. You’ve now learned the basic tools and methods to create your own Records Management schedules in your Laserfiche Cloud system. Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok

By Kyle Knebel August 2025 Consultants Corner Laserfiche Cloud’s Public Portal Designer lets you easily build custom searches making it easier for users to find content.   This month’s article will show you how to create a Custom Search in Laserfiche Cloud. Let’s build!   Step 1: Log in as a user with Public Portal Administrator access rights. Note : To enable Public Portal Admin rights, select the User under Accounts> Users, then scroll to the bottom of the properties window to the “Access Rights” section. Set the value to “Allow”, and then press the Save button. Step 2 : Back on the top-right corner, use the App Picker to navigate to the “Public Portal Designer.” Step 3 : Go to the Welcome Page and Click on the Search Forms tab. Then press the + symbol to add a new Search Form. Step 4: Give the Form a name (Description is optional but suggested) Step 5 : The Designer will launch, and you will have 4 preset options and a template to use. Step 6 : Drag one or more of the design elements to the “canvas” on the right. For example, the Date element and two fields from the Vendor Files template were added to the search form. Step 7 : Each field can be customized. Here’s where it gets interesting! Even though a field has been added, you can customize the way it works, unlike its template definition. In the Basic Details panel, the input type can be changed from Test to List, and if you make it a list, you can enter just the list items you want, not necessarily the entire list items! Additionally, the list “display options” can be set to one of three ways of display. Also, each defined list item can display a text value but would have a hidden value used for the actual searching. If the field you are using is a list field, the defined list here does not even have to match THAT list! It could be a short list of just a few selected values from the entire normal list choices. Using the Preview button at the top-right of the designer window, the custom search  form can be checked. Step 8 :  Click on the “Seach Results” tab to configure the logic used for performing the search. By default, searches will return documents containing entries that meet the criteria of any of the searches performed by the user. For example, if a search form contains both a creation date search and a field search, and a document only matches on the field search, it will be returned. However, you can modify your search constraints to perform the searches differently. Note: The purple and red colored items can be clicked to modify their logic. The purple “Gouping” logic has two options. The red “Matching” options will be different depending on the type of field. Date fields get an additional two choices. Step 9 : Click the Save button when finished modifications.   Step 10 : T o add the newly created Search Form as a “Custom Link” on the Welcome Page. Click on the + button on the Custom Links tab and configure the link’s name (Text), the type (Search Form), and Search form (choose from the list of available). Click OK and you are done!   Name the new custom link with a “title”, indicating what the search is doing. For example, “Search for Invoices”. Click OK and the search will now be visible as a custom link on the main Portal page. Step 11 : As the last step, save the changes to the Welcome Page by pressing the blue Save button at the bottom of the designer. Step 12 : check the Public Portal live site to make sure that the link looks good and works. You’ve now built a custom search for users to easily find content on your Laserfiche Cloud Public Portal! Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok

By Kyle Knebel July 2025 Consultants Corner Laserfiche’s Connector product lets you easily connect line of business applications with Laserfiche. An easy-to-use configuration wizard lets you build integrations that can be called through user-defined hotkeys or embedded buttons. This month’s article will show you how to look up documents in a Laserfiche Cloud repository by using a key value from an example application.  With Laserfiche Connector 11 installed (the most current version as of this writing), we will build a Connector Profile that uses a client name in Dynamics CRM to find matching documents in a Cloud repository. Building Connector Profiles requires that the machine used to do this has the LF Connector Profile builder installed. End-users who just run the profile do not need to have the Profile Builder installed. Let’s build! Step 1: Create the Connector Profile.  In this example, you launch the Profile wizard from the task bar icon for Connector that looks like a little plug. Then click “Add Profile…” The Profile Creation Wizard opens.  Here you name the profile and configure how it will get a keyword value (in this case an account name) from the business application, how it connects to LF Cloud, and how it will search for matching documents. Once you have opened the Connector Configuration utility, press the Add button. The Profile Creation Wizard will be launched.  Create Profile Creating a profile consists of five main pages: Creating the profile and choosing the Action Getting Information Profile specific configurations (Additional pages appear based on type of profile) Running the Profile (Keyboard shortcut and Button properties) Testing the profile Step 2:  Enter the Profile name so that it describes the action you want to take, since this name will be what users will see. Don’t name it “fiche tips!” That would be silly! Step 3 : Select the Action  that will be performed with this profile. Types of Actions available Step 4:  Configure the   Get information from   section.   Set the profile to get information from an application   or command line   parameters . Command Line parameters : Select this option if you plan to start the profile from the command line and want to skip retrieving tokens from a source application. Even if you do not select this option, you can still start a profile from the command line. In general, we recommend passing only token values through command-line parameters that Connector cannot retrieve from the target application directly. If selecting an application, press the “Add source application” button. Then click-drag the target “bug” onto the application screen and release. Step 5:  Continue by configuring the Source Application options. Your choices are “JavaScript”, “UI Automation” or “OCR.”   JavaScript to find controls  or UI automation to find controls . Using JavaScript  to find controls will work for most  applications and websites; however, if you are having difficulty selecting the controls you want, try the UI automation  method. Click and then drag the target icon over the application window, then release the mouse button. The Process Name and Window Class will be filled in automatically.   When you click Save , Connector will analyze the application or website and then take you to the next step in the configuration process.  Note : Do not change the state of the referenced application (on a web page, don’t navigate to another page) until you have completed the Define Tokens page You may get a warning message if using a Chrome based Web browser.  You’ll need to manually update the properties of the browser application target with some “options” added, as shown below.   Option text to add: “ --remote-debugging-port=9222 --remote-allow-origins= localhost ”. Close the browser, relaunch LF Connector, and then build the Profile again. Step 6:   Define Tokens At this point, you can define your tokens or add additional application sources. Here, you’ll define the tokens that will obtain values from the fields (controls) in the application. In this example we will grab the Account Name value, therefore this token would be named something similar, like “Account name.” Next to each Token Name is a target icon that should be dragged onto the target input field that holds the value or token content. Click and hold the left mouse button on the target selector then move the target over the target field. (You may need to move the Wizard out of the way to see the targeted fields.) Roll the target over the field until a red outline appears. Release the mouse button to select the field. Make sure the token content reflects the text or value that is to be obtained. Select “Add token” at the bottom of the Wizard to insert more tokens for capture. Once you have defined all the tokens needed, press the Next  button to go to the next page. Laserfiche Repository In the Laserfiche Repository section you can connect to a local repository or to your Cloud repository. In either case, the client will launch at the time you run the profile. There is nothing to configure on this screen except for the type of repository. Search Criteria In the Search Criteria section, you will use the tokens you previously defined. Select the name of the search token from the token selector, then configure where the values will be used.  This is done in the “Search within” and “Entry type” areas. Check the appropriate boxes for your needs. I typically use the Quick search, but Laserfiche Advanced search syntax can be used, as well. Running the Profile In the next section, you can modify the size of the LF Connector button icon that will be visible on the application screen. Additionally, you can allow the users to move the location of the button on the screen. Test Click the TEST button to run the search and see the results. The client should launch, and the results should be listed in a search results area in the repository. Optionally, you could search for folders with the matching Account Name.  Here’s the Search Criteria configuration if using a folder search. And here are the results in the client. Happy Integrating! Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok

By Kyle Knebel June 2025 Consultants Corner You may have already known that Laserfiche Workflow has an Email activity. You can format emails to be sent to many different recipients, with tokens that can be used in the body, subject, or addresses. However, the simple email activity editor doesn’t allow for any engaging and artistic formatting, unless you use HTML formatting. But that requires knowledge and skills that many of us do not have. Along comes the “Update Word Document” activity to save the day! Tucked away in the Advanced properties of this activity is a checkbox called “Emit email token”. That little check box makes it super easy to create beautifully formatted emails with almost no effort. This month’s article will show you how to apply some beauty to your emails using a Microsoft Word document, along with two activities in Laserfiche Workflow. Let’s take a look! Step 1: Create the MS Word template file.  (It will be uploaded in Workflow, later.) In this example, we’re going to feed some information to the Word document.  This means we are going to use “Merge Fields” on our MS Word document. In the image below, you can see the four fields formatted to look prettier than just plain text or even HTML. Open a MS Word document and create your template document. (Note: Headers/Footers will appear on your email, so don’t use them if you want a “cleaner” look.) Next, we insert “Fields” under Quick Parts. Edit the new field’s properties.  It will need to be defined as a “MergeField”, then you’ll give it a custom name that you create. Repeat this step for all new fields that you want to add to the document. Save the Word document so that it is ready to be uploaded to Workflow. Step 2 : Build your Workflow. Add the “Update Word Document” activity in the appropriate location for your particular workflow. Upload your beautiful MS Word document as a “Server attachment.” Name the attachment file. The description is optional. On the newly added document, you’ll click the “New…” button under the Modification area.  This is where you will map the MergeFields. Select “Simple Field Merge” as the Type. Click the “Import field names from document” link. Once the Field names appear, use the token selector to add the values to be mapped to the fields on the Word document. Note : The values will come from previous activities in the workflow.  It depends on the activity as to which values you will use. Here’s what the completed activity will look like once configured: Edit the Advanced properties of the Update Word Document activity to generate an email token. Click the gear icon at top right. Check the “Emit email token” box Finally, add the Email activity to your workflow, then click “Email Editor…” Scroll down to the Update Word Document activity, then select the “Email” option Check the Apply Formatting option and type in “HTML” Publish and then test your workflow to see how the email looks! We hope you’ve learned some new techniques to get you started on making your own beautiful emails! CDI NEWSLETTER Stay updated with all the latest Laserfiche news, CDI webinars, blogs, and more! Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok

By Kyle Knebel May 2025 Consultants Corner Laserfiche Cloud Administrators will love this month’s blog post. We’re going to dive into how to set start rules on business processes in Laserfiche Cloud. Let’s take a look! Before we get started with Starting Events, you will probably have already built a Workflow. Workflows are started by Start Rules, so the assumption here is that we are building a Start Rule to run a Workflow. Once in the “Global” main page of the Process Automation section, you’ll want to select “Starting Events”. It’s the top middle button, as outlined in the screenshot below. A Starting Event can either be Conditional or Scheduled. Since only 25 active conditional start events can be set at any time, sometimes a single Start Event can and should be built with more complex logic in the rule itself, so that one Event is needed rather than several individual ones.   The list of Start Events is searchable and is also sortable by Status, Name, Last Modified Date, or Last Modified by user. Creating a Starting Event begins with choosing either the Conditional or Schedules option from the “New” button. Step one is where we set basic information about this Start Event. For Starting Events, you’ll give it a Name, optional descriptions (only visible here) and then set the Enable event toggle. The second step, Conditions, is where the listed requirements for starting the process go. Let’s look at a Conditional Starting Event. Next, select one of the seven available event types. These relate to actions taken upon entries in the repository. The most common Event Types, in order, are “Entry Created”, “Entry Moved”, “Entry Changed” and “Entry Copied”. Hit the drop-down icon on the purple text to change the Event Type. Below the Event Type, set your Event Options.  This is a list of the requirements needed to successfully run the workflow. If all the logic in the conditions are met, then the workflow or business process will run. Click the purple text to change the logic rules that will be applied to the list of conditions below.  The most common is “ If ALL of these are true ”, however this may be different, depending on your scenario. Here’s an example below showing that all three requirements must be evaluated to be true for the rule to start. The entry must be a document The Entry path must equal a specific folder, but not any subfolders. (you can include subfolders, but the logical “equals” should be changed to “Starts with”) The entry must have a template assigned as selected. The third section, Actions, tells the system what to run if the conditions are met.  “Invoke a workflow” is the only choice available, but you should define which workflow will be run. And typically, the workflow is run on the document entry, which should coincide with the Entry Type you set in the Conditions. The fourth area is a Summary screen where you can edit or update any configurations you may have previously set.   For Scheduled Start Rules, it’s even easier. Almost everything is the same, however, the Conditions section is used to define the Schedule. Schedule options include Starting Date and time, as well as Time Zone. The Schedule can be set to Repeat. As seen below in the screenshots, repeat options include “Daily”, “Weekly” or “Monthly”, and each have associated options. Options to Rerun the schedule periodically on a proscribed time or to stop the schedule on a date/time are available, as well. As you can see Start Events can be an efficient and effective way to run Workflows in your Laserfiche Cloud environment. Have a great month! CDI NEWSLETTER Stay updated with all the latest Laserfiche news, CDI webinars, blogs, and more! Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok

Fiche Tips: Increase Laserfiche Productivity in One Second Today, we want to show you how to increase productivity in one second! So, in the spirit of productivity, let's jump in! Today's topic is stars! No, not the kind in the sky. Little shimmers of glimmering efficiency right in Laserfiche. Did you know that you can add a star if you right-click on an entry? Well, you can! When you add a star, that entry shoots straight to the top. So, whether you frequently reference a folder, document, or collection for some special project. This will save you clicks and keystrokes. Have a great day, and we'll see you next time! CDI NEWSLETTER Stay updated with all the latest Laserfiche news, CDI webinars, blogs, and more! Facebook | Instagram | Twitter | LinkedIn | YouTube | TikTok

Laserfiche Watermarks & Embedded Annotations Explained By Kyle Knebel February 2025 Consultants Corner For Laserfiche users that download, email, or print documents to send outside their organization, watermarks or embedded annotations on those documents can help provide a bit more “security.” Watermarks can be added when downloading or printing a document from the Laserfiche Web Client, Laserfiche Cloud, or Laserfiche Windows Client. If printing with Laserfiche Snapshot, embedded annotations on image files can accomplish the same idea as watermarking, but in a more permanent fashion. This month we’ll look at the customizable settings available for watermarking or embedding annotations. Watermark Watermarks can be assigned using three methods in Laserfiche “Optional watermarks”, “Group watermarks” or “Tag watermarks.” Optional Watermarks: Optional watermarks are configured individually by each user and apply only to that user. You can create and store multiple optional watermark configurations to be used at any time; however, Laserfiche will include only the currently selected watermark during export. You cannot place more than one optional watermark on an image. Optional watermarks can be configured for export, printing, or both. (In the Laserfiche web client, since printing is handled by first exporting the document and then printing the exported files, both types of watermarks are configured for exporting.) Windows Client: In the Windows Client you can set the optional watermark text that will be applied to all the downloaded pages. These are per-user settings and don’t impact other users. You can pre-set the value from the Tools>Options choice on the Laserfiche file menu. Or you can set it from the “Options” button on the image download dialog box. Scenario 1: From the File>Options menu. Use this method to preset all future watermark options Scenario 2: Downloading an image file using the File>Download>Images In either case, the Watermark properties can be set for this and future downloads, if so desired. Watermarks are only applied to exported or printed image pages, not electronic documents like MS Word files or text files. The created watermarks are saved for the user that created them, so they remain personal watermarks, not visible to any other user. In the example below, we’ve added the word Confidential along with the token for the name of the person logged into the client.  Even though the token is not selectable onscreen, you can enter it manually. The “%(username)” token will be replaced by the name of the user. Text, as well as standard Laserfiche tokens, can be used in the Watermark text box. Here are a few example tokens: %(username) %(Date) %(Time) %(DateTime) To set this same watermark to all future image file downloads, check the “Apply when downloading (and no other watermarks are present)” box. Below is an example of the watermark that results from the settings. Laserfiche Cloud or Web Client: In the Web Client (for On-Premise systems or Laserfiche Cloud) you can set up the watermark text that could be applied to all the downloaded pages. You can pre-set the values from the Options choice on the User’s Account properties. To create any watermarks in the web client, click on “Download” in the Options menu. Scroll down to “Optional Watermarks” and click the “Add” link.  The created watermarks are saved for the user that created them, so they remain personal watermarks, not visible to any other user. Below is a list of some sample watermarks available to this example user. In the example below, we’ve added the word Confidential along with the token for the name of the person logged into the client.  Even though the tokens are not selectable onscreen, you can enter it manually. The “%(username)” token will be replaced by the name of the user. Text, as well as standard Laserfiche tokens, can be used in the Watermark text box. Here are a few example tokens: %(username) – This is the logged in user’s name. %(Date) %(Time) %(DateTime) %(id) – this is the Laserfiche EntryID of the file When downloading a document, you can choose to apply an existing watermark from the Download dialog box. Choose any existing watermark from the “Optional Watermarks” list. Group Watermarks: For those Laserfiche systems licensed with Laserfiche Audit Trail,” Group Watermarks” are available. Here’s the rule regarding Group Watermarks: If watermarks have been assigned to a group to which a user belongs, the watermarks will be present on the image when that user prints or exports a document. No exceptions. A Watermark is applied automatically. Here’s how to set up the watermark definitions. We’ll show you how to do this on both the Windows Administration console and the Web Management console. You’ll need to have the “Manage Repository Configuration” privilege, at minimum, to accomplish this. Windows Administration Console Navigate to the Group in which you want to assign watermarks. Click the Watermarks tab, then enter the watermark text, including any tokens, and then press Add. To configure the defaults that Laserfiche uses to apply the watermarks to any exported documents by a group member, navigate to the “Repository Options” node and select “Group Watermark”, as shown in the image below. Double click on any of the properties seen on the right side of the screen, which will then pop open to display the options seen below.  Configure the layout as you desire. There are two tabs, one for the Location and the other for Headers/Footers. Watermark Headers and Footers can be used to show different text than the watermark text. This text will display when the user opens an image document in the Laserfiche document viewer. Web Management screen: In your web browser, navigate from the top-right corner under your user account that has Administrator privileges and choose “Management” (“Administration” if using version 12 web client).  As mentioned earlier, you’ll need to have the “Manage Repository Configuration” privilege, at minimum, to accomplish this. Then select “General” on the left side, then click on the “Group Watermarks” tab as shown below. Next, you’ll want to configure any Groups with the Watermark text you would like to appear on exported or printed documents. Tag Watermarks: Web Management screen Tag watermarks in Laserfiche are watermarks that are automatically associated with specific tags configured by an administrator. When a tag with a configured watermark is applied to a document, the watermark will automatically be included as a document is exported. If a document has multiple tag watermarks all of them will be included during export. As an Administrator, navigate to the Tags tab under the Metadata node. Open or add a tag, then use the “Watermark” tab to apply the text of the watermark. Below is an example of watermark text being added to the “Info Tag” properties. Windows Administration Console screen Here’s an example of the Tag Watermark properties in the Windows Administration console shown below. Navigate to the tag, then select the Watermark tab to set the text to be used. Embedded Annotations: Embedded Annotations can be generated on Imaged documents as they are being stored to Laserfiche. This will typically only be accomplished using the Laserfiche Snapshot printer, which is only available when the Laserfiche Windows Client is installed.  The Snapshot printer creates TIFF image file documents in a Laserfiche repository. Laserfiche Snaptshot Configuration Each user can configure the Snapshot printer to embed annotations.  In Windows, launch the Snapshot Configuration (Current User) application. Then click on the “Preferences” button to open the Printing Preferences dialog box. Finally, click the Embed Annotation tab. Annotation settings can be easily customized for each page. There is a preview box to show the image and text that will result from your settings. Click OK to save the settings. Note: You can also set watermarks in your Snapshot printing preferences, however, these can only be images, not text. The image would become an overlay on the page. You can only use .JPG, .TIFF or .BMP formatted images. This concludes this month’s review of Watermarks and Embedded Annotations available in Laserfiche. We hope you found it informative and useful! CDI NEWSLETTER Stay updated with all the latest Laserfiche news, CDI webinars, blogs, and more! Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok

By Kyle Knebel April 2025 Consultants Corner Laserfiche Administrators will love this month’s blog post. We’re going to dive into a couple of settings that you will find very useful. Let’s take a look! Redaction Reasons Exporting documents out of a Laserfiche repository is easy.  However, sometimes, those documents contain sensitive information that you may want to obscure or hide by using redactions. Laserfiche image documents can be redacted using the built-in document editing in the Laserfiche Desktop client or Web client. Note : Document editing within the Laserfiche document viewer is not available for electronic documents like PDF’s and MS Office documents, which need to be edited or redacted using their own editing tools outside of Laserfiche. In addition, Laserfiche administrators can add redaction reasons to the system for end users to select when applying a redaction. Here’s how to setup Redaction Reasons. In the Laserfiche Management console, navigate to the “Redaction Reason” tab under the General section to create a list of reasons.  We’ve created a few examples here, but you can create your own. Once created, they will be available in the Laserfiche client application when using the redaction tool. Once the redaction is applied, a window immediately pops up with the Reason dialog box. Choose the reason, if needed. If you double click on the applied redaction in the Client, it will show the Reason value in the Metadata tab, as seen below. In the Desktop client, you can right-click and choose properties, as well as double clicking on the redaction. Password Policy Another bonus setting is the Repository Password Policy. This is found in either the Windows Administration Console or the Web Management page, depending on your preference. For repository only users, not  LFDS or Windows users, you could enable a password policy.  This allows you to enforce periodic password changes, password complexity levels or a password history rule. Work carefully here, though, since requiring a repository user to change passwords on a periodic basis will affect all of them. For example, the “Admin” user and possibly other “service” accounts you have in place, like a workflow trustee, will need to have the password changed.  And for the Workflow service trustee, it can stop workflows from running if you update the password, requiring editing of all workflows that use the account. Below is a screenshot of the dialog box in the Windows Administration console. The safest use of these settings would be to enforce Password history and complexity, but to leave the enforcement of periodic password changes off. This would be due to the possible issue, as already mentioned, of stopping your workflows because they are possibly using a repository only account. If you have a corporate policy on security, the complexity levels allow for preset options, or you can customize the password requirements as needed.  These same settings are available on the Web Management page. Navigate to the Users section, then click on the “key” icon for Password Policy settings at the top right of the page. Bonus> Bonus: Did you know that a repository only user can manually change their own password? They can open the Options  dialog box under Tools>Options  from the file menu, then navigate to the “Password” section to change their current password. In the Web client, choose the Options selection under your login name at the top right corner. And there are this month’s Bonus settings you may have missed in Laserfiche repository administration. Have a great month! CDI NEWSLETTER Stay updated with all the latest Laserfiche news, CDI webinars, blogs, and more! Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok

By Kyle Knebel March 2025 Consultants Corner What's the reason to use Laserfiche Users, Windows Accounts and LDAP Accounts? When it comes to signing into a Laserfiche repository, a user can be authenticated using three methods. For this article, “Authentication” is the process of verifying your login credentials when connecting to a Laserfiche repository or Laserfiche Web Application like Laserfiche Forms. Our user account is configured to use a particular method of authentication. The three types of authentication we typically see are: Laserfiche User (password) authentication Windows authentication LDAP authentication  And out of those, we rarely see LDAP authentication, which supports other “Lightweight Directory Access Protocol” systems that implement the X.500 telecommunications standard. Because LDAP protocols have not been widely adopted by the industry, one rarely sees LDAP implementations outside the network “firewall.” This just means that we mainly see Windows Active Directory (AD) authentication (along with Single Sign-On) or Laserfiche Password authentication in most scenarios. If your organization uses Microsoft Active Directory, then Laserfiche Windows Users are preferred, as it enhances security and makes administration easier. Many years ago, prior to the existence of Laserfiche Directory Server (LFDS), formerly known as “License Manager”, users were created for each unique repository. And these users would authenticate directly to the repository.  You could create Laserfiche Repository Users or map a Windows account to have access to and authenticate to the repository. These users were also connected to Forms, for authentication purposes, but had to exist as users in the specified repository. Laserfiche Forms then was configured to authenticate users in a specified repository. With the advent of several new products and newer licensing models, it became clear that a single, over-arching authentication system was needed. LFDS now provides user authentication across many Laserfiche applications. Here is a summary of the key differences between the two common user types, “Laserfiche only user” and “Windows Active Directory user”. For user authentication to a Laserfiche repository, you could accomplish this in two places.  They could be set up in the Laserfiche Administration Console, or they could be set up in LFDS. The advantage of using LFDS is that the user now could be given access to more than one repository and even access to other Laserfiche applications like Laserfiche Forms. For example, in LFDS we can create a Laserfiche User or a Windows Active Directory user.  For Windows users, LFDS can even synchronize with Active Directory to obtain new users when they are added to monitored AD Groups, although we will not cover this in this post. Note : LFDS also supports Single-Sign-on (SSO) with SAML authentication, which is not covered in this blog post. Let’s look at a few different methods to set up user authentication in Laserfiche. Adding a Windows User in LFDS Navigate to the Accounts tab, then add a user. A) Here we’ll begin by adding a Windows account, having chosen the “Windows Active Directory User” option as pictured above. B) Search for Users or Groups in your Active Directory domain. If you search for an AD Group, you can add all those members, then selectively remove some of the members, if you won’t need all of them accessing Laserfiche, prior to finishing the process. C) For Users or Groups, click on a single entry in the Search results pane to add it to the list of added users. Or search for all the required users and groups, and then press Add All. This will add that user or set of users to the Added Users list. D) Press OK at the bottom when ready to add them to LFDS. E) Note : Registering a user in Directory Server does not automatically add that account to your Laserfiche repository. If a Windows Active Directory user has been registered in a Directory Server licensing site (LFDS), but has not been granted access to the repository, they will not be able to sign in. You will also need to grant the user access to your Laserfiche repository(s) in each LF Admin Console to which the user will have access. Adding a Windows User in the Laserfiche Administration Console or Web Management Console A Windows User can be added to a single repository, regardless of whether they were added in LFDS, or not. However, if they WERE added in LFDS, and you DO want them to be able to authenticate in a repository, add them as a Windows Account using either the Windows Admin Console or Web Management Console. In the Laserfiche Windows Administration Console , navigate to the “Users and Groups” node, then right-click on the “Windows Accounts” node to create a new Windows Account  user. Set the username, password and license type, then assign Feature Rights to the account in the “Rights” tab. End users will not need any “Assigned Privileges”, since these are advanced management capabilities best reserved for Laserfiche administrators. Or, in the Web Management Console  navigate to the Users tab and on the top-right corner press the “Add user” icon (plus symbol) to create a new Windows user. In the pop-up dialog box, press the search magnifying glass icon to bring up the Windows Trustee search dialog box. Here you can scroll or search for the Windows Active Directory account you are looking to find. Once added, now select the User from the list. Then, on the right-side panel, set the General and Rights properties as desired. Configuring a Laserfiche User in LFDS In LFDS, a Laserfiche user can be created and assigned a username, password and license type. This user is a global Laserfiche user, meaning they can be set up to authenticate in multiple repositories and other Laserfiche applications like Forms. Once you’ve created the Laserfiche user in LFDS, set their License type and add them to any LFDS groups needed for application access and security. For example, if you need to add this new Laserfiche LFDS user to a repository, you can add them as a “Laserfiche Directory Account” using the Laserfiche Windows Administration Console or Web Management Console. Configuring a Laserfiche LFDS User in the Laserfiche Administration Console or Web Management Console In the Windows Admin Console, you can add the LFDS Laserfiche User   in the following manner In the first box, click the ellipsis button then query for the username you are adding. Set their Authentication to “Trust”, then assign Rights as desired in the Rights tab. In the Web Management Console, use the + symbol at the top-right corner and choose to add a “Laserfiche” user. Press the magnifying glass icon to search for the LFDS account you want to add. You should find a list of one or more LFDS Laserfiche users available to choose from. Once added, select the User from the list. Then, on the right-side panel, set the General and Rights properties as desired. Configuring a non- LFDS Laserfiche User in the Laserfiche Administration Console or Web Management Console If you’re not using Laserfiche Directory Server (LFDS), but need to add non-windows users to a repository, follow the instructions below. In the Laserfiche Windows Administration Console, navigate to the “Users and Groups” node, then right-click on the “Repository Users” node to create a New User… Set the username, password and license type, then assign Feature Rights to the account in the “Rights” tab. End users will not need any “Assigned Privileges” since these are advanced management capabilities best reserved for Laserfiche administrators. Or, in the Web Management Console navigate to the Users tab and on the top-right corner press the “Add user” icon to create a new Repository  user. Assign the username and all relevant properties, including Password settings.  Do not assign a user without  a password (unless the “User must change password at next sign-in” option is checked). Once you have entered the basic user information, click OK, then select the new account to view its properties and modify the General and Rights settings in their respective tabs. As we have seen, there are several methods available to set up User Authentication in Laserfiche. We hope you found it informative and useful! CDI NEWSLETTER Stay updated with all the latest Laserfiche news, CDI webinars, blogs, and more! Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok

By Kyle Knebel January 2025 Consultants Corner Customizing your scanned document’s name and metadata For Laserfiche users that scan documents to the repository, you can automate the naming, metadata, and filing folder path using tokens! This month we’ll look at the customizable settings available in the Scan module. We’ll look at both Basic and Standard scanning modules. Both are available whether you use the Windows Client or Web Client. Note : If you are using the Web Client or Laserfiche Cloud, you’ll need to download and install the Laserfiche Scanning module first, before using it. Basic scanning: Tokens and Naming The default document name can be modified to use built-in Laserfiche tokens, like today’s date  or the user’s login name . As you can see in the screenshot below, the token selector has been pressed next to the document name field, and it is displaying the available standard tokens. If you choose to assign a Template to documents, the “Fields” selector now becomes part of the listed tokens, as shown in the following screenshot. (In the example below, the General template was chosen, and its fields are listed.) A document name can be created using both static text and tokens to create a useful name with consistent and automated values. The entered values with replace the tokens when the document is stored in the repository. Note : You still must manually enter the field values on the template.  These values can be applied to the default (tan) template properties, or to the just scanned document’s (blue) template properties. Standard Scanning: Tokens, Naming, and Folder Path: Just like in the example above, document names can be modified to use the built in Laserfiche tokens, like today’s date  or the user’s login name or others. In addition, you can set a dynamic folder path for document storage using tokens. Just navigate to the Settings tab in the default properties (tan) box. As you can see in the screenshot below, the token selector has been pressed next to the folder Path field (Settings tab), where it displays the available standard tokens and it displays the Fields token with the assigned template’s fields. The Count Token: The “Count” token is a sequential number from the scanning session that can be used in document naming for contracts, for example, or in fields. The previous starting count will be remembered the next time you launch the scanning session. The count token is available for document naming, Fields and folder paths. Note : Only available in Standard scanning mode, The count value can be manually reset. 1) The top toolbar 2) Under the File>Options>General area. There are two count tokens. 1) A Repository Count is incremented every time an entry is imported or created into a Laserfiche Server. This is the number you see when you look at the Entry ID number. Its token is %(GCount ) but is not in the drop-down list of tokens. 2) A Session Count is the scanning count for the current scan session.  It usually resets to 1, but you can manually change the beginning number to anything you prefer. If you close and re-launch Standard Scanning, the number will reset back to the initial value configured.   All the available scanning tokens are available online on the Laserfiche support site.  Here’s the link if you are interested. https://doc.laserfiche.com/laserfiche.documentation/11/userguide/en-us/Default.htm#../Subsystems/client_wa/Content/Scanning/Tokens.htm This concludes this month’s review of the Tokens available in Laserfiche Scanning. We hope you found it informative and useful! CDI NEWSLETTER Stay updated with all the latest Laserfiche news, CDI webinars, blogs, and more! Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok