Search Results

By Kyle Knebel Consultant Corner – February 2026 Search for emails and learn about customizing your Laserfiche email imports In both Laserfiche Cloud and Laserfiche On-Premise (Avante/RIO) systems, you can configure Laserfiche to grab the email properties from an imported email and automatically assign the information to template fields. This makes it very easy to search for emails by username, email domain (like yahoo.com ), and other email properties. Laserfiche even has a solution to automate email imports from your email server into a Laserfiche repository. Let’s take a look! For Laserfiche Cloud: Configuring default email import settings in the Web Client: If using Laserfiche Cloud, select your Username at the top-right corner and choose “Options” from the drop-down menu. On the left side panel, select “New Document” on the left, then use the “Email” template as the default for imported email.  The “Email” template comes pre-built in your LF Cloud repository. Here you can configure the mapping of email properties to fields. As you can see in the image below, the email properties are populated in the fields when an email is manually imported. For Laserfiche on-premise systems installed on your local server(s): To configure Email Import properties for on-premise servers, you’ll want to configure two items.  One is the email template and email-related fields. The second is the Outlook Import options. If you go to the Laserfiche Administration Console, a Laserfiche system administrator can edit your repository’s Metadata and add a new Template for tracking emails. I usually create one called “Email”, but you can name it something so that your users will understand its purpose by its name. In the example screenshot below, the “Outlook Emails” template was created. The fields are created and named to match the types of email properties available for automatic recognition. Once you’ve created the template, navigate to the Repository Options>Settings  section. Open the Outlook Import  properties.  Here, you can select the template to be applied along with the field mappings. You can even configure what Laserfiche will do with attachments on imported emails. Laserfiche Email Archiver (part of Laserfiche Import Agent) If you don’t want to manually import emails through the Client, you can use the Email Archive utility, which is part of the Laserfiche Import Agent software. Note : Import Agent may be an additional purchase in some cases. It can be configured to connect to your MS Office 365 email server or older MS Exchange email server (Custom) or Gmail accounts in order to import copies of emails to your repository. Below is a screenshot from the Profile Wizard in the Email Archiver showing the email Server type  choices. As long as you have the proper credentials to authenticate into the defined email server, the software will be able to import the emails you want.  You can even set filters or target a specific mailbox or email address from which to retrieve messages. Below is an image of the Email Archive Profile Wizard where the tempate and fields are being configured to use the Sent Time (included Date) as well as the Recipient’s email address. Searching for emails: Using the default Email import settings as mentioned above, I manually imported 6 emails at once via the Laserfiche Client. In the image below, you can see that Laserfiche applied the template and automatically obtained the properties of the email and inserted them into the fields. Note : When importing multiple emails at once (called a batch), you can check the “Apply these properties to all entries imported in this batch.” This will dynamically capture the unique values from each different email and apply them to the fields. Below is an example of some emails imported to a folder in the repository. Below is an example of a search for all emails where the Sender’s email domain ends in “@ laserfiche.com ”. Note: I’ve added an asterisk (*) before the email domain so that the search finds any senders from that domain. To search in the client, we recommend using the Advanced search, where we can then use the template to find emails. In the example image below, the search is configured to find any emails where the sender email address ends with “@ laserfiche.com ”. The search has returned one email message that matched. You can also use Laserfiche’s Advanced Search Syntax to exclude certain results. In the example image below, I’ve created a custom search syntax that excludes a sender email address that has “samantha” in any part of the address. To do this Advanced Search in the Windows Client, you’ll use the Customize Search drop-down, then: De-select all search options Select “Search Syntax” only Check the box for “Include search syntax in query”. This will enable edit mode in the syntax box. More information on performing advanced search syntax searches can be found here: https://doc.laserfiche.com/laserfiche/en-us/content/search-syntax.htm   Enter the advanced query in the box and test the search. It is helpful to build a search first using the other search options and copy the syntax that is generated (only available in the Windows Client).  Then disable the options except for Search Syntax. This usually leaves a syntax that you can then modify. Check the “Include search syntax in query” box, which enables edit mode. Modify the syntax as needed. Here are the results of a search that finds emails from a sender with “@cities” in the address, but the hyphen  tells the search engine to exclude values that have “samantha” in that same field. Without the exclusion, there would have been three emails listed instead of the two emails listed. This is but one of many variations to searching with search syntax. Note : I’ve used the asterisk, which acts as a “wildcard” in two places. See if you can figure out how Laserfiche uses them. This concludes this month’s review of how to search for emails and customize Laserfiche email imports. We hope you found it informative and useful! Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok

By Kyle Knebel Consultant Corner – January 2026 Customizing your Laserfiche Records Management Setup using a Microsoft Excel spreadsheet For Laserfiche On-Premise (not Laserfiche Cloud) systems that have Records Management (RM) edition, Laserfiche administrators can bulk import several different components of their Records Management configuration like Record Series, Cutoff Instructions, Retention Schedules, Events, Location, and Cycles. Laserfiche has long provided a “Record Series Setup Utility”. You can download the latest version 8.3 from this Laserfiche support site link, but it does require that you have an account with download access on the Laserfiche Support site. If you find any earlier versions of this utility, we don’t recommend using it, especially in Windows 10 or Windows 11 operating systems. The utility link is here: https://support.laserfiche.com/download/2514/record-series-setup-utility-8-3 This utility will connect with Version 8.2 repositories and later, including the latest Version 12. Note: You will also need MS Excel installed on the same machine where the Utility is installed. You can run this on a workstation or server, as long as it can connect to the Laserfiche repository. Documentation on how to set up the Excel file and use the Utility is found here on the Laserfiche Support Site. https://support.laserfiche.com/resources/2507/record-series-setup-utility-version-8-3 Let’s look at how this utility can be used, then we’ll print out a “File Plan” from the Laserfiche client (Windows or Web) that shows your RM structure. Using the Record Series Setup Utility Once the utility is installed, you’ll find a sample MS Excel file in its install directory, which is by default in the “\Program Files (x86)\Laserfiche\Record Series Setup 8” path. In this file there will be five worksheet samples. The worksheet names and the columns, except for “Name” and “Description”, are unique to each worksheet and should not be used amongst other worksheets. The utility can import any options you choose. If you need to import just a new Record Series, you can do that. If you need to import all properties and a complete record Series design into a brand-new system, you can do that, too. Example 1: Below is an example of a “Location” definition import with before and after snapshots. 1 - Before Import Using the sample Excel file and selecting just the Location check box on the Utility, press the Import button. (Note: make sure the Excel file is saved and closed before importing.) The Repository selection dialog will appear if you haven’t already configured a login. Once imported, a completion message will appear. 2 - After Import Notice that the utility only added locations and retained the already existing “Current file area” location. Example 2: Here’s another example of importing just Cutoff Instructions. You can modify values but follow the guidelines in the documentation. The first row of every worksheet needs to be defined, as found in the sample file and in the documentation. Do not rename the columns to anything other than found in the documentation, as the import will fail. 3 - Cutoff Instructions in Excel file Prior to import, there is only one Cutoff instruction listed in the repository image shown below. 4 - Before Import Below is the list of newly imported Cutoff Instructions in the repository. 5 - After Import A note about TRM compared to FRM: If you are using Laserfiche’s legacy Transparent Records Management model (TRM) with a Record Series structure, this utility has the option to import new Record Series. If one is not in place at all, the utility will build it for you, as long as the other associated options (Locations, Retention Schedules, etc.) are in the same Excel file or already exist in the repository. If you are going to use the Flexible Records Management model (no Record Series structure) the utility will still assist greatly, however it’s not necessary to import Record Series values from the spreadsheet. Example 3: Using the utility, you could go from having no Record Series structure in your repository to a custom Record Series structure that you designed in just minutes. File Plans: A printout or download of a “File Plan” will generate a list of the structure and rules that govern your records. You can export or print this information at any level of the records management file structure, whether it be at the Record Series level or just a Records folder. Performing the action on the root folder will give you information for the whole repository whereas doing so on a record series or record folder will give you information about the contents of that object and its children. It’s a record of how you have designed your Record Series and Records Folders so that you can reference it later. It is a point in time report of all records (selected) in their lifecycle within the repository. Below is an example of the Laserfiche 12 Windows client option to Print a File Plan at a selected level. It shows each item and its records properties. This concludes this month’s review of how to import a records retention schedule into your Laserfiche repository and generate a file plan report. We hope you found it informative and useful! Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok

By Kyle Knebel Consultant Corner – December 2025 This month we will look at some of the features and functionality in the Laserfiche API and the Boomi integration. Boomi is a low-code platform that allows quick connections between Laserfiche and line-of-business applications, either in the Cloud or On-Premise. The Laserfiche API Version 2 is the latest application programming interface that allows you to interact with Laserfiche services from low-code and custom-code environments. Let’s take a look! The Laserfiche Cloud Developer Console is where you build your applications. The latest API version 2 can be found there, as well as documentation. You can create three types of applications in the Cloud Developer console. They are Service apps, Web Apps, and Single-page apps. Documentation is found right on the Developer console page. For those who are developing on-premise, without a Cloud subscription, the Developer Documentation is found here: https://developer.laserfiche.com/docs/api/guide_overview-of-the-laserfiche-api/ API and SDK knowledge base and download links are linked directly in the menu, as shown above.   The following documentation page provides links to additional information, as seen in the image below. Swagger documentation is found here in the “Swagger Playground”, as well. If developing in Laserfiche Cloud, make sure to pick your regional endpoints, as shown below. The Swagger UI renders API documentation in a user-friendly, interactive web interface. This documentation provides a clear and comprehensive understanding of an API's endpoints, operations, parameters, and data models. You can see an example of this in the screenshot below. The Swagger pages allow you to test the endpoint results. Boomi   Boomi, an Integration Platform as a Service (iPaaS), enables seamless connectivity between applications, data sources, and processes. Laserfiche Cloud is a SaaS-based enterprise content management (ECM) and business process automation platform. Their integration, launched via a formal partnership in February 2023, allows organizations to bridge Laserfiche's content services with over 1,500 other apps (e.g., Salesforce, Workday, Smartsheet) through Boomi's low-code connectors. This supports automated workflows, data synchronization, and end-to-end process orchestration, reducing manual effort and accelerating digital transformation.   The core of the integration is the Laserfiche Connector for Boomi , built on Laserfiche's APIs. It facilitates bidirectional data flow, such as uploading documents from external apps to Laserfiche Cloud, updating metadata, or triggering Laserfiche workflows from Boomi processes. It's designed for both Laserfiche Cloud and self-hosted setups, with a focus on security, scalability, and ease of use. Key Benefits Simplified Connectivity: Quickly link Laserfiche Cloud to cloud/on-premises apps without custom coding. Automation Boost: Automate content routing, approvals, and analytics across systems. Cost Efficiency: Low total cost of ownership via Boomi's drag-and-drop interface. Scalability: Handles growing data volumes as your organization adopts more tools. Security: Supports OAuth-based authentication and role-based access. How the Integration Works The connector operates via RESTful APIs over HTTPS, supporting operations like: Document Management: Create, read, update, delete (CRUD) entries in Laserfiche repositories. Metadata Handling: Sync fields like tags, status, or custom attributes. Process Automation: Invoke Boomi processes from Laserfiche workflows or send web service requests the other way. Search & Retrieval: Query Laserfiche content and pull it into Boomi for transformation.   Supported Directions: Laserfiche to Boomi: Export documents/metadata to external systems. Boomi to Laserfiche: Import data into Laserfiche Cloud for storage/processing.   Setup Guide Setting up the integration is straightforward in Boomi's “AtomSphere” platform. Here's a high-level process (detailed in Laserfiche's documentation here: https://doc.laserfiche.com/laserfiche/en-us/Content/Boomi-Connector.html ) Step One: Create a Connection in Boomi: In Boomi Designer, go to Create New > Connection > Laserfiche Connector. Select Platform: Laserfiche Cloud. Enter credentials: Base URL: Your Laserfiche Cloud instance (e.g., ` https://your-org.laserfiche.com` ). Authentication: Use Service Principal (recommended for Cloud). Create a Service Principal user in Laserfiche Admin with appropriate rights (e.g., Repository Admin). Generate a Service Principal Key and Base-64 Encoded Access Key in Laserfiche Developer Console. Service Principal Key and Access Key: Paste from Laserfiche. Test the connection (ignore 404 on base URL—it's normal). Step Two: Build Operations: Create a Connector Operation (e.g., Web Services Server for listening to Laserfiche requests). Choose actions like Listen (for incoming from Laserfiche) or API calls (e.g., `/EntryManagement` for docs). Map data fields between Laserfiche and target apps. Step Three:   Configure Laserfiche Side (if bidirectional): In Laserfiche Process Automation, add a Web Request rule to call Boomi's endpoint. Set up authentication (e.g., token from Boomi's User Management). Step Four: Test & Deploy: Use Boomi's testing tools to simulate flows. Deploy to production atoms for runtime execution.   For a quick start, check Boomi's "Getting Started with Laserfiche" Recipe in their Discover catalog, since it includes pre-built processes for common scenarios. Resources Official Laserfiche Connector Guide ( https://doc.laserfiche.com/laserfiche/en-us/Content/Boomi-Connector.htm ) Press Release: Laserfiche-Boomi Partnership ( https://www.laserfiche.com/resources/press-center/press/laserfiche-joins-the-boomi-technology-partner-program/ ) Boomi Marketplace: Search "Laserfiche" in Boomi's partner directory for templates. Community Recipes: Boomi's article on [Starting with Laserfiche]( https://community.boomi.com/s/article/Start-Connecting-with-Laserfiche ).   In the Boomi Marketplace, or in the Laserfiche Solution Exchange, you can obtain pre-built “Connectors” that will link Laserfiche with your business application of choice. There are almost 80 Connectors to choose from as of this writing.   Boomi Marketplace Example: Laserfiche Solution Marketplace Example: Use this link to view all available Laserfiche Solution Marketplace choices. https://marketplace.laserfiche.com/listing?tt=IPaaSConnector&to=mostPopular   Laserfiche provides developers with low-code solutions to connect business applications to your Laserfiche repository content, either on-premise or cloud based.   Try it today! Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok

By Kyle Knebel Consultant Corner – November 2025 This month’s article will show you how to quickly and easily create a lookup table in Laserfiche Cloud for use with a Forms business process or a workflow. Starting with a spreadsheet or tabular data, like in a .CSV file, you can use this data throughout Laserfiche Cloud Process Automation. Let’s build! Understanding Lookup Tables A Lookup Table is ideal for data that doesn’t change frequently. Why? If the source data is a locally stored file, you will need to manually update the existing data, which will overwrite the previous data. Ensure you use a file with the same columns and data types, such as text and number (Integer). If the columns and data types differ, you risk breaking the lookup rules that previously worked. Step-by-Step Instructions Step 1: Log in as a User with Process Automation Privileges To enable Process Automation privileges, select the User under Account > Users and then choose the appropriate username under the “Users” tab. Step 2: Edit User Properties Click on the User account to edit their properties. Scroll down to the “Access Rights” section. Expand the “Process Automation” section and click the radio button to allow the user to be a “Process Administrator.” Press Save . Step 3: Navigate to Process Automation Overview In the top-right corner, use the App Picker to navigate to “Process Automation > Overview.” Step 4: Access Data Management In the “Tools” center column, click on “ Data Management .” Step 5: Create and Update Lookup Tables Here, you can create and update lookup tables. Step 6: Create a New Lookup Table Select New > Lookup tables . Give the new table a name (without spaces), then click the “Choose File” button to upload your spreadsheet or CSV file. Note : The first row of the spreadsheet should contain the column names. Step 7: Check Options Boxes Once the file has been chosen, check any options boxes: Enable for Dynamic Fields : This allows the lookup table to be used as a data source for Laserfiche templates and fields when configuring dynamic fields. Read-Only Access to Data : This option prevents modification of lookup table values. Preserve Whitespace : When not selected, Laserfiche will trim leading and trailing whitespace and normalize internal whitespace to a single space character. Step 8: Confirm Data Format Click Next to view the confirmation window. This allows you to verify that the uploaded data looks correct and is in the right data type format. Step 9: Create the Table When satisfied that the data looks correct, press “Create.” The table will then be displayed with its columns and data. The Update and Download buttons are available in the left corner. Note : If you lose the original data file, downloading the lookup table data will result in a .ZIP compressed file containing a .CSV file. Utilizing Your Lookup Table With data in a lookup table, you can create queries against the information. A query can be run in a Workflow or used to display information in a Business Process form. If you have the table open, you’ll see the information panel on the right side of the screen. Clicking on the blue “Create a lookup table query” link will open a dialog box where you can begin building a custom Select, Insert, Update, or Delete query. For documentation on how to build a Query, use this link to the Laserfiche Cloud “Getting Started with Queries” help topic here . Benefits of Using Lookup Tables Laserfiche Cloud Lookup Tables are a great way to help automate processes like Workflows or Business Processes. They apply decision-making logic effectively. You can also use a lookup table to show lists of choices in a Template with Dynamic Fields. Try one today! Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok

By Kyle Knebel Consultant Corner – October 2025 This month’s article will show you how to create a Survey in Laserfiche Cloud and provide some useful ideas for the types of surveys you can make.   Let’s build! Step 1: Log in as a user with Process Automation privileges.   Note : To enable Process Automation privileges, select the User under Account>Users  and then select the appropriate username under the “Users” tab. Step 2: Click on the User account to edit the properties, then scroll down to the “Access Rights” section.  Expand the “Process Automation” section and click the radio button to allow the user to be a “ Survey Form Developer. ” Press Save .     Step 3 : Back on the top-right corner, use the App Picker to navigate to “Process Automation> Overview ”.   Step 4 : On the “Tools” center column, click on “ Surveys. ” Step 5 : Here, you can manage and report on all surveys. You can also create new ones. Step 6 : Create a New Survey using design tools like you might be familiar with from building Business Processes give the new survey a name. Step 7 : You’ll then be in the “Design” window, where you can add all the fields needed to collect responses. The form can contain many types of fields, selectable from the Toolbox pane on the left side. Drag and drop field types onto the white “canvas” in the middle of the screen. You should give each field a name and other properties.   One of the best field types for surveys are multiple choice fields like Checkbox, Radio Button or Drop-down. These make it easy for the survey respondents to make a quick and easy choice for certain specific questions.   For open-ended questions use a “Multi Line” field and set the “Field Height” to the number of lines of text needed. Fields can have “Rules” like when to Show, Hide, Enable, Disable, Validate or set CSS Classes on other fields or on the Form itself. Fields can also be set to “Lookup” values from data sources, like Lookup tables that you have created in your Cloud system, or it can connect to “on-premise” SQL data. Step 8: Publish and Preview your Survey to see how it looks. Additional theming can be added to your form. Theming and HTML Styling (via CSS) can always be used to create a corporate or organizational look to your surveys. Step 9 : After applying the theming and CSS to your survey, Publish and Preview it one more time.   Tip:  What kind of surveys do you have in mind?  Some ideas include the proverbial “Suggestion Box” with open-ended questions. Or it could be a department specific questionnaire like New Employee Onboarding, Project completion feedback for end-users or for internal project teams, or New Client information asked of a potential client that might feed internal company processes. Another idea is to use a survey as a Registration form for an event.       Step 10 : Make it Public or Private.   Public surveys are submitted anonymously, whereas Private surveys track who submitted the form. Private surveys are for your own organization’s Cloud users only.   In the Manage tab you’ll see a list of surveys available. Check the selection checkbox for the survey you want to enable. On the “Details” pane on the right side, toggle the Status to “Enabled”, then choose the privacy setting desired.  Use the “Share” link to email the URL link or to copy it. Step 11 : Now that you have your submitted surveys, it’s now time to runs some Reports.   Choose a Survey from the list, then set the Date range. Then press “Apply” to see the resulting Report.   Note : Sometimes survey questions are not answered, and you can tell the reporting tool to skip those empty values when drawing charts and tables. Just check the “Exclude skipped values” box, if this is the case. Then you can view the Results graphically or download the report as a PDF . Laserfiche Cloud Surveys are an easy way to collect information like registration sign-ups without having to build out a full business process. Try one today! Facebook | Instagram | X (Twitter) | LinkedIn | YouTube | TikTok

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