Category Archives: Tech Tips

From the Support Desk – Laserfiche 10.2

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Last month, Cities Digital shared some of the changes and new features with 10.2 and some of the updated requirements. Nearly a month later, there are a few more updates to share directly from the support desk.

•  Some compatibility issues have been noticed relating to Forms and customizations with CSS and JavaScript. If a client is interested in upgrading to 10.2, but has created and customized Laserfiche Forms using CSS or JavaScript, it is recommended to notify the support team in advance that there are forms that have been customized. To make sure organizational processes do not get delayed, a possible test upgrade prior to the full upgrade may be required so that we can confirm that there will not be any issues with the customizations in Forms 10.2.

•  As a reminder, support has ended for 32-bit processors and operating systems that will run Laserfiche server 10.2. With this version and forward, Laserfiche will require a 64-bit server.

•  Since the Laserfiche client itself remains 32-bit, there are may be compatibility issues between the 64-bit version of Microsoft Office. One feature, in particular, is the drag and drop functionality between 64-bit Microsoft Office and 32-bit Laserfiche, which is not supported. However, this should not affect the Microsoft Office integration, as the Add-in should function normally between these versions.

Using the New Client Portal from Cities Digital

The Client Portal from Cities Digital offers helpful content and allows you to interact with Cities Digital in a new, more comprehensive way.

Portal Menu

The Support menu allows you to submit and view open support cases with Cities Digital technicians. To start a case, click the “Add Case” button or the “Create Case” icon within the Cases menu. For the quickest and most helpful response, please fill out the case title with a brief summary of the issue and add a description of the issue, answering questions such as, “what is the issue” and “when did the problem start.” Next, a priority will be selected for the case and anything can be attached with relevant information, including screenshots of the issue, error logs if available, or anything else related. There is a maximum of three megabytes per attachment.

The Knowledge Base is a source of growing information with helpful tips, FAQ’s, and common issues with resolutions. Don’t forget to check this out if you are looking for answers or resolutions, it may just be in there.  Though the knowledge base may not contain every answer it is improved with new articles weekly.

The Events Menu includes Upcoming Events and Events you’ve registered for, named “My Events.” Cities Digital will keep this Event page up to date with the most recent Webinars, Workshops and User Groups.

The Documents Menu is a source for Public Documents, Company Documents or personalized Documents. Within the Public Documents section, you will find links for Laserfiche Downloads, Training Help Guides, and Technical White Papers. This is a good place to keep bookmarked, as it has some helpful guides on using Laserfiche and other software solutions. The Company Documents and personalized documents are a customized section where the user can store information within the company or personally.

To view the current configuration of your Laserfiche system or status of your Contract Lines, you can click on this menu to see each contract that is current and up to date.

The D3P Disc Submission Menu or Online Backup Menu is where you view and submit discs or view recent Online Backup statistics. To add a disc submission, enter a disc name, such as “Cities Digital Volume 34” and password for encryption. Next, click on save and send the disc to Cities Digital’s Hudson Office.

If you would like to change or modify any Settings with your profile, click on your name in the upper right corner. With this drop-down menu, you may view your profile, update a photo, change a password, modify email preferences and sign out from the portal.

Cities Digital Portal Dashboard

 

Project-Saving Custom Shortcuts in Laserfiche!

Quick.

Your mouse batteries just died.

But you have to import a massive presentation file for your Denver team’s meeting that begins in three minutes.

What do you do?

You thank your lucky stars you read this quick tip, that’s what you do!

woo hoo

As is the case with a lot of software, Laserfiche has a plethora of functions at your disposal. However when it comes to daily use, many of us use only a very small portion of those functions. Why not consolidate those functions into customized keyboard shortcuts for both ease of use and as a backup?

It’s simple!

Inside your Laserfiche repository, right click anywhere on the toolbar and select “Customize.” Then click over to the “Keyboard” tab.

Here we are:

shortcuts

This interface allows you to assign keyboard shortcuts for any command in any category. Simply select the category, select the command you want to customize and designate any key assignment for it you wish! As you might assume, many of the core functions already have key assignments, but you are free to also customize those within this interface.

Enjoy your newfound peace of mind!

Easily Download Reports

Do you find yourself running the same searches on documents within your Laserfiche repository over and over again? Do you find that you are constantly reconfiguring columns depending on the items you are searching for? You can stop wasting all of that time! Laserfiche offers you the ability to save your customized search, allowing you to easily access and download the report information you are continuously looking for.

You might be asking yourself, “What? How?”

Let’s look at an example: Jane, the operations manager, finds herself running the same old weekly report on employee activity to ensure everyone is being productive. She spends countless hours reconfiguring her search columns to display a different set of data that is used to generate payroll reports. Jane is already efficient at navigating through the repository, but she is about to save even more time with customized searches.

First, she will generate her employee activity search just how she prefers it. Then she clicks “Save” at the top of the search configuration pane. Jane then names her search and she’s done!

The next time Jane needs to run the report on employee activity, she can click the “Load” button in the search pane and select her custom search.

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Results from the Employee Activity Report

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Another benefit for customized searches is that you don’t have to spend time configuring and reconfiguring the columns displayed in the search results. Once you have your search configured and saved, the columns configured are displayed and save as well.

Here’s another example: When Jane runs her payroll report, the columns displayed reference specific template data she uses to export to her payroll processor. The columns displayed on the Employee Activity report are different than the columns displayed on her payroll report. By having the search configured to display only the information she wants, Jane doesn’t have to spend time configuring the columns from the information she exported for payroll.

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Customized searches saves, you and Jane a lot of time!

For more information or assistance with configuring your saved searches, please contact This email address is being protected from spambots. You need JavaScript enabled to view it..

Using MagniMail as Powerful Import Tool

There are many capturing/importing options for Laserfiche, and lots of ways to avoid time-consuming manual processes. But there are inevitably instances where content is not imported through a standard or automated process. Sometimes documents need to be added to a repository on a one-to-one basis.

That’s why using MagniMail as an import tool can save a lot of time and hassle. With MagniMail, it is easy to set up auto-capture processes to import documents to Laserfiche simply by sending an email.

For instance, specific email addresses could be created that automatically archive in preset Laserfiche locations for certain types of documents. Then if a document needs to be imported, it could just be sent in an email to the appropriate email address.

Auto-capture processes to Laserfiche through MagniMail could also be set up for specific subject lines, specific senders and more. Basically, if it can be sent in an email, it can be sent directly to Laserfiche.

Learn more about MagniMail.

Rethinking Capture Strategies

ECM and document management all begin with the capture of information that can then be stored and processed accordingly. Did you know that there is a whole world of information capture beyond just scanning and imaging? Although document scanning continues to be an effective way to process your information, it still treats only the symptoms of a paper driven world. Let us walk you through some of the latest scanning and electronic capture solutions, including Batch Scanning, E-Forms, Email Capture, Social Media, etc.

Although technology provides us the opportunity to convert paper documents to active electronic records, why must they ever be printed? Deploying a simple capture strategy at the beginning of a document’s lifecycle can keep that printer from ever turning on. It’s time to treat the causes of paper, rather than just their symptoms. We welcome you to come check out our webinar on May 11th at 11 a.m. CST where we we’ll cover these topics a bit more in depth and show you what such solutions look like.

Batch Scanning – Timing and processing

Scanning paper documents and converting to electronic records has been the standard strategy for most organizations looking to go paperless, and it is really the only choice when it comes to digitizing older paper records and film. When addressing scanning effectiveness there are at least two important questions to ask yourself: (1) Am I scanning at the right time, and (2) am I wasting time by manually processing data from paper records?

Timing – Many organizations chose to scan a document when it is finished being processed, simply for archival purposes. This approach may decrease the need for file cabinets, but brings none of the benefits of technology to “processing” the document. It can still be lost, damaged, unsecure, etc. Scanning a document immediately upon receipt, or creation, and processing the electronic version can take full advantage of scanning efforts and existing software, provide better security and tracking from the start, and improve the speed at which processing occurs. Whether this occurs in a content management system like Laserfiche, or simply via email, it is a move in the digital direction and will decrease costs.

Processing – What exactly does happen when a document is scanned? Indexing information accurately off a document can be a tedious and demanding process. Often this results in minimal levels of indexing, due to the labor required to index fully. This becomes a problem when experts leave the organization and/or when repositories of information become very large. With an automated batch scanning tool information can be indexed off documents automatically and their naming/filing also done without human intervention. Documents can often be typified, and indexed based on document templates automatically, reducing manual scanning efforts to small varying groups of documents, or perhaps none at all. But then again, why are we still dealing with paper?

E-Forms – Purely Digital Documents

Electronic forms are a nice follow up conversation to batch scanning strategies, as it aptly poses the fundamental question of “Are we just chasing treatments of paper-based inefficiencies?” The answer is often, at least partly, “Yes.” Replacing paper based forms and various other internal and external data collection techniques with electronic forms immediately puts your data in context and allows for purely digital document lifecycles. Information collected in an electronic form can then be transmitted anywhere, in full or in part, and can be even more secure than paper. Information can be automatically filled in to printable forms and create the documents we are used to viewing, just with perfect information that has now also been routed to Accounting Software, CRMs, Inventory, ERPs, etc.

Email Capture – Compliant, Secure Communications

Email capture is both new and old. For many years software packages have “tracked” emails, but rarely in a contextual or meaningful way. Emails are both communication and documents, documents and files, files and images, depending on your industry. Universal to us all however, is the need to be able to search, browse, track and use email attachments effectively. Many of the email archival solutions available today solve only one side of the email equation: communication (tracked like a phone call) or documents (stored like a file).

Two possible options emerge that serves both of these seemingly opposing needs: system integrations and email archival to a CMS. It is often difficult to prioritize one need over another and an integration can make archived documents available to you in your Communications Software (i.e. CRM, SharePoint, Outlook, etc.), directly from your CMS (document storage). This eliminates juggling between software systems and brings the power of a content management system like Laserfiche into your primary applications.

Furthermore, Cities Digital has developed a tool to address the document archival needs surrounding email: MagniMail. We know of no other tool that currently addresses the need to automatically archive email (.eml files) directly into a CMS based on Exchange Server monitoring. MagniMail can archive emails based on keywords, addresses and domains, eliminating SPAM; and archive both the email document and the file attachment within an electronic document or content management system. This brings the power of search, archival, WorkFlow, Tracking and Auditing to email, now within your existing ECM and document management systems.

Social Media – Where do we even begin!?

These days it seems that as soon as we wrap our heads around one new type of information, yet another emerges. Social Media Capture is a hot item in all industries, with both internal and external concerns. Information that goes out on social media channels should be viewed as just as binding as an email and similarly tracked. Furthermore, commentary and responses to information about your organization are just as critical and should be reviewed frequently and in a timely manner. No organization can afford to miss the online conversations about their name and brand. Fortunately many social media channels are reduced to simple feeds that can be tracked and recorded in a CMS. To avoid the junk, a good social media archival tool will allow you to utilize keywords and sender/recipient, to hone in on the information you want, and eliminate unwanted info. We are just finalizing a tool that will archive social media streams into Laserfiche. Stay tuned and check out our Webinar on May 11th at 11 a.m. CST.

New Features 8.2 – Thumbnails

As we continue to take a look at the new features available to you in Laserfiche 8.2, I’d like to turn our attention to the Thumbnail view of documents within the folder pane view of Laserfiche. As you are probably aware, and much like your ability within windows explorer, when viewing the contents of a folder you have a number of options for how you can choose to view folders and files. By default in Laserfiche you use the “Details” view. Of course, then benefit of the details view is that you have the ability to see both system and configurable attributes of a folder or document as column information providing easy sorting capabilities. Typically I recommend the details view to most clients and have historically shown no love to the thumbnail view in Laserfiche.

Well, with 8.2, I’m still going to recommend using the details view the majority of the time, but I’m happy to report to you that I’m coming around to the possibility of using the thumbnail view. So my main problem in the past has been that the thumbnails in Laserfiche have been too small to actually decipher what’s on the page (unless you have robot eyes, which sadly I do not).  In the latest release however, you can actually make thumbnails larger in the folder pane view, with a maximum size of 496 x 496! While this is a small feature enhancement, it’s one of those that you might overlook if not brought to your attention, and just might be a feature that you’ve been waiting for.

New Features 8.2 – Search

Continuing down the path of highlighting new features in Laserfiche version 8.2, let’s take a look at some of the new search functionality. The prerequisite for this blog post is that you have Laserfiche version 8 or higher and use the search feature in the first place; if you don’t you can go back to browsing, right now!

Within Folder

Okay, so the within folder search allows you to limit the scope of where other search criteria are being performing. For instance, if you work in accounting, perhaps you would limit your full-text search to only be conducted within the accounting folder (and subfolders). What’s new in 8.2? You now have the ability to include multiple “selected folders”. So, you could specify that you only want to look in the accounts receivable and accounts payable folders, but not the rest of accounting.

Document/Folder Name

When using the “Name” search you can now specify whether you would like to include shortcuts in your search; previously you only had the options to choose a document or folder.

Electronic Documents

Not only can you search by specific file extensions, but you can now include the file’s size as part of the criteria. Would you like to weed out all of your electronic files that are extremely large in size? Well, this search will provide you with the ability to do so.

Tags

If your organization is using tags, you probably know that you can search for documents that contain a particular tag. In Laserfiche 8.2 we now see greater flexibility in finding entries that contain one or more tags and any comments associated with those tags.

New Features 8.2 – Stamps

Laserfiche version 8.2 is out (as previously mentioned on this blog), and while the initial release included a quick note about a few of the new features available, Cities Digital will now be rolling out quick articles on each of the new features since the product is now being put into production use. Let’s talk a little bit about stamps this week.

Okay, so in previous versions of Laserfiche you could create custom stamps that could be used locally for end users, or made public for all users. To create a stamp you would simply open up a program like Microsoft Paint, type the words that you would like the stamp to say, like “You Failed Again”, and save that as a monochrome bitmap. The described process was actually pretty simple and easy, since nearly everyone that has ever touched a computer has doodled in MS Paint. Stamps in version 8.2 just got a whole lot easier to make though.

In version 8.2, Laserfiche has added the ability to create a text stamp directly within Laserfiche without needing to create an image. On top of that, users can now use tokens to create stamps that have dynamic information in them. For instance, if you wanted to include a date and time in your stamp, that functionality is now available. Using the new functionality is really straight forward and simple since you get a prompt from within the documents viewer that allows you to create a stamp right then and there!