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2009-08-26 CC MinutesLaserfiche Scanning Laserfiche Standard Mode is the most common scanning method that is utilized. This method provides a very friendly user interface compared to the Laserfiche Basic Mode. 1. Load Laserfiche Scanning in standard mode. 2. Place the documents that will be scanned into the feeder on your scanner. 3. Optional. Select the method through which images will be captured. This can be performed from the Scan Source Selection dialog box, which can be accessed by selecting Scan Source Selection from the Scan menu. 4. Optional. Select the scanner that will be used by opening the Scan menu and then selecting Scanner Setup. When finished, click OK to save your settings. If you would like to configure additional scanner settings, then you may access them by selecting Scanner Options or Additional Settings from the Scan menu. 5. Perform one of the following: • Click Scanner icon from the toolbar. • From the Scan menu, select Scan. 6. Optional. Review your newly scanned documents by selecting each desired document or page from under the Scanned Documents tree item. 7. Store your documents in a Laserfiche repository by clicking Store Documents from the Laserfiche toolbar. Naming Your Scanned Documents As you scan each document, it will be assigned a default name. For each scanned document, you can choose to either keep the default name or you can change it. To change the default name for documents to be scanned 1. From the configuration pane, select the Default Properties tree item. The task pane will switch to Default Properties 2. In the Default document name option, specify the desired name. Determining Where Scanned Documents Will be Stored To determine the default folder to which newly scanned documents will be sent: 1. From the configuration pane, select the Default Properties tree item. 2. From the document processing task pane, click the Settings tab. 3. In the Default Folder option, notice the folder to which documents will be sent. If you are satisfied with the location, then you do not need to make any changes. Otherwise, proceed to the next step. 4. Perform one of the following: • If you would like to specify an existing folder, then you should click Browse for a location. The Browse Folders dialog box will appear. Browse to and then select the desired folder. Click OK. The path to the selected folder will appear under the Location option. • If you would like to specify a new folder, then you will first need to specify the location where the new folder will be created. This can be performed by clicking Browse for a location. The Browse Folders dialog box will appear. Browse to and then select the desired folder. Click OK. The path to the selected folder will appear under the Default Folder option. After selecting this folder, you should then type a backslash ( \). You should then specify the name of the new folder where newly scanned documents will be stored by typing it or using tokens. Searching by Sticky Note Content A search can be performed for all documents that contain a sticky note with a particular word or phrase. Tip: You may open up a sticky note and the page on which the sticky note resides by double-clicking the desired context hit. Context hits appear in the bottom pane of the Search Results window. Note: Performing a sticky note search is not the equivalent of performing a full-text search and vice-versa. Sticky note searches will only look for the specified word or phrase in the sticky notes associated with a document. To search by sticky note content 1. Load the search pane by clicking the Search icon from the toolbar. 2. Remove all undesired search categories. If you would only like to search by sticky note content, then you should clear all search categories with the exception of the Sticky Note category. 3. If the Sticky Note category is not currently visible, click Customize Search and select Sticky Note from the list. 4. Type the word or phrase that will be searched for. Only documents with sticky notes containing the specified word or phrase will be found. 5. Click Search, which appears at the bottom of the search pane. Searching by Creation/Modification Date A search can be performed to find all documents and folders that have been created and/or modified on a certain date. When searching by creation or modification date, you have the choice to specify a particular date or a date range. Both creation and modification date have a starting date and an ending date. To search by creation or modification date 1. Load the search pane by clicking the Search icon from the toolbar. 2. Remove all undesired search categories. 3. If you would like to search by creation date, then you should make sure that the Creation Date category is visible. If the Creation Date category is not currently visible, click Customize Search and select Creation Date from the list. In the from and to options, specify the date or the date range that will be searched for. Only documents that have been created on the specified date or date range will be found.. 4. If you would like to search by modification date, then you should make sure that the Modification Date category is visible. If the Modification Date category is not currently visible, click Customize Search and select Modification Date from the list. In the from and to options, specify the date or the date range that will be searched for. Only documents that were last modified on the specified date or date range will be found. 5. Click Search, which appears at the bottom of the search pane. Searching by the User that Created a Document/Folder You can search for all documents and folders that have been created by a particular user. In the search pane, click Customize Search and select Created By to search for documents created by a specfic user. Searching for Electronic Documents A search can be performed by whether a document has been associated with an electronic file. Documents that have been associated with an electronic file are known as electronic documents. When searching for electronic documents, you can further limit search results to only those electronic documents that have been associated with a particular type of electronic file. The type of electronic file that will be searched for is determined by the file type extensions that have been selected. To search for a type of electronic file I. Load the search pane by clicking the Search icon from the toolbar. 2. Remove all undesired search categories. If you would only like to search by whether a document is an electronic document, then you should clear all search categories with the exception of the Electronic Document category. 3. If the Electronic Document category is not currently visible, click Customize Search and select Electronic Document from the list. 4. Perform one of the following: • If you would like to find all documents that have not been associated with an electronic file, then you should make sure to select the Find non- electronic documents option. • If you would like to find electronic documents, then you should select the Find electronic documents option. If you would like to only find electronic documents that have been associated with a particular file type, then you should select the Search for the following extensions check Laserfiche Snapshot Laserfiche Snapshot is a utility that can generate an image and a text file for each page in an electronic file. This allows you to store a searchable version of an electronic file in the electronic document. It accomplishes this by providing an image and text version of the file, which can be viewed by any user, regardless of whether they have installed the Windows application needed to open the electronic file associated with the electronic document. One can think of snapshot as a virtual printer. Snapshot is used just like a printer in Windows, but instead of printing out something with a machine, a photo copy of the document is placed into Laserfiche Follow the below steps to configure your settings for Snapshot 7: 1. Click on the Windows `Start' menu, click on `All Documents', go to `Laserfiche', roll over to `Snapshot', and finally click on `Snapshot Configuration (Current User)' 2. Click on the Destination Tab. The document's name, along with the folder that it being housed in initially in Laserfiche, is displayed. 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This includes, but it not limited to, PDFs, web pages, Microsoft Office documents, pictures, etc. The documents would be imported into Laserfiche exactly as if they were to be printed and then scanned. Using the `Print Preview' screen in the File menu of most applications, one can see exactly how the file is going to look like in Laserfiche. Follow the below steps to snapshot (print) something into the Laserfiche folder: 1. Go to File and Print on the application you are wanting to print from. 2. The Print screen will come up. In order to snapshot something into Laserfiche, the Snapshot virtual print must be selected. At the top of the Screen where `Name' is displayed, select the Snapshot printer. The actual name of the printer can vary, but more than likely it will have the word `Snapshot' in it. 3. Click OK and the Snapshot process will begin. Depending on how many pages are being imported, one can expect the process to happen in a matter of a few seconds. Documents longer than 50 pages may take a few minutes to process Reds Name: If S Wshot ] ~ - - - - Prapa[es _ St°t~ 1 Frd RHU. . TYDe; Snap3c[]O Drrvs 902 MPiees: SoapshU]OPOrt ❑RMto lie Cea: ~MSUe dWe3 Pa9e,age caP GN laWWd jopes: A Oorrmt wga - QPa9es: ~ ~ p+ twace btu page Hobos udfa page rerpes separated b'/camnes. For sxapgb, I,3,5-12 Rnt Mier 'DOCU,nt RM: ABpagesinrange Pages Der sllee[: 't Page 9ra6 to Papu Sts: 'NO 9cekq __I Selecting a Template and Volume The volume and the template that will be assigned to your newly scanned documents can be configured. If this is the first time that you are using Laserfiche Scanning, then it will suggest the default volume and template as defined by the New Document dialog box. Otherwise, Laserfiche Scanning will suggest the template and volume used the last time that a document was scanned. To select a default template and volume 1. From the configuration pane, select the Default Properties tree item. 2. On the Fields tab, find the Template option. Select the template that should be assigned to newly scanned documents has been selected. 3. Click the Settings tab. 4. In the Default Volume option, make sure that the volume that should be assigned to newly scanned documents has been selected. Assigning Default Field Information Prior to or after scanning, you can determine the field values that will be assigned to the created documents. This can be performed from the Fields tab of the default properties task pane. You can determine the default field information that will be assigned to your newly scanned document by typing a value for each desired field. Note: All fields will be reset to blank values after Laserfiche Scanning is closed. To specify values for fields 1. From the configuration pane, select the Default Properties tree item. The Fields tab should be displayed. 2. Go to the field that will be assigned a default value. 3. Type the information that you would like to assign to this field. The specified value will be assigned to that field by default to each scanned document. 4. Repeat steps 2 through 4 as desired. Rescanning Images Any page in a document can be rescanned. Rescanning is simply the process of replacing the image currently being displayed with a new image. Typically, you will want to rescan images that were not properly scanned or if the wrong page was scanned into the document. Tip: You may use the Previous Page and the Next Page toolbar buttons to change the page currently being displayed. Note: Once an image has been rescanned, the previous image is permanently lost. Therefore, you should take care when rescanning images. To rescan an image 1. From the revision pane, select the page that you would like to rescan. 2. Place the desired page in your scanner's flatbed or feeder. 3. From the Scan menu, select Rescan Page. A single image will be captured and it will replace the currently selected page. Canceling Scanning You may choose to cancel scanning at any time. Canceling scanning will prevent the images in the current scan session from being stored in Laserfiche. If you are scanning into a new document, then canceling scanning will also prevent that document from being created in Laserfiche. Finally, canceling scanning will close the Laserfiche Scanning window. Note: Canceling scanning only affects documents that have not yet been stored in Laserfiche. Previously scanned documents will not be affected by this action. To cancel scanning 1. From the Laserfiche Scanning window, select Cancel Scanning from the File menu. 2. When prompted, confirm that your recently scanned images will not be stored in Laserfiche. Note: All above processes can be completed before the Stored Document option is chosen. Once a document has been stored into the Laserfiche repository there will be no option to change these setting from the LF Scanning Interface. Laserfiche Search Types Types of Popular Searches There are a variety of ways in which you can search for documents and folders. The available types of searches are listed below. A search can be performed: • By words or phrases in their content • By name • By template or field information • Within a folder • By volume • By sticky note content • By creation/modification date • By the user that created • For Electronic Documents • By whether it contains pages • By Version • By Checked Out Documents Searchine for a Word or Phrase Searching for a word or phrase, which is also known as a full-text search, allows you to find a particular word or phrase in the text associated with a document or electronic document. However, full-text searches are only performed on indexed text. This means that if text has been associated with a document and it has not been indexed, then that document's text will not be searched. There are five modes for a basic text search. These modes are listed below: • Phrase: Phrase mode allows you to search for a single word or phrase. • AND: AND mode allows you to search for all documents that contain both specified words or phrases. Selecting this mode will display the Second phrase option, where you can specify the second word or phrase that must be found in a search result. • OR: OR mode allows you to search for all documents that contain one of two specified words or phrases. Selecting this mode will display the Second phrase option, where you can specify a second word or phrase. • NOT: NOT mode allows you to search for all documents that contain the first specified word or phrase, but not the second one. Selecting this mode will display the Second phrase option, where you can specify the second word or phrase that cannot be present in a search result. WITHIN: WITHIN mode allows you to search for all documents that contain both specified words or phrases. In order for a document to qualify as a search result, both words must be found within a specified number of words of each other. Selecting this mode allows you to configure the maximum distance between the first specified word or phrase and the second one. Additionally, it will display the Second phrase option, where you can specify the second word or phrase that must be found in a search result. All basic text searches support the fuzzy search option. This feature allows you to find all words or phrases that are similar to the word or phrase that you typed. The fuzzy search feature allows Laserfiche to find words even if they contain misspellings or OCR errors. Fuzzy searches take significantly more time. If you would like to perform faster searches, then you should only select the Fuzzy search check box when you cannot find the desired document(s). If you are not sure of the exact content in the desired document(s) or the image quality of your scanned documents is poor, then you should use the fuzzy search from the beginning, so that your list of search results is as complete as possible. Note: Searches are not case-sensitive. A search for "TrAnsportaTion" will produce the same results as a search for "transportation". Searchint by Object Name Searches may be performed by name. This type of search will search for documents, electronic documents, or folders with a particular name. In addition to specifying the name that will be searched for, you may also specify the type of item that will be found. This allows you to limit results to just document or folders, or to include both documents and folders in your search results. To search by name I . Load the search pane by clicking the Search icon from the toolbar. 2. Remove all undesired search categories. If you would only like to perform a name search, then you should clear all search categories with the exception of the Document/Folder Name category. 3. If the Document/Folder Name category is not currently visible, click Customize Search and select Document/Folder Name from the list. 4. In the Enter name option, specify the name that will be searched for. 5. If you would like to search for documents and electronic documents that have the specified name, then you should make sure that the Document check box is selected. Otherwise, this check box should be cleared. 6. If you would like to search for folders that have the specified name, then you should make sure that the Folder check box is selected. Otherwise, this check box should be cleared. 7. Click Search, which appears at the bottom of the search pane. Searching by Template and for Field Data Documents and folders can be found by the template and/or field information assigned to it. Searching by template allows you to find all documents or folders that have been assigned a particular template. Additionally, you can further limit search results to those documents or folders that have been assigned a particular field value or multiple field values. Note: All fields left blank will be ignored when the search is performed. Note: When searching by field data, keep in mind that you cannot search across multiple templates. This means that you can only search using the fields of a particular template. To search by template and/or field data 1. Load the search pane by clicking the Search icon from the toolbar. 2. Remove all undesired search categories. If you would only like to perform a field search, then you should clear all search categories with the exception of the Field category. 3. If the Field category is not currently visible, click Customize Search and select Field from the list. 4. In the Template option, select the desired template. Only documents and folders that have been associated with this template can qualify as a search result. 5. Optional. If you would like to limit your search results to only those documents and folders that contain a particular field value, then you should specify the desired value next to the appropriate field. Repeat this step for each field that you would like to search. 6. Click Search, which appears at the bottom of the search pane. Limiting Search Results by Folder Typically, performing a search will return all qualifying results, regardless of their location in the repository. However, you can limit search results to the contents of a particular folder. Tip: This feature can only be used to limit search results. It cannot be used to find all documents and folders that reside in a particular folder. As a result, you will always have to combine at least one other search criteria when limiting search results to a particular folder. To limit search results to a specific folder 1. Load the search pane by clicking the Search icon from the toolbar. 2. Remove all undesired search categories. 3. If the Within Folder category is not currently visible, click Customize Search and select Within Folder from the list. 4. Specify the path to the folder that you would like to search. If you would like to browse to the desired folder, then you should click the Browse button to load the Browse Folders dialog box. Browse to and then select the desired folder. Click OK. 5. If you would like to include all documents and folders that reside in sub-folders of the specified folder, then you should make sure that the Search subfolders check box is selected. Otherwise, you should make sure that this check box is cleared. 6. Make sure that at least one other search criteria has been specified. 7. Click Search, which appears at the bottom of the search pane. Searching by Volume A search can be performed for all documents and electronic documents that have been associated with a particular volume. To search by volume 1. Load the search pane by clicking the Search icon from the toolbar. 2. Remove all undesired search categories. If you would only like to search by volume, then you should clear all search categories with the exception of the Within Volume category. 3. If the Within Volume category is not currently visible, click Customize Search and select Within Volume from the list. 4. Select one or more volumes that will be searched for. Only documents associated with the selected volumes will be found. 5. Click Search, which appears at the bottom of the search pane. box. Select the extension for the type of electronic file that you would like to find. If you would also like to find an additional type of electronic file, then you should hold down the CTRL key and then select it. Repeat as desired. 5. Click Search, which appears at the bottom of the search pane. Searching by Whether a Document Contains Pages A search can be performed for documents by whether they contain pages or by whether OCR processing has been applied to the images associated with that document. The different states for documents processed by OCR are listed below. All: This option will only find documents for which all pages have been processed by OCR. Some: This option will only find documents for which one or more pages have been processed by OCR. However, it will not find documents for which all pages have been processed by OCR. No: This option will only find documents for which no pages have been processed by OCR. To search for documents by whether they contain pages 1. Load the search pane by clicking the Search icon from the toolbar. 2. Remove all undesired search categories. If you would only like to find documents by whether they contain pages, then you should clear all search categories with the exception of the Has Pages category. 3. If the Has Pages category is not currently visible, click Customize Search and select Has Pages from the list. 4. Perform one of the following: If you would like to search for documents that contain pages, then you should select the Contain image or text pages option. If you would like to search for documents by whether their pages have undergone OCR processing, then you should select the Contain OCRed text on all/some/no pages option. You should then select whether results should be limited to documents containing all, some, or no pages processed by OCR. If you would like to search for documents that do not contain pages, then you should select the Do not contain pages option. Click Search, which appears at the bottom of the search pane. Searching by Version You can search for documents by their version comments. A version comment is a note that a user can specify when creating a version of a document or at a later time. You can also limit your search results to the latest versions of documents. Note: When searching by version comments, keep in mind that a match will be found if the word or phrase occurs anywhere in the comment. For example, searching for the word "signed" will also find comments that contain the word "assigned." Note: Searching by version comment will only find those documents that were specifically assigned the comment where the specified word or phrase can be found. All other versions of that document that do not contain the specified word or phrase will not be displayed in the search results. However, you can always view them from the Versions tab of the Metadata dialog box. Note: The Limit search to latest versions option can only be used to limit search results. It cannot be directly used to find all documents that are the latest version. As a result, you will always have to combine at least one other type of search when limiting search results to latest versions. In the search pane, click Customize Search and select Version to search by version. Searching for Checked Out Documents You can search for all of the documents checked out by a particular user. In the search pane, click Customize Search and select Checked Out Documents to search documents that are currently checked out Laserfiche Snapshot Laserfiche Snapshot is a utility that can generate an image and a text file for each page in an electronic file. This allows you to store a searchable version of an electronic file in the electronic document. It accomplishes this by providing an image and text version of the file, which can be viewed by any user, regardless of whether they have installed the Windows application needed to open the electronic file associated with the electronic document. One can think of snapshot as a virtual printer. Snapshot is used just like a printer in Windows, but instead of printing out something with a machine, a photo copy of the document is placed into Laserfiche Follow the below steps to configure your settings for Snapshot 7: 1. Click on the Windows `Start' menu, click on `All Documents', go to `Laserfiche', roll over to `Snapshot', and finally click on `Snapshot Configuration (Current User)' 2. Click on the Destination Tab. The document's name, along with the folder that it being housed in initially in Laserfiche, is displayed. Genmal ! 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This includes, but it not limited to, PDFs, web pages, Microsoft Office documents, pictures, etc. The documents would be imported into Laserfiche exactly as if they were to be printed and then scanned. Using the `Print Preview' screen in the File menu of most applications, one can see exactly how the file is going to look like in Laserfiche. Follow the below steps to snapshot (print) something into the Laserfiche folder: Go to File and Print on the application you are wanting to print from. 2. The Print screen will come up. In order to snapshot something into Laserfiche, the Snapshot virtual print must be selected. At the top of the Screen where `Name' is displayed, select the Snapshot printer. The actual name of the printer can vary, but more than likely it will have the word `Snapshot' in it. 3. Click OK and the Snapshot process will begin. Depending on how many pages are being imported, one can expect the process to happen in a matter of a few seconds. Documents longer than 50 pages may take a few minutes to process PmLBr name: y tf `>iap 7 v h°P°I°s zatta: I& Fm Prmr~. Tf : 3napshet lO O- 902 Where: SWhatl PdMrofle Cam; El M Wades Page range oyes OAN N.Awdggpea: ~o 6uaranepape _ _ QPoges; n n ; ~J ~J ~CMa[e Froer page rartbers d peger u~j urkJ K separated by rmma. F Fa -WK 1 AS-12 PrM met; ;DaumeM loam PVt, AN Pagesmrenq - - Pages per spear: ;1P e_ staeropeox sae: hm xet:y Laserfiche Scanning Laserfiche Standard Mode is the most common scanning method that is utilized. This method provides a very friendly user interface compared to the Laserfiche Basic Mode. 1. Load Laserfiche Scanning in standard mode. Fh FAn - w 1lctwn Scan Tools Het) A 0 Cz 1 r Corf,p,abm .O % Ddadt Properties Defauk Prtt)ertes Document Prapertfes -v- - Sample Image D % I elnternatlonal OCR1 t bK cnnv~c ~~m^, :.x . all INVOICE Plelds TtlDs ®sNin- Laserfiche' amccea100 DATE:74tltl Nre tali tram aNe Lent Aram. Cet am Default Template: PeatyN MIWW F.-NOI S Trainin g Document Type 80 To: SMO Te: , anae ate earn SuMceem,- muacenaeo- Document Date ttm F fssw ra. Mgrrr.u sesoe pow. 't raNf oe u.ag sNN , i>j 11 m -7 lane Trdmrg sass,om fAt~fPaN011 AQMNNaI NrD1Dl fgIPOMT Taws Sc- Data ian Heron NA Nnata / / QDAWWY Dl MMOM UIMT PMCK ANDLMT 2 srar.nmw.Cawf w NOW V400 v as MAIM For Hat), pas FI InaO?: 2550 X 3300.300 X 30DOPt ' 2. Place the documents that will be scanned into the feeder on your scanner. 3. Optional. Select the method through which images will be captured. This can be performed from the Scan Source Selection dialog box, which can be accessed by selecting Scan Source Selection from the Scan menu. 4. Optional. Select the scanner that will be used by opening the Scan menu and then selecting Scanner Setup. When finished, click OK to save your settings. If you would like to configure additional scanner settings, then you may access them by selecting Scanner Options or Additional Settings from the Scan menu. 5. Perform one of the following: • Click Scanner icon from the toolbar. e From the Scan menu, select Scan. 6. Optional. Review your newly scanned documents by selecting each desired document or page from under the Scanned Documents tree item. 7. Store your documents in a Laserfiche repository by clicking Store Documents from the Laserfiche toolbar. Naming Your Scanned Documents As you scan each document, it will be assigned a default name. For each scanned document, you can choose to either keep the default name or you can change it. To change the default name for documents to be scanned 1. From the configuration pane, select the Default Properties tree item. The task pane will switch to Default Properties 2. In the Default document name option, specify the desired name. Determining Where Scanned Documents Will be Stored To determine the default folder to which newly scanned documents will be sent: 1. From the configuration pane, select the Default Properties tree item. 2. From the document processing task pane, click the Settings tab. 3. In the Default Folder option, notice the folder to which documents will be sent. If you are satisfied with the location, then you do not need to make any changes. Otherwise, proceed to the next step. 4. Perform one of the following: If you would like to specify an existing folder, then you should click Browse for a location. The Browse Folders dialog box will appear. Browse to and then select the desired folder. Click OK. The path to the selected folder will appear under the Location option. If you would like to specify a new folder, then you will first need to specify the location where the new folder will be created. This can be performed by clicking Browse for a location. The Browse Folders dialog box will appear. Browse to and then select the desired folder. Click OK. The path to the selected folder will appear under the Default Folder option. After selecting this folder, you should then type a backslash You should then specify the name of the new folder where newly scanned documents will be stored by typing it or using tokens.