Publishing a set of entries with Laserfiche Plus allows you to easily store those documents as part of a read-only published repository. You can distribute this published repository to allow people who do not have access to your Laserfiche repository to view the entries you published. You can also use the published repository as a form of backup.

Laserfiche Plus offers three ways to publish entries in your repository. Each method has its own advantages, and choosing the one best suited for the purpose of your published repository is very important. You should consider how you want to publish documents before you begin the publishing process.

Publishing by Volume

Publishing by volume allows you to select one or more volumes and publish all documents in those volumes. Publishing by volume is often used to quickly create volume backups, since volume information necessary for reattaching the volume can be included in the published repository. You may also want to use this method to publish a large number of related files in different folders. For instance, if you want to share only the Human Resources files in your repository but those files are scattered through many folders, you could publish an HR volume.

Publishing by Entry

Publishing by entry allows you to select documents and folders individually and publish only those you have selected. This type of publishing is useful if you want to share a specific subset of your repository, and if the documents you want to share are in a single folder or group of folders. For example, you might have a section of your folder tree dedicated to reports for a particular customer; you could publish the topmost folder in that section and all its subfolders to create a repository for the customer containing all of their reports.

Publishing Search Results

Finally, you can publish a set of search results. This allows you to carefully tailor the documents you want to include by creating a specific search. For example, you could perform a field search for a particular name in an Author field, and publish the search results. All documents with that author would be included in the final repository, regardless of the folders and volumes they were stored in. Publishing search results allows you a great deal of flexibility, since you can include entries based on any criteria you can search on.

Using Shortcuts with Plus Publishing

You may need to publish documents that have widely disparate folder and volume locations and that cannot easily be collected into a single search. To do so, create a new folder and create shortcuts to each desired document or folder in that folder. When you publish that folder, the documents you have created shortcuts to will be included in the published repository. After you are finished publishing, you can delete the folder that was published.

Note that, as shortcuts are not stored in volumes, shortcuts can only be used in this manner if you are publishing entries or search results.

Note: This article discusses a version of Laserfiche Plus that has not yet been released. Please note that features are subject to change before the final release of the software.

Tags: Laserfiche Plus

Posted on Monday, November 3rd, 2008 at 4:09 pm under Support. You can comment on this post.