Building on the capabilities of Web Access 7 and incorporating the additions to the full Laserfiche 8 Client, Web Access 8 adds the ability to e-mail URL links to documents. In addition, you can also generate links to folders and search results.

E-Mailing Links to Documents from Web Access
The easiest and most efficient way to send a document to another Web Access user is to have Web Access generate a link to the document and send it via e-mail. For example, Bob and Jim both have access to a specific folder as well as appropriate security rights to view the documents in this folder. If Bob needs Jim to view a specific document, he can send a URL link to the document’s location in the repository instead of sending a physical copy of the document to Jim. Jim will be taken directly to the document in question when clicking on the link in the e-mail.

To e-mail a direct link to a document in Web Access

1. Open the document you want to e-mail or select it in the Folder Browser.
2. Select Send E-mail from the File menu.

   

3. In the E-mail Basket dialog box, select Create E-mail.
4. In the Send E-mail dialog, fill out the appropriate information (e.g., To, From, Subject).
5. By default, URL Links is selected next to Send as. If it is cleared, select it and click Send. The e-mail will be sent in HTML format.

Note: To send links to multiple documents via e-mail, add the documents to the e-mail basket. For more information, see the Web Access help files.

To e-mail a direct link to a document in Web Access Light

1. Browse to and select the check box next to the document you want to send.
2. Select Send E-mail from the More Actions drop-down menu and click Go.
3. Fill in the appropriate information (e.g., From, To, Subject, Message).
4. By default, URL Links is selected under Send as. If it is cleared, select it and click Send. The e-mail will be sent in HTML format.

Note: To send links to multiple documents via e-mail, select the check boxes next to the additional documents before selecting Send E-mail from the More Actions drop-down menu. For more information, see the Web Access Light help files.

Copying URL Links
When navigating to an entry or performing a search, Web Access generates a URL you can copy and send to other users. Copying URLs enables you to e-mail a link to a folder or a set of search results whereas only links to documents can be e-mailed from within Web. If your organization uses a form of instant messenger, you can also copy, paste, and send the URL via instant message. For example, if two users have access to the same repository, as well as appropriate security rights, one user can perform a search, copy the URL in the address bar of the search results, and send the URL to the other user. Clicking on that URL will take the recipient directly to the search results.

Creating Your Own URL Links
Web Access and Web Access Light also enable you to manually create a URL that links to a document, folder, or a set of search results. This feature is useful if you need to automate the process of custom link creation, either programmatically or using Laserfiche Workflow 8.

For example, Bob decides to create a Laserfiche workflow that will e-mail him when a document tagged For Bob is created in the repository. Since Bob would like the e-mail to contain a direct link to the document, he manually creates the link and inserts it into the workflow’s E-mail activity. When building the link, Bob uses static text to define everything except the ID parameter, which will be defined via the workflow’s ID token. When the workflow is performed, this token will be replaced with the ID of the document that was created.

Note: The URL syntax differs between Web Access and Web Access light.

URL Syntax for linking directly to a document

• Web Access:
  http://servername/laserfiche8/index.aspx?db=repository#id=id;db=repository;view=pages
• Web Access Light: http://servername/laserfiche8/light/DocumentView.aspx?db=repository&id=id

URL Syntax for linking directly to a folder

• Web Access:
  http://servername/laserfiche8/index.aspx?db=repository#id=id;db=repository;view=browse
• Web Access Light:
  http://servername/laserfiche8/light/FolderListing.aspx?db=repository&id=id

URL Syntax for linking directly to a set of search results

• Web Access:
  http://servername/laserfiche8/#search=searchquery;db=repository;view=search

Tags: Web Access

Posted on Wednesday, April 8th, 2009 at 2:44 pm under Support, UserNews. You can comment on this post.