Moving Through Fields

When filling out electronic forms, moving quickly from one text box to the next can become tedious and inefficient if you have to click inside the successive text box each time. Typically, you can press TAB and the cursor will automatically move to the next text box. When working with fields in Laserfiche, pressing TAB moves the cursor to the token button, as it is the succeeding option.

To skip the token button and move to the next field so you can enter data, Press CTRL+ENTER.

Copying and Pasting Entries to a New Volume

When organizing your repository, you may need to make copies of documents and place those copies on another volume. For example, you may want copies stored on a different volume for archival or security purposes. Instead of manually copying the entries to a new location, and then having to migrate all the copies to a new volume—which is a two-step process—you can now do both in one step. Select the documents you want to copy and copy them by pressing CTRL+C or right-clicking and selecting Copy. When pasting the copies in a new location, press CTRL+SHIFT+V. The Choose Volume dialog will appear asking you to select the volume you want to copy these files to. Select the appropriate volume and click OK.

This ability simplifies user and group administration and maintenance in the following ways:

• It is not necessary for an administrator to create new users manually; if a Windows account for a new user has been created on the domain, that user can simply be added to Laserfiche and administered normally, without needing to tie him or her to Windows trustees.
• Administrators can add entire Windows groups to Laserfiche in one operation, rather than creating individual users one by one. If a user is moved from one Windows group to another, that change will be instantly reflected in Laserfiche as well, without need for further configuration—and in addition, if security is set on Windows groups rather than on individual users, they will automatically inherit the appropriate security settings from their new group as well.
• If a user leaves the organization, the administrator can simply remove that person’s Windows account; the corresponding Windows account in Laserfiche will also be removed.
• Furthermore, users can authenticate directly to Laserfiche based on their Windows username. They do not need to remember an additional username and password for the repository.

Security settings can be added directly to Windows accounts in the Laserfiche 8 Administration Console

The Search Pane, as in Workflow 8.0, provides a variety of detailed search options, from Start Date to Entry ID, to help you find the exact workflow instances you are looking for.

The new Common Searches Pane makes searching more straightforward with a set of pre-configured searches you can run with one click. The Common Searches Pane has three categories of searches.

Default Searches

The searches in this category let you search for workflow instances that ran within the last day or the last 15 minutes.

Recent Activity: Workflows that ran in the last 15 minutes.

Today’s Activity: Workflows that ran today.

Today’s Completed Workflows: Workflows that ran today that did not end with an error.

Today’s Terminated Workflows: Workflows that ran today that ended with an error.

My Searches

The My Searches category allows you to create and save a search for future use. When you click New Search under My Searches, you can configure and save a search in the Search Pane. Your saved search will appear under My Searches, letting you run that search anytime you want simply by clicking it.

Search by Workflow

The Search by Workflow category lists all of your published workflows. Clicking a workflow’s name searches for all instances of that workflow regardless of when they ran or what version of the workflow they are.

You can further refine any of these common searches by right-clicking on the Common Searches Pane and selecting not to include running and/or completed workflows in your search.

In prior versions of Laserfiche, you could save different column layouts for different folders, but you could only save one column layout per folder. As of Laserfiche 8.3, you can save multiple column layouts as profiles, and quickly and easily apply any profile to any folder. This allows you to show the exact information you need at a particular time.

For instance, if you were managing a Reports folder, you might want to be able to switch between two column profiles, one showing the document’s author, template and creation and modification date when you are referring to and routing documents, and another showing the pages and indexing information when you are monitoring the folder for searchability.

To do this, start by configuring your columns to display the author field, template name and creation and modification dates. Then open the View menu, point to Columns and select Save Columns. Type a name for your column profile and click OK. Then repeat the process, this time configuring your columns to display the page count, OCR’ed count, document extension and indexing status.

Two different views of the same folder can provide information that is relevant at different times.

You can then quickly switch between these two column displays at any time, and in any folder, to immediately display exactly the information you want.

To do so, open the View menu, point to Columns and select Load Columns. The Choose Saved Column Profile dialog will open. Select the profile you want to load and click OK.

You can quickly choose exactly which saved profile you want to use, and view the information that you want without manually re-configuring your columns:

Note: Saved column profiles are saved on a user-by-user basis in the user’s trustee attributes. Each user can save the specific profiles they need. You can share column profiles between users by copying the appropriate column profile form the ColumnProfile subset of one user’s trustee attributes into another user’s trustee attributes, or you can share it with everyone who will use the repository by copying it into the Everyone group’s trustee attributes.

Date
Previously known as Modification Date, the Date search type now includes new preconfigured date range searches. Instead of only being able to manually enter a date range, users can select Since yesterday, This week, Within the last 2 weeks, This month and Within the last 2 months from a drop-down menu and click Search. In addition, Exactly, Before, After, and Between can also be selected if you want to enter dates manually. Opening a saved search that contains one of these preconfigured date ranges will recalculate the date range based on the current date. For example, if you save a search that used the This week date range back in November, when you open it in January, This week will be updated using the current date.

Note: These preconfigured date range searches already existed in Web Access.

Users
Before Laserfiche 8.3, to search by a specific user, you had to manually type the user’s name into the text box, which allowed for spelling errors. Now you can select the Browse button next to the text box and select the Laserfiche user or domain account you want to search for. Last Modified By is also a new option enabling you to search by the last time the specific user modified an entry.

Note: You can still enter in the user’s name manually and use wildcards if you need to.

Pages
The Pages search is primarily useful for locating documents that are not full-text searchable. Along with the options to search by page count and if the pages contain text, you can now search for text pages, image pages, thumbnails and location data by their file size in the volumes.

On the main page, in addition to links to license files and activation keys for you and your clients, you’ll also find a link to a guide to all of the resources available on the site:

By clicking on one of the product links in the left bar (e.g., Laserfiche or Workflow), you’ll find Support Site information such as Knowledge Base articles and tech papers filtered for that product. In addition, links in the page header take you to online help files and the current list of hotfixes for the product.

If there are specific materials you’re looking for on the Support Site, but can’t fine, or if there are features you’d like to see documented, please let us know at documentation@laserfiche.com.

• For Each Entry in a collection.
• For Each Row in a table of information.
• For Each User in a group.
• For Each Value of a multi-value token and/or of multiple tokens.

• Example: Jill wants to search the repository for all project proposals filed in the last week, and she wants to use the For Each Entry activity to apply metadata to each proposal.

• Example: For each row returned in a database query for new employees, Mark wants to create a new document and assign a tag to it.

The For Each activities are easy to configure, but the activities placed inside these activities often need special attention so that they will process the correct entries.

Define the Information “For Each” Processes

To configure a For Each activity, first specify which collection of information the activity will process. When you drag and drop a For Each activity on to the Designer Pane, a property box will let you define a collection of information.

• Example: With the For Each Entry activity, Jill specifies a collection of entries to process in the Entries property box. By clicking the Select link and choosing a collection of entries from the list provided, Jill configures the activity to process the search results (“Output Entries”) found by a Search Repository activity.

Define How That Information Is Processed

After selecting a collection of information, drag and drop activities into the For Each activity. Then, specify which entry the activities inside the For Each activity will act on. By default, activities are configured to act on the Starting Entry. However, in many cases, you will want them to act on a different entry.

• Example: Jill wants to assign metadata to each entry being processed by a For Each Entry activity. She drags and drops an Assign Field Values activity into the For Each Entry activity. In the Assign Field Values To property box, she selects Other Entry, clicks the Select link, and chooses Current Entry in the Select Entry dialog. The Assign Field Values activity will now assign metadata to each entry processed by the For Each Entry activity and not the starting entry.

All activities that interact with entries will have a similar property box in which you can choose which entry the activity will act on.

The For Each Row, For Each User, and For Each Value activities do not interact with a collection of entries, and you will not have the “Current Entry” option when selecting which entry the activities inside the For Each activity will act on. However, you may still want to specify an entry other than the starting entry for these activities.

• Example: Mark wants to create a new entry for each row of data returned in a database query, and he wants to assign a tag to each created entry. Mark places a Create Entry activity and Assign Tag activity inside the For Each Row activity. When configuring the Assign Tag activity, Mark specifies that the activity will apply a tag to the created entry, not the starting entry.

• In the Administration Console, Folder Browser or Document Viewer you have multiple options:
  • Click the ? button in the toolbar (the Administration Console button looks different but still has a big ?).

    

  • Press the F1 button on your keyboard (HINT: This opens help in most software programs).
  • Select Contents (or Help Topics in the Admin Console) from the Help menu above the toolbar.
• On any dialog box, click the Help button to open information about the specific dialog you’re clicking from.

What’s the help you get?

Laserfiche online help files are the single most comprehensive resource for information on how to use our software products.

• • Most up-to-date source. Online hosting means we can update our help files as necessary to add information about a feature or clarify anything confusing—so you get up-to-date information at all times.
  • Most complete source. Everything we know about how to use the software goes into the help files, and they often serve as a foundation for the papers and videos we create. The help files are your single best option for “What does this do?” and “How do I do it?” questions.

Redactions Displayed on Thumbnails

Redactions placed on an image page are now reflected on that page’s corresponding thumbnail in the Thumbnails Pane in the Laserfiche Client. This will further secure your sensitive information.

Background Thumbnail Generation

By default, Laserfiche generates thumbnails for a document the first time that document is opened. The thumbnails are then cached and do not need to be re-generated every time the document is opened. However, in some situations, this may cause documents to load slowly when opened for the first time.

If this happens, you can enable background thumbnail generation, which means all documents in the repository (both new and old) will have their thumbnails generated in the background, not just when the document is opened. This option can be configured in the Laserfiche Administration Console under Repository Options. For more information, see Background Thumbnail Generation in the Laserfiche Administration Guide.

When version control is enabled on a document, modifications of that document will be saved as new versions, with older versions of the document also retained in the document history. For example, if you open a document that is version controlled, change the value in a field and then save the changes, a new version would be created with the new field information. The same is true of other changes, such as modifications to pages, electronic files, annotations, templates, fields or digital signatures. This process happens automatically, ensuring that you do not need to worry about accidentally overwriting important information.

A document’s prior versions are saved in the document’s version history. This allows you to retain and review older versions of a document, and revert to an older version if needed. In addition, you can compare the differences between two versions, displaying the elements of the document that have changed. (If the document is a Microsoft Word electronic document, you can even view the line-by-line modifications of the electronic file in Word.) You can also copy an old version and paste it as a new document, or export it to your desktop.

Important: The feature known as versions in Laserfiche 8.2 and prior is now known as link groups. You will find your pre-Laserfiche 8.3 versions in the Links section of the metadata dialog. Versions in Laserfiche 8.3 and later are a new feature with expanded features and functionality. If you want to use the new versions feature to work with your pre-Laserfiche 8.3 versions, you can convert your link groups to versions. See Versions and Link Groups in the Laserfiche 8.3 User Guide for more information.

• INFO: List of Changes for Laserfiche 8.3.0.
• INFO: Release Notes for Laserfiche 8.3.0.
• INFO: List of Changes for Web Access 8.3.0.
• INFO: Release and Hotfix Information for Web Access 8.3.0.
• INFO: List of Changes for Workflow 8.3.0.
• INFO: Release and Hotfix Information for Workflow 8.3.0.
• HOW TO: Modifying a Laserfiche 8.3 Repository to Use a Different LFFTS Instance When There Is Already An Existing Search Catalog For that LFFTS Instance.
• ISSUE: The Create, Attach, Delete, and Detach Buttons on the Indexing Properties Dialog Box in the Laserfiche 8.3 Administration Console Are Disabled.

Papers

• Overview of New Features in Laserfiche 8.3. This paper provides an overview of the new features available in the Laserfiche 8.3 release.
• Getting Started with the Laserfiche Web Administration Console. This getting started guide walks users through accessing and navigating the Laserfiche Web Administration Console.
• What’s New in Web Access 8.3. This paper provides an overview of the new features available in the Web Access 8.3 release.
• What’s New in Workflow 8.3. Workflow 8.3 has numerous new activities, a completely re-designed Administration Console, a new script editor, starting rule and search enhancements, and a variety of usability and architecture improvements.
• Workflow 8.3 Installation Guide. This paper describes how to install and configure the Workflow 8.3 Suite.
• Workflow 8.3 Migration Guide. This paper discusses how to use the Workflow Migration Utility, which converts workflow definitions and starting rules from Workflow 8.0 to Workflow 8.3.
• Toolbars in Web Access 8.3. This paper provides detailed instructions for using toolbars in Web Access 8. Updated for Web Access 8.3.
• Getting Started with Searching in the Laserfiche 8.3 Client. This paper provides detailed instructions for using the search function in Laserfiche 8. Updated for Laserfiche 8.3.
• Importing in Laserfiche 8.3. This paper provides detailed instructions for importing documents, folders, and briefcases into a repository in Laserfiche 8.3.
• Exporting in Laserfiche 8.3. This paper provides detailed instructions for exporting documents, folders, and briefcases from a repository in Laserfiche 8. Updated for Laserfiche 8.3.

Note: If you did not use the versions feature in Laserfiche 8.2 or before, or if 8.3 is your first introduction to Laserfiche, you do not need this transitional information. You can learn about versions in the Versions section of the Laserfiche 8.3 documentation.

Link Groups and Laserfiche 8.2 Versions

The feature previously called versions in earlier Laserfiche releases has been renamed as link groups. A link group is a collection of separate documents that are related in some way. These documents have separate properties and metadata, and may be stored in different parts of the repository. They function as entirely individual documents, connected by belonging to the same link group. In essence, a link group behaves the same as the Laserfiche 8.2 versions feature.

Your versions from earlier Laserfiche releases have automatically been converted to link groups in Laserfiche 8.3; no additional configuration is necessary to keep using them as link groups. This allows you to continue to work with them exactly as you did before: the only difference is that the feature’s name has changed and it can now be found in the Links tab of the Metadata dialog. Keeping this functionality intact allows you to keep your workflow consistent. You do not need to learn a new feature in order to continue using your repository in the way you are used to.

For more information about link groups, see Link Groups in the Laserfiche 8.3 documentation.

Laserfiche 8.3 Versions

Versions in Laserfiche 8.3 are significantly upgraded and expanded—in essence, they are a new feature with the same name. For more information about versions, including information about how to place documents under version control, see last week’s Tech Tip, or the Versions chapter of the Laserfiche 8.3 documentation.

If you want to convert some or all of your existing link groups to Laserfiche 8.3 versions, you can do so. See Link Group Conversion Utility for instructions.

When version control is enabled on a document, modifications of that document will be saved as new versions, with older versions of the document also retained in the document history. For example, if you open a document that is version controlled, change the value in a field and then save the changes, a new version would be created with the new field information. The same is true of other changes, such as modifications to pages, electronic files, annotations, templates, fields or digital signatures. This process happens automatically, ensuring that you do not need to worry about accidentally overwriting important information.

A document’s prior versions are saved in the document’s version history. This allows you to retain and review older versions of a document, and revert to an older version if needed. In addition, you can compare the differences between two versions, displaying the elements of the document that have changed. (If the document is a Microsoft Word electronic document, you can even view the line-by-line modifications of the electronic file in Word.) You can also copy an old version and paste it as a new document, or export it to your desktop.

Important: The feature known as versions in Laserfiche 8.2 and prior is now known as link groups. You will find your pre-Laserfiche 8.3 versions in the Links section of the metadata dialog. Versions in Laserfiche 8.3 and later are a new feature with expanded features and functionality. If you want to use the new versions feature to work with your pre-Laserfiche 8.3 versions, you can convert your link groups to versions. See Versions and Link Groups in the Laserfiche 8.3 User Guide for more information.

Note: Since this is a preview, the details and appearances of certain elements may change between now and the final release.

Some highlights to look forward to are:

• More than 30 new activities, including activities that can interact with PDF forms, external databases and digital signatures.

• The ability to schedule starting rules that let you run your workflows on a timer without a starting event.
• A new Common Searches Pane that lets you quickly run pre-configured searches for workflow instances. Plus, workflow instances now display information about conditions, tokens and activities.
• Workflow Statistics Reports that let you see information about your workflows (like the average time it took for a workflow to run or how many workflow instances are currently running) in a table or a chart.

• A redesigned Workflow Designer that is more friendly and intuitive. For example, you can organize your workflows and starting rules in the Rule Manager with folders and a new search feature.
• A complete Integrated Development Environment to use with the scripting activities.
• An extensive Workflow Administration Console that lets you monitor and interact with your workflows. The Console also has a variety of advanced performance options to ensure that Workflow takes full advantage of your system’s resources.

Besides all the new features, we created a Workflow Migration Utility that lets you seamlessly convert your Workflow 8.0 starting rules and workflows to their Workflow 8.3 equivalents, without interrupting your current processes.

Laserfiche 8.3 introduces a new feature to make working with column displays even easier: saved column profiles, which allow users to save their column layout and quickly apply it to a folder later. For example, a user who frequently looks up customer information might create a “Customer Info” column profile, which displays the “Customer Name,” “Company Name” and “Customer ID” fields. They could then quickly select this column profile for each relevant folder, rather than recreating the desired column layout by hand.

This feature also allows users to quickly switch between column profiles. One user might need to both review customer information and administer page and text generation, sometimes in the same folders. That user could create profiles for “Customer Info” and “Page Info,” and then load each one as needed to quickly switch the column information that is displayed for the folder.

Saved column profiles provide a fast, straightforward and flexible way to specify which columns should be displayed, save them for later use, and switch between them when working in the repository.

Note: This tip is a preview of a feature that will be available with Laserfiche 8.3. Please note that feature details may change between now and the release date.

• ISSUE: Snapshot 8.2 May Not Correctly Store Field Values For Fields Where You Do Not Have the “Modify Field” Field Access Right.
• Configuring Kerberos Authentication For Laserfiche Search Integration 8.2 for SharePoint 2010. This paper discusses how to configure Kerberos constrained delegation for the Laserfiche Search Integration 8.2 for SharePoint 2010.
• ERROR: An “Operation failed with 0×8007000B” Error Occurs When Installing Audit Trail 8.2.
• ERROR: A “Failed while processing WebVirtualDirs. (-2147024894)” Error Occurs When Installing Web Access 8.2 or WebLink 8.2.

Note: Since this is a preview, the details and appearances of certain elements may change between now and the final release.

The Web Access Metadata Pane in the Document Viewer enables you to view and edit a document’s fields, tags, linked groups, versions, and digital signatures, but you may want to do more with the metadata or view it in more space. Clicking the pop out button in the top right corner of the Metadata Pane (or right-clicking a document in the Folder Browser and selecting Metadata) opens the Metadata Viewer in the main portion of the screen.

The Metadata Viewer gives you all the options available in the Metadata Pane, plus the ability to compare version changes, view additional details or revert to specific versions and remove digital signatures. You can also choose how many columns you want fields displayed in, customize the toolbar (for fields, tags and links) and hide or display the Fields, Tags, Links, Version and Digital Signatures sections as needed. The Metadata Viewer opens in a new tab which allows you to navigate from the viewer to other panes quickly and more efficiently.

What’s the latest product version or fix?
Make sure you and your customers have the latest hotfixes and updates with KB1012113: Current Release Versions of Laserfiche Products and Associated Hotfix Releases.

Is there documentation on <xyz feature>?
Almost everything you need has been covered in the product help files. With KB1012253: Current Online Laserfiche Product Help Files, you can look up how and when to use features and functionality.

Note: To share links to specific help file pages, click on the link button in the help file toolbar and copy the URL in the dialog box that appears.

How do I get help from Support fast?

If you know what information is regularly requested in support cases, you can gather it ahead of time and expedite the handling of your cases. Detailed information can be found in KB1010992: General Technical Support Checklist.

The User Education team welcomes feedback on other documentation you’d like to see. Send suggestions to documentation@laserfiche.com.

Note: Since this is a preview, the details and appearances of certain elements may change between now and the final release.

The Rule Manager now has two modes, one that organizes starting rules by workflow and type and another that allows you to search for starting rules.

In the Workflow mode, workflows are automatically sorted into folders based on criteria like starting rule status (enabled/disabled). You can show or hide any of these pre-configured folders in the Rule Manager options. Additionally, you can create your own folders to organize your workflows. When you click on a workflow in this mode, a list of the starting rules associated with the workflow appears in the table to the right.

In the Search mode, you can search for starting rules by workflow name, rule name and/or rule description. Additionally, you can limit your by rule status and type.

In both of these modes, you have the option to add, delete, edit, enable and disable rules.

Example: The sales department has several scheduled workflows that run weekly on Fridays at 5:30 pm, a half hour after the department closes for the weekend. These workflows compute the total sales for the week, archive files, and update the department’s databases. Recently, the sales department extended its Friday hours to 6:30 pm. They want to change the time of their scheduled workflows so that the last hour of sales is included when these workflows run. The Workflow Administrator uses the Rule Manager’s Search mode to search for schedule rules that have “Sales” in their description. He can easily go down the list of found starting rules and edit each one so that they run after 6:30 pm.

For example, a user who frequently looks up customer information in the repository might configure a set of columns to display customer-related fields so that they can quickly scan for the correct documents, whereas an administrator who handles page generation, text generation and indexing tasks might want to display information such as the number of pages and whether they have been OCRed and indexed. In Laserfiche 8, both users can configure the columns exactly as they want them, and both users can also configure different column displays for different folders to allow them to perform different tasks.

Laserfiche 8.3 introduces a new feature to make working with column displays even easier: saved column profiles, which allow users to save their column layout and quickly apply it to a folder later. For example, a user who frequently looks up customer information might create a “Customer Info” column profile, which displays the “Customer Name,” “Company Name” and “Customer ID” fields. They could then quickly select this column profile for each relevant folder, rather than recreating the desired column layout by hand.

This feature also allows users to quickly switch between column profiles. One user might need to both review customer information and administer page and text generation, sometimes in the same folders. That user could create profiles for “Customer Info” and “Page Info,” and then load each one as needed to quickly switch the column information that is displayed for the folder.

Saved column profiles provide a fast, straightforward and flexible way to specify which columns should be displayed, save them for later use, and switch between them when working in the repository.

Note: This tip is a preview of a feature that will be available with Laserfiche 8.3. Please note that feature details may change between now and the release date.

For example, if you have two people who authored a document in your repository, you can add them both as authors of the document in the same Author field. You can also perform a variety of different multiple value field searches using the advanced search syntax. To access the Advanced Search syntax, select Advanced from the Customize Search menu in the Laserfiche Client, and select Include advanced search criteria in query to type in the text box.

To search for documents that have exactly two specific values in a multiple value field, you would use the following syntax.

• {[]:[field]=(”fieldvalue”,”fieldvalue”)}

For example, to search for documents with a multiple value Author field containing only Bill and John, the syntax would be:

• {[]:[Author]=(”Bill”,”John”)}

This search will return all entries assigned the multiple value Author field containing exactly Bill and John. If this multiple value field also contains another author, the document will NOT be returned.

To search for documents that have two specific values in a multiple value field, plus any other value(s), you would use the following syntax.

• {[]:[field]=”fieldvalue”}& {[]:[field]=”fieldvalue”)

For example, you want to return all documents that Bill and John worked on with other people. You would use the following syntax.

• {[]:[Author]=”Bill”}&{[]:[Author=”John”}

This search will return all documents assigned the multiple value Author field containing Bill and John, as well as any other author(s) regardless of who the other author(s) might be. If this multiple value field also contains Connie and Roger, the document will be returned.

Note: You can use the same syntax in Web Access to search for multiple value fields.

• WORKFLOW SUITE 8.0.1 HOTFIX: List of Changes for Workflow Server 8.0.1 Hotfix 1012844. The article contains patch files for updating the Workflow Server. The patch files can be installed over an existing Workflow Suite 8.0.1 installation.
• ERROR: A “The specified path does not exist [6722]” Error Occurs When Saving an Electronic Document in Laserfiche Client 8.2.1.
• LASERFICHE 8.2.1 HOTFIX: List Of Changes For Laserfiche 8.2.1 Hotfix 1012842 (October 2011). The article contains several .msp files that update the Laserfiche 8.2.1 Server, Full-Text Search Engine, Client, and Snapshot. The .msp files can be installed over an existing Laserfiche 8.2.1 installation.
• HOW TO: Creating an Audit Trail Reporting 8 URL.
• ISSUE: The “Importing Document” Dialog Box In Web Access 8.2 May Not Properly Display Dynamic Fields For the Default Template.
• ISSUE: Re-attaching a Laserfiche 8 Permanent Volume Does Not Remove the “Read-only” File Attribute From Any Existing Volume Files.

To search for documents that have exactly two specific values in a multiple value field, you would use the following syntax.

• {[]:[field]=(”fieldvalue”,”fieldvalue”)}

For example, to search for documents with a multiple value Author field containing only Bill and John, the syntax would be:

• {[]:[Author]=(”Bill”,”John”)}

This search will return all entries assigned the multiple value Author field containing exactly Bill and John. If this multiple value field also contains another author, the document will NOT be returned.
To search for documents that have two specific values in a multiple value field, plus any other value(s), you would use the following syntax.

• {[]:[field]=”fieldvalue”}& {[]:[field]=”fieldvalue”)

For example, you want to return all documents that Bill and John worked on with other people. You would use the following syntax.

• {[]:[Author]=”Bill”}&{[]:[Author=”John”}

This search will return all documents assigned the multiple value Author field containing Bill and John, as well as any other author(s) regardless of who the other author(s) might be. If this multiple value field also contains Connie and Roger, the document will be returned.

Note: You can use the same syntax in Web Access to search for multiple value fields.

• Note: Since this is a preview, the details and appearances of certain elements may change between now and the final release.

The Find Group activity retrieves information about a group, such as the number of members in the group, the e-mail address of each member in the group, the working and default folders for the group, and the e-mail addresses of any managers in the group.

You can retrieve even more information, when you combine the Find Group activity with the For Each User activity. This activity combination reveals the ID, name, working folder and default folder of each user in the group, as well as each the e-mail address of each user’s manager.

The For Each User activity also lets you perform a sequence of activities that will be repeated for each user in a group.

• Example: Every month, each person in the Sales Group needs to fill out a form to register for that month’s corporate sales event. On a monthly schedule, Workflow creates a copy of that month’s form for each user in the Sales Group, fills out part of the form with their individual information, and e-mails them a personalized copy of the form for them to complete.

• Example: For every project completed by the Marketing Team at the Acme Company, a Project Summary document is created. At the end of the month, each employee is e-mailed a compilation of the Project Summaries from all the projects that they were advisors on that month.

The workflow below automates this process. The workflow has a schedule starting rule so that it runs once a month. It starts by finding the Marketing group, and, for each user in the Marketing Group, it searches the repository for the Project Summaries of the projects they were advisors on that month. Next, it creates a Monthly Summaries document in the employees Default Folder and uses a For Each Entry activity to compile all the found project summaries into the Monthly Summaries document which is then e-mailed to the employee.

When a user chooses to export a briefcase, they can choose to encrypt it and specify a password for that briefcase. The exported briefcase’s files—the files that make up the documents, including their images, text, electronic files and metadata—are then secured using AES-128 encryption, ensuring that the briefcase cannot be opened and its contents viewed in Windows. In addition, when importing the briefcase into a Laserfiche repository, the user performing the import must provide the encryption password.

Briefcase encryption will allow you to share and distribute Laserfiche documents more securely between repositories.

Note: This Tech Tip is a preview of a feature that will be available with Laserfiche 8.3. Please note that feature details may change between now and the release date.

Note: This search feature can only be used with Windows 7 or Windows Server 2008 R2.

To add a Web Access repository to the Windows Explorer search menu:

Open Web Access and log in to the repository you want to add.

1. Open Web Access and log in to the repository you want to add.
2. In the bottom right-hand corner of Web Access, click Download Search Connector.

   

3. When the download dialog box opens, click Download Laserfiche Search Connector.
4. In the File Download dialog box, click Open.
5. Click Add in the Add Search Connector dialog box.
6. By default, Windows Explorer will open and your repository search will appear on the left-hand side under Favorites.

Note: Search connectors are specific to each repository.

To use the Laserfiche Search Connector:

1. Open Windows Explorer.
2. Under Favorites, select the repository you want to search.

In the search bar at the top of Windows Explorer, type the word or phrase you want to search for and press ENTER.

Note: Windows Explorer will only display repositories you have added to the search menu. A repository must be configured for auto-login to successfully search it with the Laserfiche Search Connector.

The search results are listed in Windows Explorer by name and other information depending on your display mode (Details, Large icons, List, Content, etc.). If you double-click a particular result, the document will open.

Note: The Laserfiche Search Connector uses the same settings configured for Quick Search. For example, if Quick Search has been configured to search-only entry names and text, federated search will do the same.

Note: Don’t forget, to add courses to your schedule, you’ll need to log in with your Support Site username and password.

Filter by Track or Type

Note the filters at the top of the screen that allow you to display classes by specific track or type. Just select the checkboxes next to all tracks you want displayed and clear any you don’t want to see.

Read the Course Description

To view course descriptions, hover your mouse over a specific course block. Alternatively, you can view all courses, instructors and descriptions in a PDF file linked from the Tracks page on the conference site.

Add or Remove Courses

To sign up for a course and add it to your schedule, click the Attend button on the appropriate block. It will then be added to the list of your classes under My Classes on the left side of the screen. If you change your mind, either now or at a later date, and want to remove a course you’ve signed up for, just click the Remove button on the course.

Note that if you choose to attend a course in the same timeslot as a course already on your schedule, the new course will replace the one you’ve previously selected.

Users can digitally sign a document in the Laserfiche Client or Web Access to indicate their approval. Documents can also be countersigned by another user, which indicates approval of the document and the existing signature. Multiple signatures and countersignatures can be applied to a single document.

Digital signatures are validated with signing certificates on the server and the repository, so you know that a signature on a document is trustworthy. A signature becomes invalid if the certificate is expired or if a document has been modified since the signature was applied. Signature certificates are managed through the Laserfiche Administration Console or Web Administration Console.

Workflow 8.3: Automating Digital Signatures

Workflow 8.3 will have three digital signature activities: Sign Document, Get Document Signatures and Delete Document Signatures.

• Sign Document applies a digital signature to a document.
• Get Document Signatures retrieves information about signatures already on a document, such as when the document was signed, who signed the document, if the document was modified after it was signed, etc.
• Delete Document Signatures deletes the specified signatures from a document.

Example: The Physical Therapy Department at a large research hospital frequently submits proposals for new equipment to the board of directors. Most recently, several people in the department have signed a proposal to buy a state-of-the-art traction machine.

• After the required number of people sign the proposal, the Get Document Signatures activity retrieves the following information: who signed the proposal, if the signatures are trusted and any comments given with each signature.
• That information is inserted into the board of directors’ agenda with the Fill Out PDF Forms activity.
• If the board approves the proposal, the Sign Document activity countersigns the proposal.
• If the board amends the proposal, the Delete Document Signatures activity removes all signatures from the proposal and sends it back to the Physical Therapy Department.
• If the board rejects the proposal, the signatures remain on the document and the proposal is archived.

Note: Since this is a preview, the details and appearances of certain elements may change between now and the final release.

This ability simplifies user and group administration and maintenance in the following ways:

• It is not necessary for an administrator to create new users manually; if a Windows account for a new user has been created on the domain, that user can simply be added to Laserfiche and administered normally, without needing to tie him or her to Windows trustees.
• Administrators can add entire Windows groups to Laserfiche in one operation, rather than creating individual users one by one. If a user is moved from one Windows group to another, that change will be instantly reflected in Laserfiche as well, without need for further configuration—and in addition, if security is set on Windows groups rather than on individual users, they will automatically inherit the appropriate security settings from their new group as well.
• If a user leaves the organization, the administrator can simply remove that person’s Windows account; the corresponding Windows account in Laserfiche will also be removed.
• Furthermore, users can authenticate directly to Laserfiche based on their Windows username. They do not need to remember an additional username and password for the repository.

Security settings can be added directly to Windows accounts in the Laserfiche 8 Administration Console

The key to creating a practical Document Viewer layout is being able to rearrange your panes in a way that meets your needs. For example, you may want to position the Image and the Text panes side by side so you can compare the two, or position the Text and the Metadata panes on top of each other to help you populate field values with information from the text more easily.

To move a pane, click on its header and drag it. As you drag the pane, blue layout indicators will appear on the Document Viewer, which you can use to preview the pane’s new location by hovering over a particular indicator. The indicators pointing to the four edges of the Document Viewer (#1 in the image above) allow you to select the general area where you want to place the pane. To get more specific about its orientation within that area, use the diamond-shaped group of indicators (#2). The blue shadow box (#3), which shifts depending on which indicator you hover over, designates the potential location for the pane. When you’re happy with the location, drop the pane to place it.

Another way to customize your pane layout is to use undocked panes. Undocking a pane frees it from the Document Viewer window and allows you to move it anywhere on your screen (as depicted in the image below). To undock a pane, double-click its header. You can also undock a pane by dragging and dropping it in a location that is not marked by a blue shadow box. To dock a pane, double-click its header again.

In addition to positioning panes next to each other, you can also stack panes on top of each other. To stack a pane, drag it toward the pane you want to stack it with. Using the diamond-shaped group of layout indicators, hover over the circular indicator in the middle, and drop the pane. Stacking panes allows you to view only one pane at a time, however, you can toggle between panes by clicking the corresponding tabs at the bottom (highlighted in the image below). To remove a pane from a stack, click and drag its tab, and drop the pane in a new location.

You can also choose to have an opened pane always visible or temporarily hidden by pinning it. To pin a pane so it’s not visible, click the vertical pin icon in the pane’s upper right corner. The pane will be hidden, but can be opened by hovering the cursor on the tab containing the pane’s name, which will be visible on one side of the Document Viewer. The hidden pane will be visible for as long as your cursor is active in that pane, and will automatically be hidden again when you move your cursor to another pane. To unpin the pane so it’s always visible, click the horizontal pin in the right corner of the pane.

Once you have created or modified a template and saved it (click the Apply button to save without closing), click the Preview button in the lower, left-hand corner of the template properties dialog box.

The template will be displayed as it will appear in the Laserfiche Folder Browser or Document Viewer, applied to a document—saving you the step of opening the Laserfiche Client and applying the template to a document to make sure it contains everything you want.

Note: Since this is a preview, the details and appearances of certain elements may change between now and the final release.

With Workflow Statistic Reports, you can see:

• How many times a workflow ran.
• How many workflow instances are currently running, completed or terminated.
• The maximum, minimum, and average time it took for a workflow to run.

To configure a Workflow Statistics Report, select Create Workflow Statistics Report from the main menu, and configure search criteria to return statistics on specific workflows.

Your statistics will be returned in a table. You can click a column heading to sort by that column, drag columns to rearrange them, and right-click to configure which columns will be displayed. You can also print the table by going to File in the main menu and selecting Print.

To view your statistics as a chart, select what statistics you want to view and right-click to choose a type of chart. You can see charts of:

• The number of workflow instances with each status (running, completed, or terminated), organized by workflow, version, or user.
• How long it took for workflow instances to complete, organized by workflow or version.
• The number of workflow instances started over time, by workflow.

You can right-click on the chart to customize its color palette, change the type of chart (bar or stacked columns), rename the chart and print the chart.

For instance, you might be using Microsoft Excel to work with a budget spreadsheet that is stored in your repository’s Accounting folder. While working on the spreadsheet, you might want to tag it with the “Important” tag, and update the Approval field to indicate that it will require approval. Now you can do so directly within Excel, without having to save and close the document and then update the metadata in the Laserfiche Client.

To do so, select the Laserfiche tab on the ribbon, or open the File menu, and click the metadata button. This will open the metadata dialog, allowing you to modify the document’s metadata. When you click OK, your changes to the document’s metadata will immediately be saved.

The ability to update metadata directly in Microsoft Office allows you to quickly work with all of an electronic document at once—both the electronic file and the metadata—without having to switch between the Office application and the Laserfiche Client.

Note: Fields, templates and tags can be added or modified on documents directly from Microsoft Office applications. Links and versions cannot be modified in this way.

Note: Since this is a preview, the details and appearances of certain elements may change between now and the final release.

Example 1: Moving Pages to Another Document

East Dillon High School keeps monthly reports on each individual student. Each monthly report is a separate one-page document. Instead of having twelve different reports for each student, they can use the Move Pages activity to move each newly created monthly report to the student’s main file.

Workflow built for this example:

Example 2: Moving Pages within the Same Document

East Dillon Elementary School has a class field trip document that consists of information about the trip and a page for listing any food allergies students may have. Workflow can use other activities to look and see if any allergies are listed, and if so, the Move Pages activity can move the page with the allergy information to the front of the document to draw special attention to it.

Workflow built for this example:

For more information on configuring this activity, see the Move Pages topic in the Workflow 8.3 help files.

For example, a user might want to indicate that a report they are exporting for review is a draft rather than a final copy. That user could configure an optional watermark that would place the word “DRAFT” on the exported copy of the document; they could also use a token to include the date in the watermark. Alternately, a user might want to indicate that a document that they are printing should not be copied. They could use an optional watermark to print the document with “DO NOT COPY” on it.

An optional watermark is configured on a user-by-user basis and doesn’t apply to any user other than the one who configured it. Users can configure watermarks by opening the Tools menu and selecting Options, and then selecting either Print or Export. The Watermark option is available for both Print and Export, and can be configured separately to allow for different watermarks for printing and exporting. See Export: Watermark and Print: Watermark for more information.

Important: Unlike tag and group watermarks, optional watermarks are available with all editions of Laserfiche 8.2, and do not require Advanced Audit Trail. However, tag and group watermarks override optional watermarks. If tag and group watermarks are configured in the repository, and if a document would contain a tag or group watermark, when that document is printed or exported, the tag and/or group watermarks will be displayed instead of the optional watermark.

LASERFICHE 8.2.1 HOTFIX: List of Changes for Laserfiche 8.2.1 Hotfix 1012813 (July 2011). The article contains several .msp files that update the Laserfiche 8.2.1 Server, Full-Text Search Engine, Client and Scanning. The .msp files can be installed over an existing Laserfiche 8.2.1 installation.

ISSUE: Images May Contain Invalid Characters When Using Laserfiche Snapshot 8 to Generate Image Pages from a PDF File.

ISSUE: The Web Access 8 Document Viewer May Display Annotations in Read-Only Mode After You Refresh Your Web Browser.

QUICK FIELDS 8.0.2 HOTFIX: List of Changes for Quick fields 8.0.2 Cumulative Hotfix 1012811. The hotfix is an .exe file that updates Quick Fields 8.0.2. The update can be installed over an existing Quick fields 8.0.2 installation.

ERROR: An “Invalid license” Error Occurs When Loading Quick Fields 8 If You Previously Activated Quick Fields With Microsoft Windows Set To Display A Different Language.

To search for documents that have exactly two specific values in a multiple value field, you would use the following syntax.

• {[]:[field]=(”fieldvalue”,”fieldvalue”)}

For example, to search for documents with a multiple value Author field containing only Bill and John, the syntax would be:

• {[]:[Author]=(”Bill”,”John”)}

This search will return all entries assigned the multiple value Author field containing exactly Bill and John. If this multiple value field also contains another author, the document will NOT be returned.

To search for documents that have two specific values in a multiple value field, plus any other value(s), you would use the following syntax.

• {[]:[field]=”fieldvalue”}& {[]:[field]=”fieldvalue”)

For example, you want to return all documents that Bill and John worked on with other people. You would use the following syntax.

• {[]:[Author]=”Bill”}&{[]:[Author=”John”}

This search will return all documents assigned the multiple value Author field containing Bill and John, as well as any other author(s) regardless of who the other author(s) might be. If this multiple value field also contains Connie and Roger, the document will be returned.

Note: You can use the same syntax in Web Access to search for multiple value fields.

• Note: Since this is a preview, the details and appearances of certain elements may change between now and the final release.

Workflow records errors in three different places, depending on the type of error.

Errors encountered by a running workflow

If a workflow does not run the way you expected, you can search for a specific time the workflow ran (a workflow instance) to see if it encountered any errors. In the Search Results Pane, the workflow instances with errors have a red X () in the Messages column. Double-click the workflow instance, and select the Messages tab to view the error details. In the screenshot below, an error occurred because the entry the workflow tried to rename did not exist.

Note: For advanced troubleshooting, the Activity Error Log in the Workflow Administration Console (described below) and/or the Windows Event Viewer also log these errors.

Errors encountered while building or publishing a workflow

The Error Log Pane lists the errors encountered while building or publishing a workflow. To open the Error Log Pane, click this button on the toolbar in the Workflow Designer.

The Error Log Pane displays each error’s details. You can easily e-mail errors with all their details to your administrator using the e-mail button at the top of this pane.

Workflow Server, Workflow Subscriber, Communication and Activity errors

The Error Logs node in the Workflow Administration Console lists these errors, which are mainly accessed for advanced troubleshooting. The error logs are divided between two nodes: Current error logs and All error logs.

Double-click one of these error logs to open the Error Log Viewer dialog. This dialog lists the time the errors occurred, their severity, and any message associated with them. You can also see graphs of errors by hour, type and message.

Note: When importing the settings to a new machine, ensure the virtual directory environment on the new machine exactly matches the environment on the old machine. For example, the virtual directory name, authentication, etc. need to all be the same.

To export WebLink settings:

1. On the machine where your current WebLink settings are located, navigate to <Install Directory>/Laserfiche/WebLink 8/Utilities and double-click WebLinkSettingsBundler.exe.
2. Under Export, select the folder you want to export the WebLink settings to. If you want to import these settings to a new machine, you’ll need to move the folder with the exported settings to a location on the new machine.

Note: If you have multiple virtual directories configured, exporting settings will export the settings for all the virtual directories.

To import WebLink settings:

1. Install WebLink on the new machine. Also, move the folder with the exported settings to this new machine.
2. Configure the new virtual directory to have the same settings as the virtual directory on the old machine (virtual directory name, authentication, etc.).
3. Navigate to <Install Directory>/Laserfiche/WebLink 8/Utilities and double-click WebLinkSettingsBundler.exe.
4. Under Import, select the folder where the settings are located.

Note: You may need to open the WebLink Administrator’s Utility and tweak some settings. For example, the file path for your temporary files will need to be updated to an existing location on the new machine.

Note: If you import settings for a WebLink installation that has already been configured, the imported settings will replace the currently configured settings.