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.

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.

The Laserfiche Server will still use a license or activation key, as in prior versions.

Look for Laserfiche 8.2, releasing next week!

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

When creating a custom stamp in Laserfiche 8.2, a user specifies the text he wants the stamp to display, as well as a variety of formatting options: the font, size and border for the stamp. If the stamp text includes a token, the token will be replaced with the relevant information when the stamp is placed on the image.

The custom stamp creation dialog provides a preview of the stamp as it would look on the image. This allows you to modify the formatting until you like the way the stamp looks.

Custom stamps allow you to create text stamps as you need them, rather than needing to create a bitmap of the text and then upload that bitmap. If you realize that you need a stamp to indicate that certain documents came from an external archive, you can simply create a stamp with the text “External Archive” right in Laserfiche—no need to fiddle with an image program. You can also still use image-based stamps, just as you could in prior versions.

In addition, the ability to incorporate tokens into your custom stamps allows you to create dynamic stamps. For example, if you want to stamp each document with the date it is processed, you can create a stamp with the date token. When the stamp is applied, the token will automatically be replaced with that day’s date.

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

Sample features of the updated Office integration:

• Ribbon tab or toolbar button: There is now a Laserfiche tab in the Ribbon in Office 2007 or 2010 applications, and a Laserfiche toolbar button in Office XP or 2003. You can use these to save and modify documents in Laserfiche.
• Manage Laserfiche metadata from Office programs: When an Office document is saved in and opened from Laserfiche, you can use the Laserfiche Properties button to manage templates, fields, and tags from within the Office program. Note: this feature is not currently available in Outlook.

The Office integration update includes additional features as well as those shown here. You can try them out when Laserfiche 8.2 is released.

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

In Laserfiche 8.2 you can configure when a logical volume will roll over based on a time schedule (daily, weekly, monthly). Unlike size-based rollover volumes—that roll over and create new physical volumes based on a size limit—time-based rollover volumes focus more on storing and organizing data for a specific time period.

For instance, a local charity devotes each month to a different cause and wants to create a new physical volume per month/cause. This means all documents scanned in October, Breast Cancer Awareness Month, would be stored on their own volume, separate from the documents scanned in November, AIDS Awareness Month.

To configure a volume to rollover based on time

When creating a new logical volume:

1. Expand the Volumes node in the Laserfiche Administration Console.
   • Note: The logical volume icon has a gold disk and the physical volume icon has a silver disk.
2. Select Logical Volume under Volume Type in the New Volume dialog box.
3. Select Rollover every and either type or click the up and down arrows to add/select the number of days, weeks, or months after which you want the volume to roll over.
4. Use the drop-down menu to select Day(s), Week(s), or Month(s).

When configuring an existing logical volume:

1. Expand the Volumes node in the Laserfiche Administration Console.
   • Note: The logical volume icon has a gold disk and the physical volume icon has a silver disk.
2. Double-click the logical volume you want to configure.
3. Select the Maximum Size/Age tab in the volume properties dialog box.
4. Select Rollover based on a time schedule and either type or click the up and down arrows to add/select the number of days, weeks, or months after which you want the volume to roll over.
5. Use the drop-down menu to select Day(s), Week(s), or Month(s).
6. Under Starting from, define a date and time when you want the new time schedule to begin.

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

Page Count

You can limit your search results to return documents that contain a specific number of pages or that fall within a certain page range. For example, you can return documents that have exactly three pages, more than three pages, less than three pages or that fall between three and five pages.

To perform a Page Count search, open the Search Pane, click Customize Search and select Pages.

Selecting Multiple Folders to Search Through or Exclude

You can limit your search results by searching within multiple folders inside your repository. For example, Roger wants to look through medical records that only Susan scanned into Laserfiche. He performs a Created By search for Susan, but quickly realizes there are too many results to sort through. To narrow his results, he adds a Within Folder search and searches within the Medications and Test Results folders to return only the medication and test result records that were scanned by Susan.

You can also use the Within Folder search to exclude one or more folders when you run a search. For example, test results are organized by month inside the Test Results folder. You want to search for all test results in 2010, with the exception of those scanned in September and November. Add the Test Results folder to the Within Folder search and select within from the drop down menu. Then, add the September and November folders and select not in from the drop down menu. This will search through the Test Results folder for every month in 2010 except September and November.

To search within multiple folders, open the Search Pane, click Customize Search and select Within Folder.

Electronic File Size

In addition to searching for documents that have electronic files associated with them, you can also specify the electronic file size in bytes (B), kilobytes (KB) or megabytes (MB). For example, Lesley can search for documents that have electronic files associated with them and that are smaller than one megabyte in size.

To search for electronic files that are less than, exactly or more than a specific size, click Customize Search and select Electronic Files.

Note: These search enhancements will also be available in Web Access 8.2.

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.

However, while the feature right is necessary for performing the action that the right governs, it’s not sufficient. You’ll also need to have the relevant access rights.

An access right, on the other hand, controls what a user can do with a particular object in the repository, whether that’s a document, the files within a volume, a field, or a template. Unlike feature rights, access rights aren’t global across your repository, but apply to a specific document, folder, volume, field, or template. For instance, if you have the Modify/Delete files volume access right for a particular volume, you can modify or delete files in that volume, but the right has no effect on other volumes in the repository. Similarly, if you have the Delete entry access right for a particular folder and its contents, that right won’t have any effect on your ability to delete documents from a different, unrelated folder.

Feature rights and access rights need to work together, because if any relevant right is not granted to a user, that user will not be able to perform the action. For example, if you want to allow a user to scan into a particular folder, that user must first have the Scan feature right, in order to be able to launch Scanning. They must also have the appropriate entry access rights to create a new document in the particular folder, and they must have the appropriate volume access rights to add new pages to the volume the new document will be stored in. All of those elements must be correctly configured for the user to be able to scan.

1. In the Thumbnail Pane, select the page you want to rotate. To select more than one page, hold the CTRL key while you select.
2. Right-click the page and point to Rotate Image(s).
3. Click Clockwise, Counterclockwise, or Upside-Down.

To move pages within a document:

1. Select the page’s thumbnail. To select more than one page, hold the CRTL key while you select.
2. Drag and drop the page into a new location in the document.

Note: You can also move a page by right-clicking it, selecting Cut, and pasting it into a new location.

To delete pages from a document:

1. Select the pages you want to delete and do one of the following:

• Right-click and select Delete.
• Press the DELETE key.

Note: In Client 8.1 and later, individual pages deleted from a document are sent to the recycle bin, where they can be permanently purged or restored to the original document.

You can also use the Thumbnail Pane to move and copy pages between different documents, as well as split pages from one document into multiple new documents. These actions are especially useful if you find that, in the process of scanning several documents, pages have been mixed up across documents and need to be reorganized.

To move pages from one document to another:

1. Open the documents you want to reorganize in separate Document Viewers with the Thumbnail Panes displayed.
2. Select the pages you want to move from the first document.
3. Drag and drop the pages into the Thumbnail Pane of the other document.

Note: You can also move pages between documents by right-clicking the pages, selecting Cut, and pasting them into the other document.

To copy pages from one document to another:

1. Open both documents in separate Document Viewers.
2. Select the pages from the first document, right-click, and select Copy.
3. Right-click in the other document’s Thumbnail Pane where you want to place the pages, and select Paste.

To split the pages of a document into a new document:

1. Select the pages you want to use to create a new document, right-click, and select New Document.
2. In the New Document dialog box, configure the new document’s properties, including its name, folder location, and any metadata you want to associate with it.

Note: By default, the new document will inherit the metadata properties of the parent document.

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.

Learn more in the new technical white paper, Customizing Document Viewer Pane Layout in Client 8.1, which discusses the basics of the Document Viewer panes as well as provides insight into customizing your pane layout to help you better manage your documents and the information you associate with them.

According to McDonough, PPS’ IT Director became interested in Workflow after Duplitron created electronic lockboxes to batch claims documents using Quick Fields last year. “That brought us one step closer to automating the whole process,” he explains.

Actual Workflow implementation took place earlier this year as part of an upgrade to Laserfiche 8. “There were a lot of what I’d call ‘curveballs,’” says McDonough. “For instance, when we created the lockboxes, we split up the documents to be processed in Quick Fields based on their FSC coding, but that one lockbox had to remain intact—the documents could move but the folder couldn’t.”

Working with Laserfiche Presales Engineer Jonathon Kim as well as VAR Desk’s Lisa Durham and Jessica Smith, Duplitron configured Quick Fields and Workflow to fit the intricacies of PPS’s claims process—with significant results. “It use to take a day or two to process a claim; now it’s processed back in the batch folder within an hour,” McDonough says.

As a result, McDonough is confident Duplitron will be able to repeat this success with its other billing and coding clients. “We’ve already got four other clients using the electronic lockboxes to capture everything on the front end, so we can show them what PPS is doing and use that as a template.”

Meanwhile, PPS’s IT Director is impressed. “She’s worked in healthcare industry many years and never had a product that’s been able to do everything it says it can do.” Now, he adds, she’s asking how Workflow can be used as an accounting tool. “They want to use an exceptions report to reconcile claims, almost like a balance sheet,” McDonough says.

“This project has evolved has from a document management solution to a business process management solution—it’s true ECM from a claims perspective and BPM from a CFO/accounting point of view,” he concludes.

To include annotations when exporting documents as PDFs, open the Tools menu and select Options. Expand Export and select Images. Make sure that Include redactions on exported image and Include all other annotations on exported images are selected. This will print the annotations to the exported document. To make sure that the annotations are converted and editable in Adobe Acrobat, also select Convert annotations into PDF annotations. The next time you export a document with annotations as a PDF, the annotations will be included and converted to PDF format.

• Note: Editing a PDF requires a full version of Adobe Acrobat; PDF editing cannot be performed in Adobe Reader.

• Speed: Reduces the amount of time it takes to perform OCR. Generated text may be less accurate.
• Balance/Standard (Recommended): Neither optimum speed nor optimum accuracy, but a balance between the two.
• Accuracy: Helps perform OCR on images that have low accuracy with the other settings. Processing time will also be increased.

The clearer the text on your documents, the more accurate the OCR is likely to be. Therefore, you may be able to use a faster OCR setting for documents with a high image quality and still get accurate results.

Also, the fuzzy search setting in the Laserfiche Client can help you find documents even if the OCR is not 100% accurate. You can test the various settings on your documents and determine which works best for your purposes.

NOTE: The version of the OmniPage OCR engine has changed for all Laserfiche products released at or after Client 8.1. The Balance/Standard option in the current version of the engine is equivalent to the Accuracy setting in products released from 7.2.1 to 8.0.x. Therefore, if you were having good results with OCR set to Accuracy in those versions, you may want to set it to Balance in Laserfiche 8.1.

To change the OCR Optimization setting in the Laserfiche 8.1 Client:

1. From the Tools menu, select Options and OCR.
2. For Optimization priority, select Accuracy, Balance, or Speed.
3. You can also access this setting by selecting Options from the Generate Searchable Text dialog box.

When working with Laserfiche Scanning or Quick Fields, you can set the optimization properties while configuring the OCR process.

• Overview of Volumes – Part I
• Overview of Volumes – Part 2
  

Real-Life Scenario

The Blue Company has a volume that should no longer accept new data, but whose documents should still be available in the Laserfiche Client. If possible, they would also like to reduce the amount of space the volume uses on the hard drive. Finally, they want to back up the volume to DVD and ensure the files on the disc are secure, in case it’s lost. They complete the steps below.

Step 1: Compress the Volume

Compressing a volume renders it as read-only and reduces the amount of hard drive space it uses. The volume’s documents will still be available via Laserfiche applications, and the volume can always be decompressed later.

To compress a volume:

1. Using the Laserfiche Administration Console, log into a repository as a user with the “Manage Volumes” privilege.
2. Expand the “Volumes” node.
3. Right-click a volume, point to “All Tasks,” and select “Compress Volume.”

Step 2: Create a Compressed and Encrypted Backup Volume

One way to back up a volume is to export it, which creates a copy of the volume in a specified location. In Laserfiche 8.1, you can encrypt and/or compress the volume during the export process. Encrypted volume files are inaccessible to anyone who tries to view them outside Laserfiche (e.g., if someone tries to open an encrypted image file from the Windows file structure, they will be unable to). If someone attaches the encrypted volume to a Laserfiche repository, they must provide the encryption password to access the documents.

To export a compressed and encrypted volume:

1. Using the Laserfiche Administration Console, log into a repository as a user with the “Manage Volumes” privilege.
2. Expand the “Volumes” node.
3. Right-click a volume, point to “All Tasks,” and select “Export.”
4. In the “Export Volume” dialog box, choose the following:
   • Where to export the volume to.
   • The version of Laserfiche you want the volume to be exported in. You must select “Version 8″ to use the compression and encryption features.
   • To encrypt the volume with a password.
   • To compress the volume.

   

   Note: Volume encryption is not limited to exported volumes, as you can also encrypt a volume that is attached to your repository (for more information, search for “encrypted volumes” in the Laserfiche Administration Guide). Also, keep in mind that the only way to decrypt a volume is with the encryption password, which cannot be recovered if lost.

   Note: You can compress or encrypt a physical volume inside a logical volume once it is no longer active.

To view a user’s effective rights, select the document or folder you want to check, right-click and select “Access Rights.” Go to the “Effective Rights” tab. By default, the dialog will display the effective rights for the trustee you are logged in as; to view the rights for another trustee, click “Choose” and then pick the trustee from the list. If a right has a check in the “Granted” box, the user has that right; if it is cleared, they do not have that right.

This dialog takes into account all entry access rights that affect this trustee and this folder. That means that entry access rights inherited from group membership will be reflected here, as will entry access rights inherited from farther up the folder tree. Note, however, that it does not take into account other types of rights. For example, if a user has the “Bypass Browse” privilege, they will be able to browse the contents of a folder even if they do not have the “Browse” right displayed; if a user does not have the “Delete” feature right, they will not be able to delete documents even if they have the “Delete Entry” access right.

• Important: You must have the “Read Entry Security” entry access right to view this dialog.

Next steps:

1. Get more information about the release.
2. See a list of changes for Laserfiche 8.1.1.
3. Read release notes for Laserfiche 8.1.1.
4. Visit support.laserfiche.com for videos, forums, Knowledge Base articles, and more.
5. Contact your reseller for information about upgrading to Laserfiche 8.1.1.

“With PhotoDocs, financial advisors will be able to capture client documents and other important information while at the client’s office or home, saving time and providing a higher service level,” noted Laserfiche Senior Vice President Chris Wacker. “Feedback from advisors on how they can use PhotoDocs has been very positive, and we’re looking forward to demonstrating those features at FPA Anaheim.”

Also at the conference, Timothy D. Welsh, CFP®, a consultant to Laserfiche, will present on the aftermath of the financial crisis and the implications for financial advisors. “The Wall Street meltdown and scandals will most likely result in full regulatory reform requiring increased audits, enhanced security, disaster recovery and business continuity, audit trail tracking and the ability to produce information on-demand,” said Welsh. He will show participants how to recover lost productivity, reduce overhead and streamline workflow through the implementation of Laserfiche Avante, an affordable solution for digital business process management.

About Laserfiche

Laserfiche® creates simple and elegant enterprise content management (ECM) solutions that help organizations run smarter. Since 1987, more than 27,000 organizations worldwide—including healthcare organizations, government agencies and Fortune 1000 companies—have used Laserfiche software to streamline document, records and business process management.

The Laserfiche ECM system is designed to give IT managers central control over their information infrastructure, including standards, security and auditing, while offering business units the flexibility to respond quickly to changing conditions. The Laserfiche product suite is built upon Microsoft® technologies to simplify system administration, supports Microsoft SQL and Oracle® platforms and features a seamless integration with Microsoft Office® applications and a two-way integration with SharePoint®.

Laserfiche distributes its software through a worldwide network of value-added resellers (VARs), who tailor solutions to clients’ individual needs. The Laserfiche VAR program has received the Five-Star rating from Computer Reseller News/VARBusiness magazine.

Laserfiche is a registered trademark of Compulink Management Center, Inc.

• Spanish
• French
• Portuguese
• Italian
• Chinese Traditional
• Chinese Simplified
• Vietnamese

Laserfiche Client 8.1 Language Packs work with the English version of the Laserfiche Client 8.1 to provide the user interfaces in each language. They can be installed on top of the already released Laserfiche Client 8.1.

These language packs each include the components for the following: Client, Administration Console, Scanning, Snapshot, and PhotoDocs. These language packs perform best in the operating systems of their own languages, but are also compatible with operating systems of other languages.

Please refer to the Support Site Knowledge Base article section for a list of known issues with the Language Packs, as well as other release information: Find it here.

If you are interested in these language packs, please contact your reseller.

For example, you might want to protect an annotation if you don’t want its data to be accidentally modified. If you create a text box with a reference number, and you want to make sure that the reference number always remains on the image and isn’t deleted or accidentally changed, you could protect that annotation. Then only you and the document’s owner would be able to modify it. A private annotation, however, is most useful for content that is sensitive, or irrelevant to other users. If you want to use sticky notes to make reference notes to yourself, but you don’t want to clutter up the page (or the annotation search results) for other users, you could set those annotations as private. They would then only be displayed to you.

The error message help file is “LfMsg8.chm,” which can be found at C:Program FilesCommon FilesLaserficheDocumentation on any machine with the Laserfiche Server or Client installed. This help file is also what will appear if you click Help from any error dialog box.

*If you are using the Laserfiche 7 Client with the Laserfiche 8 Server, error codes in the 7000-7999 range will be returned from the Laserfiche 8 Server.

• Note: The LfMsg8.chm does not include OCR engine messages.

For example, you might want to reorganize your templates but want to be able to revert to your original templates settings if you don’t like the new ones. You could export your templates before you begin. If you don’t like your new template organization, you can delete the templates and then import the exported file. You might also have an installation with more than one repository – say, one repository for Human Resources and another for Sales. If the Human Resources repository had some records management objects that would also be useful for the Sales department, you could export those objects from the HR repository and import them into the Sales repository. If you are a VAR setting up a repository for a user site, you can also use this feature to set up trustees and metadata on your own repository, and then simply export it from your repository and import it onto theirs.

• Note: The information contained in the XML file will depend on the rights that the exporting user has. For instance, simply copying a user requires the Manage Trustees privilege, but copying the user’s permissions requires the Set Trustee Privileges privilege. See the Administration Guide for more information.

You can use tools such as Pan and Zoom to view and move around the images, or move between multiple pages of a document by clicking the green arrows at the top of the pane. You can also jump directly to a particular page by typing it in the Choose Page option at the top of the screen. Annotations are visible in the Preview Pane as well.

The Preview Pane is read-only and only displays image pages; it does not display text, metadata, or electronic files. To view the other elements of a document, or to modify the document, you will need to open it in the Document Viewer. If you select an entry that has no image pages (such as a folder, an electronic document, or an empty document), the Preview Pane will indicate that no image pages are available for preview.

For more information about new features in Laserfiche 8.1, see the Laserfiche 8.1 New Feature Quick Reference on the Laserfiche Support Site.

• Note: The following describes features for a pre-release version of the Laserfiche Server. Details of features may be changed before final release of the product.

LDAP Authentication Support

Since Laserfiche 7, the Server has supported adding Windows domain accounts directly to Laserfiche for authentication, allowing users to log in to the repository using their Windows credentials. In Laserfiche 8.1, we are expanding this authentication support to other LDAP directory services. This will allow administrators who are using non-Windows LDAP, such as Novell, to add directory users and groups directly to Laserfiche. Those users will be able to log in to their repository using their LDAP account name and password.

This support will extend to all parts of the Laserfiche Server and Client that currently support Laserfiche trustees or Windows accounts. For instance, you will be able to configure security for these directory users and groups, audit them, and assign watermarks to them. You will also be able to use them as Named Accounts with Laserfiche Rio or Avante.

Compressed and Encrypted Volumes

Laserfiche 8.1 introduces two new settings that you can use for archival volumes: compression and encryption. Volume compression decreases the amount of space that the volume takes on the hard drive. Volume encryption protects the volume by encrypting its contents on the Windows file system. An encrypted volume’s contents can still be viewed through Laserfiche client applications (assuming the user accessing the volume files has the appropriate rights), but cannot be opened directly through Windows. Furthermore, encrypted volumes can be further protected by being secured. A secured volume’s contents cannot be viewed by anyone until an administrator unlocks the secured volumes.

Volume encryption and compression are primarily intended for archival volumes, or for volumes that are being exported for transfer or for backup, as encrypting or compressing a volume also renders it read-only.

When pages and electronic files are restored, their annotations and associated text, including word location information, will be restored as well. As with all pages and electronic files, they will be subject to the security settings of the document they belong to.

Pages and electronic files will be retained in the recycle bin until they are purged, or until the document they were deleted from is purged from the recycle bin.

• Note: This tip refers to a feature in a future version of Laserfiche. Features may be added, removed, or modified before the final release of Laserfiche 8.1.

The Electronic File pane will only be available when opening a PDF electronic document as pages. It will not be available for imaged documents, or for other electronic document types. It requires that Adobe Reader or the Adobe Internet Explorer plug-in be installed on the Client computer.

How you show or hide the Document Viewer’s Electronic File Pane depends on whether you’re using the standard or classic layout.

Standard Layout
To view a PDF electronic file, open the View menu in the Document Viewer, point to Panes, and select Electronic File. When selected, the Electronic File Pane will appear in its most recent location. This includes remembering the (primary or secondary) area and dock status that it was previously assigned. For example, if it was closed while it was undocked, it will appear undocked in the same position with the same size.

Classic Layout
A PDF electronic file can be viewed in either the left or right pane of the Document Viewer. If the electronic file is not currently being viewed, selecting Electronic File will display it in the selected pane.

To display the electronic file, decide if you want it to appear in the left or right pane of the Document Viewer. Click View from the menu bar of the Document Viewer, point to Left Pane or Right Pane, and select Electronic File.

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.

• {[]:[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.

If the entries you have selected do not yet have any templates or fields applied to them, you can apply a template or add a field and then fill in any values you want to add. The template you chose will be added to all entries, and any values you typed will be filled in the relevant fields for all of the entries.

For example, you could select four new documents, all by the author John Smith. In the Fields dialog, you could apply the General template, and then type “John Smith” in the Author field. When you click OK, all four documents would have the General template applied to them, with the Author field set to “John Smith.”

If the entries you have selected have the same template applied to them, the Fields dialog will open with that template selected. If a particular field has the same value in all selected entries, that value will be displayed. If a particular field has no value in all selected entries, the field will be displayed as blank. However, if the documents have different values in the same field, the Field dialog will display a “Selected entries have different values assigned” message. If you leave this message intact, you can modify other values in the template without overwriting the different values in that particular field. If you wish to overwrite the different values in that field with a single value for all documents, you can overwrite the message with your own value. When you save, this value will be saved to all documents normally.

For example, you might want to modify two documents, both with the Reports template. This template has three values: Title, Date and Author; each document has a different value in the Title field (”Expense Report” and “Web Statistics”), no date set, and a different value in the Author field (”John Smith” and “John T. Smith”). You might wish to leave the different Titles intact, set the same value for both Date fields, and overwrite the two Author field values with the same single value (”John Smith”) to make searching easier. You would do this by typing a value into the Date field, clearing the “Selected entries have different values assigned” message in the Author field and typing “John Smith,” and leaving the “Selected entries have different values assigned” message intact in the Title field.

If the entries you select have different templates applied, no template will be displayed. Instead, the Template selection box will display a “Multiple templates assigned” message. You can still select a template, which will be applied to all selected entries, but be aware that this will overwrite any existing values in the currently-applied templates.

Modifying Tags for More Than One Entry
To modify tag information for more than one document or folder at the same time, select multiple entries and open the Tasks menu. Select View Tags.

The Tags dialog will display. If the selection box next to a tag is clear, the tag is not currently applied to any of the selected documents; if it contains a check mark, the tag is currently applied to all selected documents; if it contains a green box, the tag is currently applied to one or more selected documents, but not all selected documents. You can clear or select any of the tags to which you have access. Clearing the box will remove the tag from all selected documents, and selecting it will apply the tag to all selected documents.

In the example below, the Informational tag was applied to some of the selected documents but not all; it will not be modified. The Priority tag will be removed from all documents, and the To Be Filed tag will be added to all documents.

For example, say a user wants to locate a document with the purchase order number “35401.” She isn’t sure whether the purchase order number was in the “Code” field or the “Order” field, but she knows that the template was “Purchase Order.” She could use the following syntax to find the number “35401″ anywhere in the “Purchase Order” template, regardless of the specific field.

{[Purchase Order]:[]=”35401″}

This would return documents with the value “35401″ anywhere in the “Purchase Order” template, but would not return documents in other templates, even if they contained the value “35401.” This is useful for narrowing down the possibilities – even if this number is also present in a document in “Invoices,” the user knows she isn’t looking for an invoice, and so won’t need to sift through irrelevant details.

Or perhaps the user knows that the order number was in the “Code” field, but isn’t sure whether the document she wants is an invoice or a purchase order or some other type entirely. In that case, she would use the following syntax.

{[]:[Code]=”35401″}

This would return all documents with a “Code” field which had a value of “35401,” regardless of template, but wouldn’t return other fields even if they contained “35401.” This is useful when you know that you may have the same value in other contexts in other documents, but you also know that you don’t need to look at them.

Finally, if the user has no idea which template or field she needs, but she does know the value, she can search for any document with any field containing “35401,” regardless of template. She would use the following syntax:

{[]:[]=”35401″}

This would return documents with the value “35401″ in any field, as a part of any template. While this might return a large number of documents, depending on how often that value is used, it can help you ensure that you find the correct document even if you can’t remember where the value was stored.

Note that, the more general your search, the longer it will take, and the more results it is likely to return. If you do know the field or template that the document is in, it’s a good idea to specify those in the search. However, these search types allow you to quickly locate all documents on a particular topic or related to a particular customer, order or date, regardless of the context. They are therefore very powerful and flexible searches.

For example, say a user wants to locate a document with the purchase order number “35401.” She isn’t sure whether the purchase order number was in the “Code” field or the “Order” field, but she knows that the template was “Purchase Order.” She could use the following syntax to find the number “35401″ anywhere in the “Purchase Order” template, regardless of the specific field.

{[Purchase Order]:[]=”35401″}

This would return documents with the value “35401″ anywhere in the “Purchase Order” template, but would not return documents in other templates, even if they contained the value “35401.” This is useful for narrowing down the possibilities – even if this number is also present in a document in “Invoices,” the user knows she isn’t looking for an invoice, and so won’t need to sift through irrelevant details.

Or perhaps the user knows that the order number was in the “Code” field, but isn’t sure whether the document she wants is an invoice or a purchase order or some other type entirely. In that case, she would use the following syntax.

{[]:[Code]=”35401″}

This would return all documents with a “Code” field which had a value of “35401,” regardless of template, but wouldn’t return other fields even if they contained “35401.” This is useful when you know that you may have the same value in other contexts in other documents, but you also know that you don’t need to look at them.

Finally, if the user has no idea which template or field she needs, but she does know the value, she can search for any document with any field containing “35401,” regardless of template. She would use the following syntax:

{[]:[]=”35401″}

This would return documents with the value “35401″ in any field, as a part of any template. While this might return a large number of documents, depending on how often that value is used, it can help you ensure that you find the correct document even if you can’t remember where the value was stored.

Note that, the more general your search, the longer it will take, and the more results it is likely to return. If you do know the field or template that the document is in, it’s a good idea to specify those in the search. However, these search types allow you to quickly locate all documents on a particular topic or related to a particular customer, order or date, regardless of the context. They are therefore very powerful and flexible searches.

Laserfiche 8.0.2 is a hotfix compilation that incorporates user feedback of a variety of high-level issues that came up so far with Laserfiche version 8. It also includes some specific enhancements for making Laserfiche Plus 8 run more effectively.

Laserfiche Plus 8.0 (English and Spanish)

Laserfiche Plus prepares a copy of Laserfiche files (images, text, electronic files, annotations, templates and field data) for burning directly to your removable media (such as a CD or DVD) or to a hard drive location (such as a USB drive). These published disks can then be distributed to people without Laserfiche access, such as outside lawyers. Published disks can also be used for back-up and recovery.

In Plus 8, we eliminated the need to run a viewer installation process, install an external DBMS application or require administrative access to the viewing computer. With new data encryption, you can place a password that is used to encrypt all the files so they are only accessible from the published Laserfiche Viewer. (Please note that this will also cause a password prompt, even when viewing through the Viewer.) And with Plus 8, you can use your current Client settings, such as browser columns, as default settings for the new repository.

Plus has also undergone localization enhancements, making it fully language pack compatible. The Spanish language pack is included as part of the Plus 8 installation package.

Please note that Plus 8 requires Server 8.0.2 and Client 8.0.2.

You can download Laserfiche 8.0.2 from the Support Site Downloads page. To upgrade to Plus 8, please contact your reseller.

The following search syntax will return documents with a multiple value field containing at least one of the values.

{[]:[field]=”fieldvalue”} | {[]:[field]=”fieldvalue”}

For example, to search for entries with a multiple value Author field containing at least Jonathan or Justin, the syntax would be:

{[]:[Author]=”Jonathan”} | {[]:[Author]=”Justin”}

This search will return all entries assigned the multiple value Author field containing at least Jonathan or Justin. If this multi-value field also contains Connie, for example, the entry will still be returned.

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

Advanced Search in the Laserfiche Client

Advanced Search in Web Access

Within a document, you can rotate, move, or copy pages.
To rotate one or more pages:

1. Select the page or pages in the Thumbnail Pane. To select more than one page at a time, hold down the CTRL or SHIFT key while selecting.
2. Right-click the pages and select Rotate Image(s).
3. Choose Clockwise, Counterclockwise, or Upside-Down.

To re-order pages within a document:

1. Select the thumbnails of the pages.
2. Drag and drop them in the new location.

To create multiple copies of the same page within a document:

1. Right-click the thumbnails of the pages you want to copy and select Copy.
2. Right-click again where you want to copy them and select Paste.

You can also move or copy pages to another document.
To move pages from one document to another existing document:

1. Open both documents in separate Document Viewers.
2. Drag the pages from one Thumbnail Pane to the other.

To copy pages from one document to another existing document:

1. Select the page or pages, right-click, and select Copy.
2. In the other Document Viewer, right-click in the Thumbnail Pane where you want to place the pages, and select Paste.

To split one document into multiple documents:

1. Select the page or pages you want to move to a new document, right-click, and select New Document.
2. The New Document dialog box will open and allow you to configure the new document containing those pages.

To create a custom toolbar button:

1. Right-click anywhere on the toolbar and select Customize.
2. The Customize dialog box will appear.

   

3. In the Toolbars tab, click Custom… and the Custom Toolbar Buttons dialog box will appear. In the image shown, there is already a custom button for the Firefox browser.

   

4. Click Add… and the Toolbar Button Properties dialog box will appear.

   

5. In the Name option, type the name you want to associate with the new custom button.
6. In the Command option, type or browse to the path for the application you want the button to open. For example, to create a button to open Outlook, you would input the path to the Outlook.exe file, which launches Outlook.
7. In the Icon option, select an icon for the application. You can add any image file you want. Many executable files have a number of icons associated with them; you can select one of these files (such as Outlook.exe) and browse the available icons to choose one.
8. Click OK to close the Toolbar Button Properties dialog box and OK to close the Custom Toolbar Buttons dialog box.
9. Select the Commands tab, and select the Custom category.
10. Drag the new command from the list to a toolbar.

    

Who Can See and Purge Deleted Items
By default, users can only see the items they send to the recycle bin. In addition, unless you specify otherwise, users cannot permanently delete (i.e., purge) recycle bin items.

• To enable a user to purge items they originally sent to the recycle bin, grant them the Purge Entries privilege.
• To enable users to see, purge, or restore all items, regardless of who originally sent them to the recycle bin, grant the user the Manage Entry Access privilege.

Note: This privilege also grants users the ability to grant/deny entry access rights to all documents and folders in a repository.

Periodically Cleaning Out the Recycle Bin
There are two methods to cleaning out the recycle bin.

• Configure Laserfiche to automatically purge items after they have been in the recycle bin for a certain number of days. To use this method, open your repository in the Administration Console, expand the Recycle Bin node, right-click on Settings, select Properties, and define an Age limit.Note: In a new repository, an age limit of 7 days is set as the default.
• Rely on your administrators to manually clean out the recycle bin. This option is best if you want an administrator to manually review each item sent to the recycle bin before it is purged. To use this method, make sure the Age limit option in the Administration Console is cleared.

For more information about the recycle bin, see the Recycle Bin Overview in the Laserfiche Administration Console help files.

By default, Laserfiche will automatically OCR/extract text from all new documents. In addition, documents are automatically indexed when they are created. Nonetheless, it is recommended that you periodically double-check that all your documents both contain text and have been indexed. This prevents documents from slipping through the cracks. It can be done quickly and easily via two separate Laserfiche advanced searches.

Tip: For best results, do not copy and paste the Laserfiche advanced search syntax from this Tech Tip into the Laserfiche Client. Some non-text characters (such as quotes) may not copy/paste correctly. Manually type each character into the Laserfiche Client Advanced Search box.

Tip: Some of the Laserfiche advanced search syntax used in this Tech Tip will only work on Laserfiche 8.01.

Finding Documents without Text

This search finds documents in your repository that:

• Contain pages but no OCRed text.
• Do not contain pages.
• Only contain OCRed text on some (not all) pages.

{LF:AssociatedPages=”N”}|{LF:OCR=none}|{LF:OCR=some}

After running the search:

1. Select all returned documents and right-click them.
2. Select Generate Searchable Text.
3. In the Generate Searchable Text dialog box, select OCR/Extract Text.
4. Click OK.

Finding Documents that Have Not Been Indexed

This search finds all documents that have not been indexed

{LF:Indexed=”N”}

After running the search:

1. Select all returned documents and right-click on them.
2. Select Generate Searchable Text.
3. In the Generate Searchable Text dialog box, select Index entire document.
4. Click OK.

Tip: If either search finds a large number of documents, we recommend you perform the batch OCR/text extraction and/or indexing during non-peak hours.

Tip: Electronic documents that do not contain text in their native format, such as audio or video files, may be returned by one or more of these searches. It is not necessary to extract text from or index these files.