HomeMy WebLinkAbout011993_CCv0001.doc
Table of Contents
Starting Laserfiche Client 10 ................................................................................................................... 3
Finding your Way in a Repository ............................................................................................................ 4
The Folder Browser ............................................................................................................................ 4
Finding your Documents ..................................................................................................................... 4
The Search Pane ................................................................................................................................. 4
The Document Viewer ........................................................................................................................ 5
Customizing the Document Viewer to Display Panes ........................................................................... 5
To Log out of Laserfiche Client ................................................................................................................ 7
To Log out of Web Access ....................................................................................................................... 7
Understanding Metadata ........................................................................................................................ 7
Metadata Types ................................................................................................................................. 7
Electronic Documents ............................................................................................................................. 8
Modifying Electronic Documents ........................................................................................................ 8
Electronic Document Check In and Check Out .................................................................................... 8
Microsoft Office Integration.................................................................................................................... 9
To Save a Microsoft Office Word, or Excel, or PowerPoint to Laserfiche ............................................. 9
To Save an Email to Laserfiche ............................................................................................................ 9
How to Search Within a Particular Folder in Laserfiche Web Access ......................................................... 9
Search Results in Laserfiche Web Access .......................................................................................... 10
How to Search Within a Particular Folder in Laserfiche 10 Client ........................................................... 11
Search Results in Laserfiche Client 10 ............................................................................................... 12
Wildcards ......................................................................................................................................... 13
Copying and E-Mailing Pages from Context Hits .................................................................................... 14
Adding Content to Laserfiche ................................................................................................................ 15
Importing Documents ........................................................................................................................... 15
Importing Methods in Laserfiche Client 10 ....................................................................................... 16
Importing Images, Text or Electronic Files......................................................................................... 18
Importing PDFs ................................................................................................................................. 18
Importing Methods in Web Access verify!!! .......................................................................................... 19
To import a document using the Import Files dialog box................................................................... 22
To import a document by dragging and dropping using Web Access ................................................. 23
Configuring Document Import .............................................................................................................. 25
Best Practices for Importing ............................................................................................................. 26
Exporting Documents ........................................................................................................................... 27
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Exporting Files via Drag and Drop ..................................................................................................... 27
Exporting Files via the Download Images Dialog Box ......................................................................... 28
Laserfiche Scanning .............................................................................................................................. 29
Basic Mode....................................................................................................................................... 29
Standard Mode ................................................................................................................................ 29
Scan a New Document .......................................................................................................................... 30
Image Enhancements and Processes ..................................................................................................... 30
Configure a Scanning Session ........................................................................................................... 30
Optical Character Recognition (OCR) ..................................................................................................... 31
Scanning, Reviewing and Storing a New Document (Basic Scanning) ...................................................... 32
To Open/Close the Output Log Pane ................................................................................................. 32
Storing Documents ........................................................................................................................... 33
Store Immediately (Basic and Standard Scanning) ............................................................................ 33
Stopping Scanning (Standard Scanning) ............................................................................................ 33
Preparing to Scan by Adding a Sample Image (Standard Scanning) ................................................... 34
Test Image Enhancements ................................................................................................................ 34
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Laserfiche is a document management system. It allows you to store organize and access your
organization’s information. Documents stored in Laserfiche can be accessed using the Laserfiche
Client or online through Web Access.
Starting Laserfiche Client 10
To open Laserfiche, click the Laserfiche Client shortcut on your Windows desktop.
The first time you open the Laserfiche Client, you might have to attach a repository.
To attach a repository, click the Attach button. The Attach Repository dialog box will display.
Type Server Address: 10.111.10.100 and then choose your Repository name. Click Attach.
The Login dialog box will prompt you to specify a user name and password. If you have been instructed to
access your repository using your windows user account, select Windows authentication option; otherwise
select Password authentication. Type your Windows User name and Password.
NOTE: if your user name is Jsmith type COFR1\\jsmith and your windows password. Click OK.
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Finding your Way in a Repository
The Folder Browser will display after you have logged into the repository. The left pane, known as the
Folder Pane, displays a list of folders. The right pane, known as the Contents Pane, displays the content
of the selected folder.
Finding your Documents
To perform a search, from the toolbar click the Search icon, the Search Pane will display.
The Search Pane will replace the Folder Pane.
To open or close the Search Pane or the Folder Pane, click the appropriate button or.
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The Document Viewer
The Document Viewer allows you to view images, text, metadata, thumbnails, annotations and electronic
documents. You can view as many panes as you want. Panes can be resized, rearranged and locked. The
pane layout is saved on a per-user basis. This means that one user could customize the pane layout,
without affecting other users.
Customizing the Document Viewer to Display Panes
1. Double-click the desired document to open. To open or close the Pane, click the appropriate
button on the Navigation Toolbar or
2. From the View menu, select Panes and make the appropriate selection.
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To Move a Pane, c lick and drag the title bar to a different location.
Locking Panes
Locking the display prevents you from moving panes. Panes can be unlocked at any time.
To Lock Panes
Select View from the menu bar and Lock Display, or
Right-click the Toolbar, select Lock Display.
To Unlock Panes
Select View from the menu bar and Lock Display, or
Right-click the Toolbar, select Lock Display.
Image Pane
You can view the TIFF images associated with a document in the Image Pane. The Image Pane allows you
to view and manage the image pages of your document as well as annotations. When viewing an image,
you can zoom in or out.
Text Pane
The Text Pane contains text associated with the document. Most of the time, this will be text that has
been read from the image pages by an optical character recognition (OCR) process or extracted from an
electronic document.
Metadata Pane
The Metadata Pane displays additional information relevant to the document. It contains five tabs: Fields,
Links, Versions and Signatures.
Thumbnails Pane
The main purpose of the Thumbnails Pane is to provide a way to easily navigate through the pages in your
documents.
To open a page from the Thumbnail Pane, double-click the thumbnail image.
To rotate a page from the Thumbnail Page, right-click the page and select Rotate Images.
Electronic File Pane
The Electronic File Pane allows you to view PDF files on its native application.
Annotation List Pane
The Annotation List Pane enables you to view all annotations that have been applied to the document.
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To Log out of Laserfiche Client
From the File menu, select Sign out of All Repositories.
To Log out of Web Access
From the toolbar, click the drop-down arrow and select Sign Out.
Understanding Metadata
Metadata is any additional information about a document that can be used for search and retrieval. For
instance you might create a field for invoice numbers or create a phone number field to store a customer
number for easy access.
Metadata consists of field data, templates, tags, links, version information and digital signatures.
Metadata Types
Fields are collected into templates. Field information is stored with the document and is available
when viewing the document. It also provides another way to search for an item. Field Types consists
of text, list, number, integer and date.
A Tag is a label applied to a document. Tags are optional. There are two types of tags informational
and security.
Links allow you to categorize documents and keep track of relationships or to search for documents
based on their links. There are two types of links: Document relationships, which connect two
documents or folders and Link groups which connect larger groups of documents.
Versions documents in the repository can be placed under version control. When a document is
under version control, changes to that document will be saved as new versions within the
document. You can then view the changes to a document, keep track of edits, compare versions, or
revert to another version.
Digital signatures – this option will only be displayed if the repository is licensed for digital
signatures.
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Electronic Documents
An electronic document is a document in Laserfiche that contains an electronic file from a third-party
application, such as MS Word, Excel or PDF document. By default, electronic documents open in their
own application. Electronic documents use the icon of their native application.
Modifying Electronic Documents
The Electronic pane allows you to view and modify PDF files as you would in Adobe Reader (Adobe Reader
must be installed in your computer).
Electronic Document Check In and Check Out
Checking out a document allows you to work with a document over a period of time. When a document is
checked out, other users can view the document, but they will not be able to make or save changes to the
document until the document is checked in.
To Check Out a Document
1. Select the document you want to Check Out. Perform one of the following:
a. Right-click the document, point to Check In/Check Out and select Check Out Documents or
b. From the Tasks menu, point to Check In/Check Out and select Check Out Documents
2. The Check Out dialog box will display. The Location option will list the default location where the
checked out document will be stored. To choose another location, click Browse to browse to a
new location.
3. Indicate reason to check out the electronic document in the Comments section.
4. Select the Open document for editing immediately check box.
5. Click OK to check out the document.
To Check In a Document
Once you are finished making changes to a checked out document, check the document back in.
To Check In a document
1. Select the document you want to Check In. Perform one of the following:
a. Right-click the document, point to Check In/Check Out and select Check In Documents or
b. From the Tasks menu, point to Check In/Check Out and select Check In Documents.
Note: If the document is under version control, it will be checked in and your changes saved as a new
version. You will be prompted to provide optional version comments to note what changes were made.
If the document is not under version control, you will be prompted to select how you want to handle the
changes made to the electronic file. Click OK to complete the check in.
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Microsoft Office Integration
Office Integration allows users to save documents into Laserfiche directly from Microsoft Word, Excel,
PowerPoint and Outlook. The Laserfiche Office Integration is supported in both the Laserfiche Client and
Web Access and will be available as a Laserfiche tab on the navigation ribbon.
To Save a Microsoft Office Word, or Excel, or PowerPoint to Laserfiche
1. Open the document you want to save to Laserfiche.
2. Select the Laserfiche tab on the ribbon, click Save to Laserfiche. Select as New Document.
3. The Sign In dialog box will prompt you to log into the repository.
o If My Repositories list display more than one, cancel the Sign In dialog box and select the correct
repository. Select “City-of-Redland s”.
o Select appropriate authentication. Click OK to log in.
o Select the Laserfiche folder where the documents will be stored, click Save
o Select Template, type appropriate information. Click OK.
To Save a Microsoft Outlook message to Laserfiche
1. Open Microsoft Outlook and select the document you want to save into Laserfiche.
2. Select the Laserfiche tab on the ribbon and select one of the following:
Save to Laserfiche to select the repository and folder to save to.
Save to Default Folder to save to the folder currently open in Laserfiche.
Save Attachments to Laserfiche.
o Note: Documents created from e-mail messages are named after the subject line in the
corresponding e-mail message.
How to Search Within a Particular Folder in Laserfiche Web Access
From the Search Pane, click Advanced
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1. From the Search Types drop-down, select Common and Within folder.
2. Under Common, type the search criteria. It must be enclosed in double quotation marks
e.g. “deposit transmittal”
3. Select Document text and All fields
4. From Within folder, select Search within selected folder
5. Click Browse to search for entries located within a particular folder, click OK
6. Select Include subfolders.
NOTE: The current search criteria can be saved for future use. Click the SAVE button to save.
7. Click Search.
Search Results in Laserfiche Web Access
After performing a search, the results of your search will be displayed in the Contents Pane.
1. To view a particular search result, select the check box next to the document name.
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NOTE: To save a search criteria, click Advanced at the bottom of the screen. The Advance Search
screen will appear, click the Save button.
2. The Context Hits will appear in the bottom half of the Contents Pane.
3. Double-click a context hit to open the page where the search term appears. The search term will
be highlighted in the document.
4. Zoom In to enlarge a page.
5. To return to the Search Results, click the X to close the Tab
How to Search Within a Particular Folder in Laserfiche 10 Client
From the toolbar, select or press F3 to display the Search Pane.
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1. Click the Customize Search drop-down, select Common and Within Folder, click Close.
2. In the Common section
Type the Search terms (enclosed in double quotation marks) e.g. “deposit transmittal”
Under Search Within, select Document Text and All Fields.
1. In the Within folder section
Click Selected folders radio button
Click Browse to search for entries located within a particular folder. Click OK
Select Include subfolders. Click Search.
NOTE: To search for a document, type document name in the Search terms do not use quotations.
NOTE: The current search criteria can be saved for future use. To save a search, click Save at the top
left corner of the Search Pane. To Load a previously saved search, click Load.
Search Results in Laserfiche Client 10
The search results will be displayed in the Contents Pane.
1. To view a particular search result, select a document name in the top half of the Contents Pane.
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2. The Context Hits will appear in the bottom half of the Contents Pane.
3. Double-click a Context Hit to open the page where the search term appears. The search term will
be highlighted in the document.
4. To return to the Search Results, click the on the top right corner.
Wildcards
Wildcards are used to represent one or more unknown characters in a word. They are useful for searching
for all documents containing variations of a word or when you are not sure of the exact characters
contained in a word.
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Wildcard Description
* (Asterisk) Represents zero or more, missing characters. For example, govern*s
would find "governors," "governments," and "governs."
- (Dash) Indicates a range of characters. For example, b\[a-i\]tter would find the words
"batter," "better" and "bitter," but not "butter."
? (Question mark) Represents any single character. For example, gr?y would find
"gray" and "grey," but not "gravy."
\[0-9\] Represents any single digit number. For example, \[0-9\]\[0-9\] would find any two-
digit number (but not a one- or three-digit number), and \[0-9\]\[0-9\]\[0-9\]-\[0-9\]\[0-9\]-
\[0-9\]\[0-9\]\[0-9\]\[0-9\] would find a social security number.
\[\] (Brackets) Brackets are also used as a wildcard for any single character. A limited
set of replacement characters can be specified within the brackets. For example,
gr\[ae\]y would find "gray" and "grey," but no others.
Note: Wildcards may be combined. For example, br\[a-o\]ke* would find all of the following words:
brake, braked, broke, broker, and broken.
Copying and E-Mailing Pages from Context Hits
Users have the ability to open, copy, and e-mail specific pages of a document from its context hits in the
Search Results Pane. These pages can be pasted into a folder as a new document, into an existing
document, or send via e-mail.
To copy pages from Context Hits
1. Select the page(s) you want to copy.
2. Right-click the page(s) and select Copy.
3. Paste the page(s) to the desired location.
To e-mail pages from Context Hits
1. Select the page(s) you want to e-mail.
2. Right-click the page(s) and select E-mail Page(s).
3. From the Selected Attachments dialog box configure appropriate settings, click Create E-Mail.
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Adding Content to Laserfiche
Laserfiche offers various ways to bring new content into your repository. Any file on your computer can
be stored in the LaserFiche repository. When importing files, you can specify document properties, such
as the name of the document, the folder where it will be stored and metadata.
You can add content in the following ways:
Importing content from your computer, such as Word documents, Excel spreadsheets, PDFs or
Plain Text files (.txt), CAD drawing files and Images files.
Scanning physical documents using Laserfiche Scanning.
Saving document directly from MS Office applications using Laserfiche Office Integration.
Saving electronic files from your computer using Laserfiche Snapshot.
Importing Documents
A common way to create a document is by importing content that is already on your computer. Content
imported into a Laserfiche repository can be stored and viewed in its original format.
Types of Documents
The following types of documents can be imported to Laserfiche:
Images Image documents (such as .jpg, .png, and .bpm) will be imported as image
documents. Image documents will open in the Laserfiche Document Viewer.
Electronic An electronic file is a document from a third-party application, such as Word
Documents document, Excel spreadsheet, CAD drawing file, PDF and so on.
By default, electronic documents will open in their own native application.
PDF files will open in the Document Viewer by default.
Text files Text files will be stored as text-only documents. Text annotations, such as
highlights, redactions, strikethrough, and underline can be applied to text-only
documents, but image-based annotations such as sticky notes or the freehand
tool cannot. Text files will open in the Laserfiche Document Viewer.
Importing Methods
Using the Import Files dialog box or
Dragging and Dropping from Windows.
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Importing Methods in Laserfiche Client 10
To import a document using the Import Files dialog box
1. Open Laserfiche. Navigate to the folder where you want to store your document(s).
2. From the File menu, select Import. The Import Files dialog box will display.
3. Select file(s) to import into the Laserfiche repository.
4. Click the Options button. ** this is a one-time configuration **
The Options dialog box will display
Generate Pages Options: select this option to specify the way images will be generated from
electronic documents.
Generate Text Options: select this option to configure the way that text will be generated from
documents. Click the Configure button.
New Documents Options: select this option to configure the procedure for importing new
documents.
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New Documents Settings Options: determines if text will be generated and how images will be
saved when importing new documents. Click OK when finished.
The Import to Laserfiche dialog box will display.
To perform full text searches on the content of the file being imported, in the General tab, select the
Generate searchable text check box.
To Assign a Template, in the Fields tab select the template you want to assign to the document.
Click OK when finished.
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Importing Files by Dragging and Dropping
1. Open Laserfiche. Navigate to the folder where you want to store your document(s).
2. Select file(s) to import
3. Use the mouse to drag the files from Windows and drop them into Laserfiche.
4. The Import to Laserfiche dialog box will display.
a. General Tab: specify the basic document properties, such as name, location. Select
Generate searchable text and Generate Laserfiche pages.
b. Fields Tab: assigned template.
5. Click OK to save your document.
Importing Images, Text or Electronic Files
1. Open Laserfiche. Navigate to the folder where you want to store your document(s).
2. From the File menu, select Import. The Import Files dialog box will display.
3. From the Files of type list, select file(s) to import.
4. Click Import, click OK.
Assign Metadata
a. Right-click imported document, select Metadata...
b. The Metadata dialog will open.
c. From the Fields tab, assign a Template or Add/Remove Fields…
d. From the Tags tab, apply tags (optional).
e. Click OK to save your document.
Importing PDFs
The process of importing PDF files is slightly different from the other electronic file types because PDFs
can be imported in several ways:
In its original file format
A PDF can be converted into a Laserfiche imaged document with TIFF pages.
To Import a PDF file
1. Open Laserfiche. Navigate to the folder where you want to store imported file(s).
2. From the File menu, select Import. The Import Files dialog box will display.
3. Select PDF file(s) to import. The Import Files dialog box will display.
4. Optional: To generate TIFF image pages from PDF files perform the following:
a. Click the Options button. The Options dialog box will display.
b. Under the New Documents node, select Settings.
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c. Under When importing PDFs, select Generate Laserfiche Pages checkbox to generate TIFF
image pages. This will convert imported PDFs to Laserfiche imaged documents (.tiff).
d. Click OK to return to the Import Files dialog box.
5. Click the Import button.
6. Right-click imported document, select Metadata…
7. Specify basic document properties, such as Assign a Template and Add Fields.
Importing Files using Laserfiche Office Integration
The Laserfiche Office Integration will be available as a Laserfiche tab on the navigation ribbon.
To Save a Microsoft Office file to Laserfiche
1. Open a Microsoft Office document (Word, Microsoft Excel, or Microsoft PowerPoint)
2. Select the Laserfiche tab on the ribbon and click Save to Laserfiche.
o as New Document: The document will be saved as an entirely new entry in the repository.
3. You will be prompted to log in to the repository.
o If you selected as New Document or as New Document in the Link Group, the Save to
Laserfiche a dialog box will open. Attach a Repository.
o Navigate to the folder in your repository that you want to save the document.
o To specify a new name for the document in Laserfiche, type a name in the Name option.
o To specify a different file type, select the file type you want to save the document as from
the Save as type option.
o Click Save. This will open the Metadata dialog.
o In the Fields tab, you can modify the template and field information for your new
document..
4. Click OK to save your document to Laserfiche.
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To Save a Microsoft Outlook message to Laserfiche
1. Open a Microsoft Outlook and select or open the document you want to save to Laserfiche.
2. Select the Laserfiche tab on the ribbon and perform one of the following:
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To Save electronic files using Laserfiche Snapshot
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Importing Methods in Web Access verify!!!
To import a document using the Import Files dialog box
1. In the Folder Browser, click the Import button or right-click and select Import.
2. Perform one of the following:
Click Upload and select one or more files to upload, click Open.
3. Click OK.
4. Click Start Import.
5. In the General tab:
The Name of the document will be retrieved from the file name of the files you have
uploaded. You can modify it before import.
Optionally, you can specify an Import Profile for the document, which will automatically
apply pre-configured settings. See Import Profiles for more information.
The Folder option will list the folder into which the document will be imported. You can
modify this folder, or specify a new folder. Click Browse to browse to an existing folder.
The Template option will list the default template for the document, if any. Select from the
list to specify another template.
In the Tags option, add any tags that you want to apply to the document.
To configure additional options, click Show advanced. You can configure the following
options:
The Volume drop-down menu will display the default volume for this document.
Select from the list to specify another volume. (If you only have sufficient rights to
import into a single volume, this option will not be displayed.)
The Signatures option allows you to sign the document.
The Classification levels option allows you to set a classification level on the
document. This option will only be displayed if your repository has been configured
for classification levels.
6. In the Fields tab:
The Template option will list the default template for the document, if any. Select from the
list to specify another template.
Enter any values you want to assign to the fields.
7. In the Tags tab, assign any tags you wish to associate with your new document. Click Create New
Tag to add a new tag.
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Note: If you selected multiple files in the Import Files dialog box, there will be an Apply all
these properties to all documents imported in this batch checkbox available. Select
this option to apply the same set of properties across all the current documents.
8. Click Next to import the file(s).
To import a document by dragging and dropping using Web Access verify!!!
1. Find the files you want to import on your computer. Position Windows Explorer and Web Access so
you can see both applications.
2. Select the file(s) you want to import and drag them to the Web Access Contents Pane. You will see
a box that says Drop files here, as well as the destination path. Drop the files on top of that box. If
you drop them anywhere else, the import will not work.
3. In the Import document dialog, under the General tab
Specify an Import Profile for the document, which will automatically apply pre-configured
settings. See Import Profiles for more information.
Modify the destination path using the Browse... button.
Define the volume.
Select Generate searchable text to generate text from the imported files.
4. Under the Fields tab
Select a template to assign to your document. Use the Add/Remove Fields option to add
individual fields to your document.
Select the number of columns you want the fields displayed in.
Enter any values you want to assign to the fields.
5. Under the Tags tab, assign any tags you wish to associate with your new document. Click Create
New Tag to add a new tag.
Note: If you dropped multiple files in the Web Access Contents Pane for import, there will be an
Apply all these properties to all documents imported in this batch checkbox available. Select
this option to apply the same set of properties across all the current documents.
6. Click Next to import the file(s).
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Note: By default, the maximum size of each file you can import when dragging and dropping into
Web Access is 30 megabytes. This default size can be modified in the Web Access configuration
file. Contact your administrator for more information.
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Configuring Document Import
Imported documents will be handled as new documents. Laserfiche allows you to configure a variety of
default settings for imported documents. Options are configured on a per-user basis, but will not apply to
other users. Default properties can be modified for each document after scanning.
To configure default properties, from the main menu, select Tools, Options.
The Options dialog box will display.
Options dialog box components
This node allows you to customize how folders and documents are displayed in the
Browser
Folder Browser.
Download This node will determine the default options when exporting documents as
images, text, briefcase or email.
This node configure how imaged pages will be generated from PDFs (e.g. monochrome
Generate Pages
pages)
This node configure how text will be generated from documents (e.g. OCR)
Generate Text
New Documents This node configure the procedure for importing new documents (e.g. TIFF)
Password This node allows users to change their password.
Print How documents are handled when they are printed from a Laserfiche
repository.
Reset You can reset various Laserfiche settings and prompts.
Search This node determines the information that will appear after a search is
performed.
Toolbars This node allows you to customize your toolbars.
View This node allows you configure default options for viewing a document.
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Best Practices for Importing
For large numbers of document: Configure your import settings to skip the Import to Laserfiche dialog
box or it will be display for each document.
In the New Documents node of the Options dialog box,
Turn off the option, Always show Metadata dialog.
Select the option, Retain file extensions in electronic document names.
For individual or small number of documents: The Import to Laserfiche dialog box can be helpful to
assign template and field information and tags in one step and have document metadata complete
and ready for use upon import.
In the New Documents node of the Options dialog box,
Select the option, Import Profile to assign a Template.
File types to automatically convert to Laserfiche image documents: By default, many common image
types, such .jpg are automatically converted on import. However, you may want to store some images,
such as photos, in their original format.
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Exporting Documents
When exporting information from Laserfiche, you can choose to export only a part or the entire
document. The Download node in the Options dialog box will determine the default options when
exporting documents as images, text, within a briefcase or as an e-mail.
The Options dialog box allows you to configure a variety of Client settings.
To use the Options dialog box
1. From the main menu, select Tools, Options
2. In the Options dialog box, choose which component you want to configure.
Exporting Files via Drag and Drop
You can export images, text and electronic files from Laserfiche by dragging and dropping one or more
documents to Windows Desktop.
In the Download node of the Options dialog box.
Select the option, Images to configure your export settings.
Press Shift + CTRL to select multiple documents to export or
Drag and drop a single document to your Windows Desktop.
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Exporting Files via the Download Images Dialog Box
1. Select a document to export.
2. Do one of the following:
a. From the File menu, point to Download and click Images
b. From the Menu bar, point to Download dropdown and click Download Images…
3. The Download Images dialog box will display.
4. Specify the following:
a. Under Save in, select the Windows folder where the exported document will be saved (e.g.
Windows Desktop).
b. Under File name, you have the option to change the file name.
c. In the Save as Type, choose a file format (e.g. PDF).
d. Under Page range, select Pages radio button. Specify the pages to be exported (e.g. 1-3).
e. To open exported document immediately, select the Open downloaded files immediately.
5. Click Save to export.
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Laserfiche Scanning
Laserfiche Scanning enables you to:
Convert paper documents into imaged documents.
Import electronic files into a Laserfiche repository.
Perform image enhancements and processes (OCR) on scanned documents.
Laserfiche Scanning provides two scanning modes:
Basic Mode
This mode is recommended for users with basic scanning needs. It offers:
Basic image enhancements.
Optical character recognition (OCR).
An interface to populate metadata.
The ability to scan one document at a time to a single destination.
Standard Mode
Provides additional features and flexibility; offering everything in Basic Mode, plus the ability to:
Perform advanced image enhancements and processes.
Scan multiple documents at a time to a single destination.
Customize how and where documents are organized and stored.
Configure default document properties that will be applied to future documents.
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Scan a New Document
1. In the Laserfiche Client, select the icon from the toolbar.
2. Select a Scanning Mode
Note: The Laserfiche Client will only prompt you to select a scanning mode, if the Scan Mode was
selected under Tools, Options, Prompts, Scan Mode. If this option is not selected, Laserfiche
Scanning will always open in the mode most recently used.
Image Enhancements and Processes
Use image enhancements to produce a cleaner image and to improve OCR accuracy. Enhancements
and/or processes are performed in the vertical order in which they appear in the Scanning Explorer Pane.
This order can affect the results of a scanning session.
Note: OmniPage OCR should be performed after image enhancements in most situations.
Configure a Scanning Session
From the Scanning Explorer Pane, select Image Processing. The Enhancements will display in the right
pane. Select and configure one or more enhancements and/or process.
Enhancements
Border Padding Adds a white border around an image
Border Removal Removes an outer portion of an image.
Color Removal Converts color or grayscale images to black and white.
Color Smoothing Reduces the number of colors used in an image.
Crop Removes an outer portion of an image.
Deskew Straightens images that have been scanned at an angle.
Despeckle Removes stray marks from scanned documents
Invert Reverses the colors on an image. This process can be useful for converting
white text to black, which is more conducive to OCR processing.
Line Removal Removes lines from scanned images.
Resize Scales an image to be smaller or larger than its original size.
Rotate Rotates pages.
Smooth This image enhancement grows, shrinks, and/or smooth pixels.
Processes
OmniPage OCR OCR engine used by Laserfiche scanning.
Page Removal Deletes pages.
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Optical Character Recognition (OCR)
The OCR engine used by Laserfiche scanning is OmniPage OCR. OCR is a resource-intensive process which
can be affected by poor quality images or improperly scanned images.
To enable OCR, select the icon from the toolbar.
1. From the Scanning Explorer in the left pane, click OmniPage OCR.
2. The OmniPage OCR will display the OCR settings in the right pane.
Configure the following:
Page Range Pages to be processed.
OCR Language Select a language
Decolumnize Removes column formatting from scanned images.
Optimization Style Select Speed, Standard or Accuracy.
Auto Rotate Automatic rotation will detect the correct orientation of your images.
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Scanning, Reviewing and Storing a New Document (Basic Scanning)
To scan a new document
1. In the Laserfiche Client, browse to the folder where you want the scanned document to be
stored.
2. Select the icon from the toolbar to begin scanning.
3. Once the scanning is complete, specify the name, template, field values, tags and volume to be
associated with the document.
4. Review scanned images and/or generated text for quality assurance. Scanned images will
appear in the Scanning Explorer Pane, under Revision.
5. Store the document in a Laserfiche repository using one of the following methods:
a. Select from the toolbar to store the document. Laserfiche Scanning will close
after the document is stored.
b. Select from the toolbar to store the document without closing
Laserfiche Scanning, enabling you to scan additional documents.
Note: Errors encountered during document storage are displayed in the Output Log Pane.
Common errors include invalid field data and insufficient privileges for creating an entry in the
destination specified.
The Output Log Pane will remain hidden until an error is encountered.
To Open/Close the Output Log Pane
From the menu bar, select View, Panes, Output Log, or press F3.
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Storing Documents
After scanning and reviewing images, store them in a Laserfiche repository.
To store all documents in the Laserfiche scanning window, select from the toolbar
To store all document's associated with a single destination
a. Right-click a folder in the Scanning Explorer Pane
b. Select Store.
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Store Immediately (Basic and Standard Scanning)
The Store Immediately feature sends scanned images to a Laserfiche repository directly after they are
scanned. It is designed for users that do not want to review scanned images.
Enabling/ disabling this feature
From the menu bar, select Action > Store Immediately.
Stopping Scanning (Standard Scanning)
You scan stop the scanning process before it completes.
To stop scanning, select the button from the toolbar.
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Preparing to Scan by Adding a Sample Image (Standard Scanning)
A sample image enables you to test image enhancements before scanning. For best results, sample
images should be as similar as possible to the pages you want to scan.
Add a Sample Image
1. From the menu bar, select View, Panes, Scanning Explorer
2. Click Image Processing or press F7
3. To display the Document Properties, press F4
4. Select Import or Scan Sample Image at the bottom of the Image Processing Pane.
Test Image Enhancements
1. Select Test Process at the bottom of the Document Properties Pane.
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Standard Mode topics:
User Interface
Preparing to Scan
Scanning
Reviewing Scanned Images
Storing Documents
Scanning into an Existing Document
Double-Sided Scanning
Stopping Scanning
Snapshot You can create TIFF images of documents with Laserfiche Snapshot
Network Printer: Users that print remotely to a shared
Snapshot printer and do not have the printer installed locally will
not have the option to generate pages from non-PDF documents
within the Laserfiche Client. Additionally, if the shared printer
version of Snapshot was installed on a computer that has terminal
services, users on that computer will also be prevented from
updating the images and/or text of an electronic document.
Documents can be scanned from a variety of sources, including a physical
scanner, computer or network drive
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WebLink - In order to see all documents with .doc extension in WebLink, they have to be OCR and
Laserfiche pages have to be generated.
Open Laserfiche Client and Search for all the documents with .doc extension.
1. From the Customize Search dropdown, select Electronic Document and Pages
Under Electronic File, select
An electronic file component with one of the following extensions .doc
Under Pages, select
2. Select all documents to OCR, Click the OCR icon.
3. With the selected documents, Right mouse-click, select Generate pages
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