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HomeMy WebLinkAboutLaserfiche UserTraining Guide^~^ aii~ i a~ i CITIES DI~CITAL T al:e Lnfor•r~ Cities Digital 2010 O'Neil Road Hudson WI, 54016 Contacting Cities Digital www.citiesdigital.com Hudson ....... .....651-714-2800 Support ...... ................x251 Training ...... ................x205 Scanning Outsourcing....x102 Sales ......... ................x202 California .... .....310-219-6600 Chicago ...... .....630-225-7210 • Table of Contents Basics .............................................................................................................. ................................ 3 Getting Started ................................................................................................ ................................ 4 Start Screen ..................................................................................................... ................................ 4 Navigating the Browser .................................................................................. ................................ 5 Scanning Documents with a Document Scanner ............................................ ................................ 6 Scanning Toolbar ............................................................................................ ................................ 7 Controlling Image Quality .............................................................................. ................................ 7 Scanning Batches ............................................................................................ ................................ 8 Viewing a Document ...................................................................................... ................................ 9 Annotations ..................................................................................................... .............................. 10 OCR a Document to Create Indexed Text ...................................................... .............................. 12 Printing, Emailing, Exporting and linporting Documents .............................. .............................. 13 Snapshot .......................................................................................................... .............................. 15 Electronic Documents in Laserfiche ............................................................... .............................. 16 Editing Electronic Documents in Laserf'iche .................................................. .............................. 17 Search in Laserfiche ........................................................................................ .............................. 18 Right-click Menu ............................................................................................ .............................. 19 Options ............................................................................................................ .............................. 20 Laserfiche Toolbar Helper .............................................................................. .............................. 21 X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 ext 2~1 • Laserfiche 8.0.2 Welcome to you new document imaging software package! We know you are excited to start using this product and get your workplace in tip top shape. This booklet will help you get there with screen shots and easy-to-follow instructions. We at Cities Digital want you to be happy with your purchase and use it to the fullest potential to maximize the benefits you receive from implementing this program. If there is anything that you are unsatisfied with in working with this program or if we can help you out with expanded services or products, please always let us know. If this is your organization's first document imaging software package, you are in for a whirlwind of exciting changes that are bound to make your workplace more efficient and productive. You will be able to access documents from your desk rather than rifling through boxes or file cabinets to find the right one. You will be able to share documents by e-mailing them rather then having to mail or fax them. Please keep this manual in a convenient place as you will want to refer to it while you become accustomed to using Laserfiche. When you get stuck on how to perform a certain action, check through these pages for a simple and straightforward answer. If you do not find what you are looking for or feel that you may need to expand the capabilities of your system, please call Cities Digital to see if we can help. Basics 1) What is document imaging? a) Document imaging takes a scanned version of the document and stores it on a computer hard drive or CD/DVD. b) Documents are then digitally indexed so that they may be retrieved easily. 2) Advantages of document imaging over paper files, microfilm, and microfiche. a) Documents may be retrieved from a user's desktop, faster and easier. b) Several users may access the same document simultaneously. c) Search documents using full text search, search the contents of a document. d) Creates a central repository for all documents creating a "knowledge base." e) Reduces amount of storage required for hard copies. f) Functions as a disaster recovery plan, back up documents on CD, DVD. X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • Getting Started Welcome to Laserfiche 8.0, to get started click on the Laserfiche 8.0 icon on your desktop. Great job! You are now Launching Laserfiche Client 8.0. After you Launch Laserfiche the Start Page window will appear. Edit View Tasks Tools Window Help Click [Open] and sign in with your username and password, Laserfiche will open the selected database. ~ USER NOTE: Check the Use Windows Authentication box to sign in through Windows. Start Screen ~r i~ i- Available Repositories ^ ~=e windpwsO Autnentleenpn OPEtJ ~ ATTACkV REFRESH client Re9~,tered to: cities Digital sowemna, m~. ver.~aa e.o © 1993-2008 Cpmpulink Management Center, Inc, All rights Reserved File Edit View Tasks Tools Records Window Help :Location, CitiesDigital~llnFetterFlche~test~Quickfields Demo Samples [; Go Search, Folders x Name Pages Inds p~ Laserfiche Repositories .Demo Pages Ves ~~~~~~~ ~~~ ~ .~ CitiesDigital - ~Q kF IdsS pl 1 . 1D Yes _ _ Client Files .~ Quickfields Sample 2 6 Yes Quick Fields _, Training Deparment _~ llnFetterFiche Flie - Nichael Folder test Tree correspondence Financial Plan File display Window . General Client Data Ln=~ran~a Ina=tmant _. Q~i~kFialds Demo sa mples + ,Statements [r _, Web A¢ess We6Link Workflow Reryde Bin Once you are logged in, this screen will appear and you can begin to work. The starting screen is divided into two parts. On the left the File Folder Tree shows the folder structure that is setup within your database. If you click on a folder the contents of that folder will appear on the right side of the screen in the file display window. To open a file or folder, simply double-click it when you see it in the right portion of the screen. X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • ~ USER NOTE: The way that the file Display Window looks can be tailored to meet a ~"~ - d ~ user's preference. Just as in Windows, ~ these icons can be displayed as Large Icons, Small Icon, Large I~ans List, or Details. To switch the view, simply click on [View Small Icans Style] to change your display. Lisle Dekails Navigating the Browser Thumbnails When you want to create a new folder, click on the folder that is one level above where you want to create a folder in the File Folder Tree. For example, if you want to create a folder that is in the database, but is not contained within any other folders, click on the database icon. Then click the "New Folder" icon in the toolbar (or by right-click and menu). Type the name of the folder, click OK. Folder Options: Rename a folder or a document by right-click and selecting "Rename" from the menu. U ~- ~ ~~: J ,i .:~r ~- u ~- Le~anon: cr~esoi9aallunfetterfi~ne - [~ ae sear~n', Folders X Name Pages Indexed Creation Dake ~(}'Laserfiche Repositories Michael Yes 7fI8f288818'S9:87 - z- CitiesDigital J~ - - _ Client Files ~ Upen Ctrl+O Quick Felds a Eields..~ Training Deparmenk ,~` Cut Ctrl+% 1 _, unfetterfiche Michael _ _ Qopy Ctrl+[ test - . Correspondence ... Financial Plan J General Client D. ' __. insurance ?`i oeleee _ _, in~estmene Rename _ Quickfields Demo + Check InfCheck out a - ,Statements ' New I Folder Ctrl+N ©- _, Web Aaess i WenLink Access Rl hts~.. 9 -~ ,J Documen t Ctrl+D ,Workflow Properties.. Rlt+Enter - Recycle Bin View a document's template fields by selecting a document and clicking "Template _- Fields" from the toolbar. ~Iders x Name Pages ~ Indexed Creation D LaserFiche Repositories ~ QuickFields Sample l 18 Yes 8J28f 2888 -, CitiesDigital 'J - - - a down and dragging a file or folder. Documents and folders may be moved by selecting and dragging them into appropriate folders. Shortcuts are created by holding the key X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • The New Navigation Toolbar The toolbar is very similar to Windows Explorer address bar. Just use the navigation bar to select a specific path and quickly browse to the desired folder. File Edit View Tasks Tools Reeords Window Help ~_ _ _~ a{ _ Locakion; CikiesDigikallUnFekkerFiche~keskti,QuickFields Demo Samples ~~ Go The Quick Search Toolbar Available from the main Folder Browser view, a dropdown is available next to the Search button from which the user can filter results by text, entry names, fields, annotations, or any combination of these. Scanning Documents with a Document Scanner To begin ~.. ,,, scanning documents choose "Scan" from the toolbar. This opens a Laserfiche Scanning window. This window contains image processing, image preview, document information, and process views. to Revision ~ . ~~ Scanned Documents Select "Start ~ ~ ~ Scanning" to °F° M°reoPi~°~s ~~ ~ Clear Felds begin scanning. F°`"e~P'P'essF' Press "Store Documents" to send the documents to the Laserfiche database. Click Store (Done) Documents when done scanning to send all pages to the database. X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • Scanning Toolbar :. Stark Scanning ~ . _ ~ Count; 1 1W ~ ,~ -'-~-__ ~~ ,,b I ~ I L~ Paper Size: = Paper Source; Color; I Controlling Image Quality When scanning using the Laserfiche Scanning program there are two areas to control image quality. One is with the Scanner Options and the other is with the Laserfiche Image Processing Options. Scanner Options The scanner options control the image processing that happens within the scanner. This works much like the display panel on a copier. Users choose the paper size, brightness, etc. Depending on the scanner that is being used the scanner options window will look something like this. Image Processing Options Enhancemenks ~] Border Padding Border Removal ~~ Color Smookhing Crop deSICe4J ~eSpeC~e dynamic Threshcldinp Inverk Line Rercoval Resize •`~ Rokate Smookh Processes ~~ OmniPag= dCR ~C-j Page Removal Dser Preference i - Mode: Black and White Page Size: ~Aulo~delection Dots per Inch- 300 dpi Drighlnecs -,r ~ ~ ~ o= 128 p J ~ 0 Anro Scanning Slde: Skip blank page i rReve~sesiae J :........................:.....: nano of hleeh plael:: ~ J ~ .~ z.o Feeding ^ption: Auloma[ic Feeding Delay i LJ ~ D sec Batch Separation: None (/ Deskew (- Prescan Area.. J Mora- A6ouL. Default OK Cancel Help The Laserfiche Image Processing options are processes that are completed by the software after the scanner has captured the image. They include the list to the right. The most commonly used Laserfiche Image Processing options are Laserfiche Rotate (which allows an image to be automatically rotated correctly) and International ICR (which allows the image to be OCR'ed right in the scanner window). USER NOTE: Image processing options are very useful but only use them when necessary since they will slow down the scanning process. X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • To set any image processing properties, select Image Processing from the column on the left side of the scanning window. Then select the properties you want to apply in the document information column on the right side of the scanning window. (To later remove those properties simply right-click on the property and select "Delete".)Any of the options in the column on the right may be selected and applied to the scanned images. ~ USER NOTE: When using International OCR, make sure that it is the last process on the list. This ensures that all other image corrections have been made prior to the OCR. Scanning Batches #~ ~ >,.~, _- yr axr.u. :elver 5i~ - a~xv<e: lrAw-ala. r_gor: o~aiF'.'n"Ny I'^ vrrawi e.g&x., P % \~`~ _ 6 ] ~. 1mq~ rrrrnsq P % . f]x:lir,'xalixe - -- -- -- n Enhencxmeixs ~': ~.~a:~ nan.,., IHYOICE ..-:~e:.ne.r ~ ea. It~vrv.n., ~ L. ser~iche ~ '^ ...,.. _ .~ rrmn-iw~a n~ R~m-r.W eye.. i.~ .. n,.., F:.nom, Rarraar.: .m «. . ate r~ CrrcrF.u,~rli`F .,~... ufu .~."...~ .. y Mue U~rrs ~ lii~. rl `e:Iil.lii~a.~- s ~ f:..s h;,':;, i<e:; ='; Giwua: 2.`ry`+l s.9900, 9]]:i 3:9 CM[ The Image Processing area of the screen is also the batch editing area. Once pages are scanned into Laserfiche, they can be moved between documents, deleted, rescanned, and edited within the Image Processing area. 1. Create New Document: Select first page of new document and press Ctrl+ D or right-click and choose New Document. Everything listed below that page will be in the new document. Rename the New Document by right-clicking on the name and choosing rename. Type the name and press Enter, 2. Move Pages within a Document: To move a page within a document, like moving the first page to the last page, click the page to be moved and drag it over the page that currently occupies the desired location and drop the page there. The all pages including the one that was in the desired location are moved down one page, and the page that was moved is now in the correct position. 3. Move Pages Between Documents: Drag the page that is being moved to the title of the destination document. Drop the page into that document; it will automatically be inserted as the last page in that document. ~ USER NOTE: When renaming a document always remember to hit "Enter" after typing the name. This closes the edit function and saves the name. Failure to do so may crash the program. X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • Viewing a Document Select a document in the browser and double-click the name. The document viewer window will open. Folders LaserFi[he Repositories - s IKEB + Client Files ±~, J HR Demo [!'I~ Other ®- I Pierce Pepin rjj J Rehmann Finan[ial G,-'_I Sample Finan[ial Advisor x Name ~ America's PPO .LGI Energy . Sample Workflow Forms J Thrifty White Drug untitled Edit View Tasks Annotations Tools Window Help _ ~ - ~ _~S At-a-Glance ~+ Image Viewer ~ a4 ~ L1 ~ ~ I . ~. ~x~ - ~, ...~- J .. ..,, r4 o w~ nb. ~. Name the document Store the document. .o x T~emplafe: Adminiaha4on Da]e s;• Metadata ~t'as,zpne and a.[o~nw~mne~ Templates I~~4s6~ ~] I Cheri: lunber_,z Thum6na is .o x _ Thumbnails Fields,., .o Sear ch' Type Last Modified Entry ID Folder 7f16f200811:30:18 AM 264 ; Folder 7f18f200810:36:08 AM 683 Folder 8f22f20082',46',46 PM 1190 E Folder 7fIDf200811:24:41 AM 3 ; Folder 8f18f200812:33:93 PM 118 ; Rrl+O ~49'~07 RM 1297 Customize screen: To customize the document viewer use the buttons on the toolbar, clicking these buttons will show or hide the different aspects of the document viewer. U Show/hide Image ~ Show/hide Text Show/hide Metadata Iu, ) Show/hide Thumbnails This window can be customized to a user's preference in the following ways: 1. Window sizes can be adjusted by dragging the lines of the window to the desired size. 2. The position of each of the windows can be changed by clicking on the window and dragging it to the desired location. The window that is occupying the space is automatically moved to the position of the window that was moved. 3. Clicking on the image view shortcuts in the toolbar will include or exclude Image, Text, Fields, or Thumbnails in the document viewing window. 4. Clicking "will close that view from the document viewing window. X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 5. Clicking on '° will open the view into its own separate window. Zoom. Click on the document image, then drag. You will notice the document Zooms to your selection. Click the up arrow and then the down arrow at the bottom of the image to advance pages. ~ ~ ~ At-a-Glance ~~__~L Annotations ~~ator~ aowm Date Created'. Lase MOdFied: - - ~ Comma~t=: very tmpor[an[~, everyone must remember [hls pom[, ^ Annotation wlll only be vlslble to its creator ^p n~~otaeo~ may o~lv be modiead by its ~reaoor or ehe do~ume~o ouu~er Using annotations is convenient way to add additional information to a specific page or image in Laserfiche. The following table illustrates all of the annotations that are possible with Laserfiche 8.0.1. Certain annotations may be applied to either image or text; however a few are limited to only Main Fill Color Opacity u a-Glance.__.. Shape .,~. ~ ` ~ ~ ...-,. Line a Line Color thickness °~j ~ I~~~. l ~~.~o, Style Mead style Tail Style ^ Save as default OK Cancel Help images. After an annotation has been created if you right-click on the annotation, there is a specific annotation's properties dialog box that allows the user to mark annotations as protected or private, record comments, view the creator, view the date the annotation was created, and view when the annotation was last modified. ~ USER NOTE: Annotations are overlays on the imaged document that do not actually change the original image. X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • Annotati ons Icons Shortcuts Descri tion O tions Ctrl + Shift + S A Stamp is a small image that is overlaid over on the imaged document. Some sample stamps exist, -Public Stamps -Personal Stamps ~,~w however you can create your own. -Single Use Stamps Ctrl + Shift + N A sticky note is a small moveable note that Colors may be changed; contains text. Once placed it may be viewed and sticky notes are also edited as necessary, add hyper- links for searchable criteria. convenience Ctrl + Shift + H Images and/or text associated with can be Highlight colors may be highlighted, allowing you to emphasize information changed/ or customized. Ctrl + Shift + R Images and/or text can be redacted, allowing you Users with rights can view to hide sensitive material from unauthorized users. redacted material; users without rights will see black or white. Ctrl + Shift + U The images and/or text associated with a Line color may be chosen ~ document can be underlined for emphasis of a along with metadata about the specific item. annotation. Ctrl + Shift + K Users can strikethrough elements of an image and/or text, allowing marking of a particular portion Line color may be chosen along with metadata about the ~ of an image or line of text. annotation. ^ None Linked annotations allow users to quickly generate an annotation on the image and delete both Especially useful when trying to secure information using annotations with one action. redactions. Ctrl + Shift + E The rectangle is a group of three annotations: rectangle, rounded rectangle, and ellipse. They Users can view the history, modify, change colors, or and can be added anywhere on the imaged document. move them to a different location. ~~~~~~~~~~~~~~~~ Ctrl + Shift + X Text boxes can be placed anywhere on an imaged View the history, edit the text, document. They can also be marked private. change colors, move, modify .............. or delete Ctrl + Shift + O A callout text box points to a specific location on a Users can view and edit its ~ 1 I document. It can be placed anywhere on an text, change the color, view its ~ imaged document and marked as private. history, move the box or arrow. Ctrl + Shift + L Aline can be placed anywhere on an imaged document, once placed users can change its Lines can be changed in color, style, thickness, or be moved. properties. _ ~ Ctrl + Shift + M An image Qpg, bmp, gif) can be placed anywhere on an imaged document. Resize, change opacity, move, rotate, view data. Ctrl + Shift + A Any file can be attached to an image as an View or change the file name, i annotation. The attachment icon will appear in the view its history native form of the attachment. Ctrl + Shift + F Same as the line. Modify as needed X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • OCR a Document to Create Indexed Text ~e Choose "OCR/Index" from the toolbar. Make sure the "OCR/Extract Text" check box is checked. Choose "Entire Document," and finally make sure the "All image pages" checkbox is checked, click OK. To OCR multiple separ __ `~~° ~~ documents at one time, ~ :` ' ° ~' select a document in the °pk' -~ ~ ~~ browser window and , ,.,,,_.,.,,,.,.,., press the shift key. Then select the last document in the list and click on the "OCR/Index" button and repeat the steps above. ~ USER NOTE: Click the options button and make sure Perform image enhancement is checked and select the Configure button. Make sure that images are rotated automatically. This will ensure that even images that are scanned upside down or sideways are still being OCR'ed accurately. Autoname Engine Browser OCR engine: OmniPage~ OCR Export New Documents :~~, OCR Settings ~- General Language: English v I ;~ Password ':.~i Prompts ^~ Demlumnize text j-' Search Q perform image enhancement C onFigure Toolbars _ ................................. . © View ®~ptimize.for_~eed OK Cancel Help ... Deskew OK ^ Deskew Image Cancel Despeckle ^ Despeckle Image Help Specify the maximum size of noise to 6e removed (in pixels]. Preview Rotate ~/ otate Ima e ~1 Automatically ~: By this amount [clockwise]: Line removal Specify the orientation for the lines to 6e removed. ^ Horizontal Vertical X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • Printing, Emailing, Exporting and Importing Documents Printing :~; To print a document, choose a document by highlighting it in the browser or by opening the document. Laserfiche allows you to print multiple documents at the same time without opening them. Select the "Print" button from the toolbar. Choose the preferred printer by selecting the "Properties" button. Click on "Options" to Shrink to Fit, Include annotations or redactions or print zoomed region. -~ '"' ~~1'1- `'t ru = E-mailing . c ~n Seas: x Name rype la=li Send a document as an e-mail by right-clicking in the tools America's PPO Folder ]f16f', _~i9amPleWOrkfl°wF°rm= Fo;de; a,zsyi menu and then choosing "Send Document(s) in E-mail..." In J,h""ywhl`a°rp9 Folder ]"°'i the dialogue box, select the format in which the document will J YOUr sample company Folder °f18~, ~,°nl~~ied ®''- " "" ""'+° be sent (preferably PDF). Click "Create E-mail" Eleiae.,, ,~ Prim.,, ~lri+p ~~ C"r Cl,i+x ~ Copy C[rl+C : u 1 These documents have been selected to 6e sent in an a-mail, Select a page range 6y X °alere entering page numbers andfor page ranges separated with commas, Example; 1,3,5-12 Rename ^*}. ceneraeesear~nanierext,,. Name Pages Sele~tedPageRange ,J LaserFiche Ak A Glance 1 1 Check ln)Check OUt i Send Oocument(s)in E-mail... ' New 1 mail Fccess Rights.,, Pr°per[les.,, A[+En[er I Remove All Akkachments I E-mail Setkings,,. Images will 6e sent in this Format: Default Formats {color~grayscale~B&W} v Password For aktached files: Create E-mail TIFF Group III {B&W only} TIFF Group IV {B&W only] TIFF ]PEG {colorfgrayscale} BMP Compressed {~olorfgrays~ale} BMP Raw [colorf grayscale] ]PEG {~olorfgrays~ale} PCX {colorf grayscale} PNG {colorfgrayscale} TIFF Raw {~olorfgrays~ale} TIFF-LZW fcolorlaravscale7 USER NOTE: If you have already started and e-mail, you can add attachments by dragging the file from the Laserfiche repository directly into the e-mail. [c`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • Exporting The user may choose to export any of the following images, text, briefcase, or electronic document, list of contents or folder contents. To export choose File ~ Export. Images This will export the images in the file(s) as an image file in the format of your choosing. Format choices include: PDF, TIFF, BMP, JPEG, PCX, and PNG. Users will usually use PDF. Text This will export just the indexed text and will be saved as a TXT file that can be opened with Notepad. The text can then be copied and pasted into a word processing program for editing. Briefcase This is performed on folders. Exporting a briefcase exports the entire file folder structure and documents under the folder that is chosen for export. Electronic Document This exports electronic documents stored in Laserfiche to another location. List Contents/Folder Contents This exports the contents of the file display area into a text delimited file. This file can then be opened in Excel and the data can be manipulated. This is good for auditing information or reporting purposes. X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • Importing Images Importing images from a network copier or a digital camera is easy. Choose File~lmport. Navigate to the location of the images. Select "Options" and choose the appropriate template to assign the new images, as well as the appropriate volume. When importing documents a user has the option of importing as single page documents or as a batch of documents. OCRing and indexing can also be set on all images that are imported at this time. Snapshot dik View Tasks Tools Records k ;;~ men Ckrl+O New - fL- Rename, , , Deleke Properkies, , , Alk+Enker Impork, , , Expork F Prink, , , Ckrl+P Prink Folder Conkenks,,, Snapshot allows users to bring electronic documents into Laserfiche creating a searchable database of all documentation, electronic or not. To import electronic documents (ie. Word, PDF, Excel, Graphics, Sounds) simply select the documents on the users desktop or hard drive and drag the files into the appropriate Laserfiche folder. Select the electronic documents and click "OCR" on the toolbar. This will create an archived version of the electronic document for indexing. Choose "OCR" from the toolbar a second time and your electronic document's contents will be available for full text searching in Laserfiche. Document Properties I Tags Document Handling Advanced Please specily the pmpedies for the recently piinled document. Printer Name Laserfiche Snapshot 8 Status Rea y Type Snapshot 80 Driver 1008 Where Snapshot80Port Comment Page range ~,• All _~ Pages: Enter page numbers andfor page ranges separated 6y commas. For example, 1, 3, 5-12 Options... Help v Properties ^ Print to File Copies Number of copies; 1 Print Type Print what: Images w ^ Auto-detect page orientation OK Cancel Snapshot also allows a user to capture electronic data from the Internet or from other applications Document name: - - Folder 10 [herlYour Sample Company Volume: <lJse parent folder's defaul! volume? n Template: General ~ Document ^~ T•/pe v Cateoorq ~I Addressee ~I U v OK Cancel Help X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • for archiving in Laserfiche. As an example, when surfing the Internet choose "Print" from the file menu. In the Print menu choose "Laserfiche Snapshot" as the printer driver. This will make a copy of the document being viewed on the screen. Selec[ a Laserfiche Colder - IKE8 + Client Files + HR Demo - Other + America's PPO + LGI Energy + Sample WorkFlow Forms + Thrifty White Drug + + Pierce Pepin + Rehmann Financial + Sample Financial Advisor OK Cancel A dialog box will appear prompting the user to assign a document name, choose a folder in which to store the document, and choose and populate a template. Electronic Documents in Laserfiche Laserfiche allows users to store electronic documents of any format in Laserfiche. These documents remain in their native format (i.e..doc, .xls, .pdf) and open in their native applications. Send Electronic Documents to Laserfiche: E_dlt View Insert Format Tools Table - - - - - Window ACTT Help - New... I r~ ~ ~ ~ -' men . ctrl+o r u - - - - - D-- - _ _ _ Close Save Ctrl+S - ~ ~ ~ z ~ ~ ~ 3 ~ ~ EaveAS,,. Save as Web Page,.. File Search,,, Per~ission I Versior~c... Web Page Preview 1 Page Setup.., Print Preview Print,,, Ctrl+P PrnpertLas t C'.},,.}Clues Digital User Training 8.0 2 N'.},,.}LaserFlche ]User Training-]... 3 C'.},,.}SCreensho[ Samples -Chapman-IJSA 9 N'.},,.}Client Book Component Descr pt... Exit I/lail Renpient mail Re~~p~ern (For Re~~ew).., Mall Recipient (as Attachment),,. Ro~ting Recipient,,. Exchange Folder,,, Recipient using a FaxMOdem... Rey p ent using Internet Fax Eerv ce... Microsoft OFFICe PowerPOint Files other than those from Microsoft Office can be sent to Laserfiche by selecting them and Laserfiche 8.0.1 allows users to send documents from Microsoft Office applications (Word, Excel, and Outlook) directly into Laserfiche. In order to do this a user must save the document, select a database and choose the destination for the document in Laserfiche. File Edit View Favorites Tools Help Back - ,lA.l Search Folders Q- Addre s '; My Documents Folders x [~ Desktop u _.Li My Documents ~? ACT Laserfiche Migration Logs I_] My Data Sources ~ My Google Gadgets '"I My Laserfiche Documents Si My Music ~~_~ My Pictures I My Received Files My Videos I±I ~ My Computer I+~ ~~ My Network Places Recycle Bin D+ (~ Images to 6e processed O+ ~ license Processed Images lIl ACT C~ 1 Laserfiche Migration Logs ~- -111 I My Data Sources I f My Google Gadgets My Laserfiche Documents - ~, My Music Open with Adohe Reader B /r~,, Open > ~'[.'] , F Print i My Received Files _ ( Open With / d ~4y '_ '.J Compressed [zipped] Folder ,! r t~~~ / Cut ~ !~ Desktop [create shortcut] r Copy L Create Shortcut , ,~ Drag-to-Disc Drive [D] '. Delete RO~be ri Mail Recipient Rename R, i_ __~_ I My Documents Properties >~ ~- . ~ DR2KINST [D:] ~, X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • right-clicking. Then choose Send To ~ Laserfiche. Electronic files can also be dragged and dropped into Laserfiche. Editing Electronic Documents in Laserfiche When editing electronic documents in Laserfiche, users can either check the document out or just open it from Laserfiche and make edits. Document Check out/Check In: When extensive editing is needed, users can check documents out. This creates a duplicate copy of the document on the user's computer that is separate from the copy stored in Laserfiche. The user can then make changes and edits outside of Laserfiche and check the document back in when the edits are complete. While a document is checked out, all other Laserfiche users will open a read-only copy of the document and be unable to make edits. To check a document out of Laserfiche, right-click and select Check in/Check out ~ Check out Document(s). Then choose a place to store the document and type a note of the edits that are underway. The icon for that document will then have a little pencil drawn across it to signal to other users that it has been checked out. To view the details of a checked out document, right -click on the document and choose Check in/Check outer Check out Details.... When the edits are complete, simply right-click on the document in Laserfiche and choose Check in/Check out ~ Check in Document(s). Then choose whether to save as anew version, save as a new document, or overwrite the existing document. You will then be prompted to delete the document that is stored on your hard drive. Saving Changes to Electronic Documents in Laserfiche: Changes made to electronic documents opened from Laserfiche are saved upon closing the document. When a user makes edits and closes the document they will receive the following ~ - , , prompts that will allow them to save the changes to Laserfiche. Do you want to save the changes to "Time OFF Request"? - - - t . r Yes I No ~ Camel ~~ The Following document has been modiFied; low FormskFinancial Services New Account FormlTime OFF Request What would you like to do with the changes? ~ USER NOTE: Saving the changes by using the File Save command from the native application will only save the changes to a temporary file. Users will still need to save using the Laserfiche Electronic Document prompt upon exiting the document. ~:~ Save as a new version of the document '_'..~ Save as a new documenk ,~+Overwrite the existing document {'> Discard the changes ^ Don't ask me again OK Cancel X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ ST~pport 651-71~-2800 elt 2~1 • Search in Laserfiche There are multiple ways to search in Laserfiche, use the file folder tree to browse and locate your document by name. The Navigation Toolbar and the Quick Search Toolbar are also a fast and efficient way to locate documents. OR Select .. ~~ the icon to search for documents using full text or templates. In the place of the File Folder Tree, the Search Window will appear. Click on Customize Search to search by folder, object properties, name, relationships, sticky notes, etc. File Edit View Tasks T°°Is Records Window Help Any criteria with the check mark next to it will be _ _~ included in the current search; unchecked criteria "~ y`'" are not available for the current search. Use more Location: IKE8~Other criteria to narrow down a search and fewer 8ear~h x ., criterions to broaden a search. Basic Wlthi F Id n ° er USER NOTE: Searches can be saved by Field Text ~ clicking the disk above the "Customize hlodifi~afi°nDate older: Search" section This will save time for searches D°~ument;F°Ider flame Browse... . Ele~troni~D°~uments that are repeated often. Tags l h Re ations ip Version User kVithin V°lume es: Has Pages Ad d USER NOTE: Use the Wildcard (*) to vance search for unknown characters For exam le a . p cl°sJ document name search for "2008*" will find all Modification Date ^ Creation Date r documents whose name begins with 2008 and Search Reset ends with any other letters or numbers. X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 • Right-click Menu As in most programs now there are a number of functions that can be accessed by clicking on the right mouse button. When you place the cursor over a folder or document and press the right mouse button, the following menu appears: Right-Click Menu Open Open the highlighted folder or document(s). iI l Fields View the template fields of a document(s) or the template assi ned to folders . Print Print the highlighted folder or document(s). Cut Cut the highlighted folder or document(s). ~,~ Copy Copy the highlighted folder or document(s). Paste Paste a folder or document that has been cut or copied. Paste Shortcut Paste a shortcut to a folder or document(s) that have been copied. Paste Folders Only After a group of folders have been selected and copied you can choose to paste only the folders. Delete Delete highlighted folder or document(s). Rename Rename highlighted or document(s). Generate OCR a document(s) after they are stored in Laserfiche, to Searchable Text make the document(s) text searchable. Snapshot Generate image and text pages from an electronic file. Check In/Check Out Edit electronic documents in Laserfiche, through checking out and checking back in when edits are complete. Send Document(s) Creates a copy of highlighted document(s) and launches in E-mail.... e-mail editor with the document(s) included as attachments. The e-mail can then be addressed, edited and sent to the recipient. This option is not available for folders. ._ Newer Folder Creates a new folder in the current directory. Newer Document Creates a new blank document when clicked in a blank space. This feature can also be used when a document is open. In the thumbnail view a user can select pages to extract from a document. When pages are selected, right- click and select "New Document." The pages are placed in a new document that is named "Untitled." Rename this document by right-clicking and choosing "Rename." X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 Access Rights Grant or deny access rights to users for documents or folders. Properties Shows document properties i ncluding: -Document name and path. -Volume -Date created. -Electronic document? -Last modified. -Extension. -Number of pages. -Type. -Full-text indexed? -Rights for User. -Template. Export Contents Export folder contents to a location outside of Laserfiche. Create Briefcase Export a folder(s) and its contents out of Laserfiche as a briefcase. Migrate Documents Remove documents from their current volume and place them in a new designated volume. Expand Expand File Folder Tree. - Collapse Collapse File Folder Tree. Options Under the "Tools" menu, select "Options...." to see the following choices of actions and settings. Aukoname Set properties so that documents being imported and scanned will be applied with name and a sequential date, time, user name, count, ID or $. This option helps reduce the amount of indexing required when scannin se uential documents. ~~~~~~~ Customize the look and feel of the browser. Document info as well as template fields may be displayed in the browser if selected. The browser font may also be chosen. Expork Export documents or folders and set the specifications for file type, size, text, and quality using this feature. New Do~umenks Set specifications such as template and volume for importing new documents. ~ ~~~ Set options for text conversation. Decolumnize removes text from a columnized format. If "Clean up Image" is selected Scan Fix will run image enhancement tools on every indexed document. Caution, Scan Fix may cause unintended corrections to documents if not turned off. Choose the Ian ua e and the OCR en ine. r~ password Allows you change password for the current user. ~:~ Prompks Set the actions for which a user receives a confirmation prompt. Choose from file delete, folder delete, page delete, annotation delete, X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 move/copy/shortcut/save document, and exit program. .~-~ Sear~n Search Options allow users to display extended information about documents in the search result screen. Extended information slows down search times. A user may also customize the highlighted text color. :~y Taalbars Set customized options for toolbars: buttons to include, small or large icons, text labels, and position. ~;~~ View options include the display of the images, fonts used for the indexed text, document view layouts, opening electronic documents and opening zero page documents. Laserfiche Toolbar Helper File Allows actions related to open or selected file(s). men ~ pages Opens a document both a pages and an Ele~kroni~ File electronic file. New ~ Falder Create and name a new folder. Da~umenk Create and name a new document. Rename... Rename a selected file. A file cannot be renamed if it is open by another user. ' Deleke Delete a selected file. A file cannot be deleted if it is open by another user. praperkies,., See file properties such as file name, size, create date, etc. ,_„~~ Impark,,, Import electronic files into Laserfiche. Open a browser that allows a user to browse for and choose a file to import. Expork ~ ~ Images.. Allows a user to export any of these parts of a rexk,,, document that are stored in Laserfiche. { BrieFcase„ J Ele~krani~ Da~umenk,,, Lisle Cankenks,., Folder Cankenks,,, ,~ prink,,, Print an open or selected file or files. prink Folder cankenks,,, Print the contents of the folder that is selected in the file folder tree. a seen,,, Opens the scanning window to allow user to scan into Laserfiche. Re~enk Da~umenks ~ Shows a list of the last 12 document that have been viewed. Nevi Brawler indaw Opens a new browser window for the database in which the user is currently browsing. Akka~h Repasikary,,, Allows you to attach an existing repository from your repository list. Dekach Repasikary Detaches your current repository. LogOuk Logs user out of current repository. Lag Ouk aF All Repasikaries,,, Logs the user out of all repositories. ~] close VJindaw Close the open window. Exile Exit Laserfiche. Edik X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 ~~` cut Cut a file or image from the existing place. ~~ capy Copy a file or image from the existing place. ~"""- paske v Paste a file or image to a new place. Paske Sharkcuk Paste a shortcut to a file in a new place. Seleck All Select all documents and folders in the contents window. Inverk Seleckian Unselects or selects documents and folders in the contents window. View Falder Pane Default view is the file folder tree. ' Search Pane Default view is the search window. Taalbar Default view is the toolbar, visible when checked. Navigakian Default view is the navigation bar, visible when checked. Skakus Bar Default view is status bar, visible when checked. Large Icans View large icons in the file display window. Small Fans View small icons in the file display window. Lisle View a list of files in the file display window. Dekails View file details in the file display window. Thumbnails View files as thumbnails in the display window. Choose columns,,, Choose which columns are displayed in the file display window. Ga ~ ~ Back Choose the arrows forward or back ~',. Forward to navigate in Laserfiche, similar to ~r; ~ One Level windows explorer. ~~ Refresh Once changes have been made in Laserfiche, select refresh to refresh with the new information. r~sk~ ~x , view Fields.,. View template fields for a document or folder. ~°.~ Migrake Enkries,,, Send documents from one volume to another. ~, Generake Searcheble Teak,,, OCR the text of a document to make the document text searchable. +'' Snapshak.,. Rakake,,, Rotate to change the orientation of a page. Deleke Eleckranic Files Delete an electronic file this leaves only the metadata for that file (the text, fields and name of the document remain in the file. set Detauit Voiume... Set the volume to a default " E-mail Documenk.,. E-mail a document as an attachment out of Laserfiche. LinkDocumenks,,, Link documents based on relationships. checkouk Documenk(s).,. Check-out electronic files for editing from Laserfiche. check In Dacumenk(s}.,. Check electronic files back into Laserfiche when editing is complete. Lj undo checkouk.,. Undoes the check out of an electronic file. ~:` checkouk Dekails,. Details including the document, location, check out date, checked out by, and any additional comments. -~ X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1 view Tags... View tags assigned to documents. View Dacumenk Links,,, View links assigned to documents. view Dacumenk versions,,, View versions of electronic documents. Taals Adminiskrakian Cansale,,, Launch Laserfiche Administration Console. ~kians,., Open the document options dialog to set user preferences and defaults. Checked Ouk Dacumenks,,, Check-out electronic files for editing from Laserfiche. Access Righks,., Set access rights for folders or documents. Window - cascade Make Laserfiche window less than full screen. rile Make Laserfiche window full screen. Help #~~ Cankenks Browse the Laserfiche help file contents. index,,, Search the index of Laserfiche help file topics. Search Far Help on... Search Laserfiche help file by keyword. Adminiskrakian Guide Laserfiche help center is designed to provide easy access to resources and help topics that help you administrate a Laserfiche installation. ~' Laserfiche Web Sike Launch the Laserfiche corporate website. Abauk LaserFiche Find version of Laserfiche and registered owner. -~ X`2009 Cities Digital ~ ~~~~~.citiesdigital.com ~ Support 651-71~-2800 elt 2~1