Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Laserfiche User's Manual
Laserfiche 7 Laserfiche 7 Users Manual Users Manual 72 Hinchey Road Rochester, NY 14624 800-836-8834 www.generalcode.com How Do I… Contents Page # Create a New Folder or Subfolder........................................................................................ 2 Scan A New Document.......................................................................................................... 3 Separate a Group of New Documents................................................................................... 4 OCR a Document or Set of Documents................................................................................ 5 SnapShot a Document Directly from Another Program...................................................... 6 Bring Native File Format Documents into Laserfiche.........................................................8 Copy a Document..................................................................................................................9 Add Annotations to a Document..........................................................................................10 Search for a Document Containing Certain Text.................................................................12 Search for Documents Using Template Data.......................................................................14 Search Sticky Notes..............................................................................................................15 Sort Search Results or Lists of Documents Within a Folder................................................16 Save Searches or Search Results..........................................................................................17 E-mail Documents.................................................................................................................19 Create a New Template........................................................................................................20 Reindex the Database............................................................................................................22 Appendix 1: Shortcuts..........................................................................................................23 Contact Information.............................................................................................................27 How Do I… Create a New Folder or Subfolder? 1. Highlight the Folder under which you want the new folder to appear. 2. Click on the New Folder button on the Toolbar. (see Figure 1) 3. Name the Folder. Figure 1 4. Press Enter. 1 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… Scan a New Document? 1. Open the folder where you would like to file the new document. 2. Click the Scan button. This will launch the Laserfiche Scanning window. (see Figure 2) Figure 2 3. If prompted to select the scanning mode, choose Standard mode. 4. If prompted to select a Scan Source, choose ScanConnect if you have a Laserfiche supported scanner connected to your PC, or choose Universal Capture for other scanning devices. 5. Specify Scan Parameters: a. Select Default Properties in the left-hand pane. b. In the right-hand pane, under the Settings tab, ensure that Deliver Documents is set to Manually so that you can quality check your documents prior to storing them. i. Under Document Properties, give the file a document name. ii. Under Default Volume, select the Volume for the documents you are about to scan. iii. Under Default Folder, ensure that you are scanning to the correct folder. 6. Specify Template Properties: c. Under the Fields tab, select the desired Template for the documents you are about to scan. d. Enter the desired data into the appropriate fields. 7. If desired, specify any additional Image Processing that you want: NOTE e. In the left-hand pane, select Image Processing (: If the process you want is already NOT listed under Image processing, do and another instance of it). ?? In the right-hand pane, select International OCR to automatically OCR every page every scanned page. ?? In the right-hand pane, select Page Removal to automatically remove blank pages. ?? In the right-hand pane, select Laserfiche Rotate to have Laserfiche automatically determine the correct orientation of scanned images. 8. Click the Start Scanning button. 9. Review your scanned documents: f. Each scanned page will be listed on the left-hand pane. g. You can page through them using the Down Arrow. h. Make any desired corrections. 10. Click Store Documents to store the documents in the designated Laserfiche folder. 2 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… Separate a Group of Newly Scanned Documents? 1. Scan the new documents (do not store them yet) 2. Review your scanned images and break them into documents: a. Each scanned page will be listed in the left-hand pane. b. You can page through them using the Down Arrow. c. As you get to the first page of a new document, right-click on that page and select Create New Document (or press CTRL + D). d. As you create each new document, you can change the document name and/or Template data on the right-hand side. 3. When you are finished processing the batch of documents, click Store Documents to store the documents in the designated Laserfiche folder. 3 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… OCR a Document or Set of Documents? (Note: This is only necessary if the documents were not already OCR’ed) 1. In Laserfiche, select the group of documents that you wish to OCR and Index. a. You can select all of the documents in a given folder by selecting the first one, holding down the Shift key, and selecting the last one. b. You can select some of the documents in a given folder by holding down the CTRL key as you click on the desired documents. c. You can select a set of documents by running a search and then selecting all or some of the documents from the Search Results screen in the same manner as above. 2. Click on the OCR/Index button. (see Figure 3) Figure 3 Figure 4 3. In the OCR/Index Window, select OCR/Extract Text checkbox and indicate which pages you would like to OCR by selecting the appropriate radio buttons. (see Figure 4) 4. Click OK. 4 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… SnapShot a Document Directly from Another Program? SnapShot “prints” a document from another program into Laserfiche as an image. If you have SnapShot configured to bring SnapShot files into a specified folder with the default template and volume: 1. Open the document you wish to SnapShot in its native application. 2. Click File, Print. Figure 5 3. In the Print Dialog box, under Printer Name, select LF SnapShot 7 as the printer. (see Figure 5) 5 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. 4. If desired, select any print options just as you would if printing to a physical printer. 5. Click OK. If you have SnapShot configured to prompt you for folder, volume and template information when you SnapShot a document: 1. Open the document you wish to SnapShot in its native application. 2. Click File, Print. 3. In the Print Dialog box, under Printer Name, select LF SnapShot 7 as the printer. 4. If desired, select any print options just as you would if printing to a physical printer. 5. Click OK. 6. On the Database Login Screen, select your database and enter your Login information. 7. On the Document Properties Tab of the next screen: a. Specify a document name for the document. b. Select the folder where you would like to document to end up in Laserfiche. c. Select a Laserfiche volume for the document. d. Select the desired Index Card Template. e. Fill in any desired Template (Index Card) data. (Select the Field and then click under Value to get a text entry box.) 8. Click OK. To configure Laserfiche to SnapShot documents into a specified folder with a default volume and template so that you do not have to enter this information each time: 1. Open the SnapShot Configuration Utility by clicking Start, Programs, Laserfiche, SnapShot 7, SnapShot Configuration (current user). 2. Log into your database with your username and password. 3. On the General Tab, under Document Properties, click Assign it Default Properties. 4. On the Destination tab, under Path, specify the folder that you want to Snapshot the document into … by clicking the “” button and highlighting the desired folder. 5. Under Volume, select <Default>. 6. Click Ok. 6 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… Bring Native File Format Documents into Laserfiche? For an individual document, use the “Send To Laserfiche” function: 1. Open the document in its other program. 2. If you have made any changes to the document, Save it. 3. Click File, Send To, Laserfiche. 4. Select the desired Laserfiche repository (database). 5. Enter your login information. 6. Revise the document name as desired. 7. In the Fields tab, select the Template and enter any desired Template data. 8. In the General tab, Select the folder that you want the document stored in. 9. In the General tab, Select ‘Extract text from electronic document’ 10. Click OK. 11. Indicate “yes” if you wish to remove the original document or “no” if you wish to retain the original document in addition to the copy stored in Laserfiche. For groups of documents or folder structures and documents: 1. As each document is imported, Laserfiche may prompt you for the correct template and template data. a. If you are bringing over a single document or a few documents and you wish to add template data, this is a good opportunity to do so. b. If you are importing many documents, you will want to turn off the Template prompting and add any necessary Template data later. To do this, in the Laserfiche Client, click on Tools, Options, New Document and uncheck Always show Document Metadata dialog. 2. 3. Open Windows Explorer. 4. Resize Laserfiche and Windows Explorer so that you can see both applications side by side on your desktop. 5. Select the desired document(s) and/or folder(s) in Windows Explorer. 6. Drag the documents over into the Laserfiche Window and drop them into the desired folder/subfolder. 7 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… Copy a document? 1. Select the desired document in the Folder Tree. 2. Click the Copy button on the toolbar. (see Figure 6) Figure 6 3. Select the folder in which you would like to create the copy. 4. Click the Paste button on the toolbar. (see Figure 7) Figure 7 *NOTES: ?? This is a true copy of the document; NOT a shortcut. Be careful to ensure that you really want two copies of the document active in your database before creating a copy. ?? You can also copy and paste documents using other standard Windows methods: CTRL-C to copy, CTRL-V to paste. o Right-click, Copy; Right-click, Paste. o CTRL drag and drop. o 8 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… Add Annotations to a Document? Stamps: 1. Open the desired document. Make sure that you have the image active. 2. Click on the Stamp button. (see Figure 8) 3. Select the desired Stamp from the list. Figure 8 4. Select the desired color for the Stamp. 5. Click Apply Stamp. 6. Click on the image wherever you would like the Stamp to appear. Sticky Notes: 1. Open the desired document. Make sure that you have the image active. 2. Click on the Sticky Note button. (see Figure 9) Figure 9 3. Click on the image wherever you would like the Sticky Note to appear. 4. Enter the desired text. 5. Close the Sticky Note by clicking its ‘x’ in the upper-right corner. Highlighting & Redactions: 1. Open the desired document. Make sure that you are viewing the image and the OCR text (if any). 2. Click on Tools and ensure that “Link Text Annotations” is checked. (see Figure 10) Figure 10 9 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. 3. If not, click on it to turn it on. This will ensure that both the text and the image are highlighted or redacted. 4. Click on the Highlighter button or the Redaction tool. (see Figures 11 & 12) Figure 11 Figure 12 5. Click on the OCR Text wherever you would like to start the highlighting or redacting and drag the box over the desired area. *NOTES: ?? To stop using the tool, click on the tool button again. ?? To change the color of a highlighted or redacted section, right-click on the highlighted section and change color. ?? Select the new color and click Ok. How Do I… 10 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. Search for a Document Containing Certain Text? Searching for certain text: 1. Click the Search button on the Toolbar. (see Figure 13) 2. If Text Search is not already displayed on the screen, click Customize Search and select Text. Figure 13 3. Enter the word or phrase you would like to search for into the box. 4. Click Search. 5. The document search results will display in the top portion of the right-hand pane. Lines of context from the selected document will be displayed on the bottom half of that pane. 6. Double-click on the desired document or context hit to display the document. Figure 14 Additional text search features: (You can use any of these to modify your search parameters) 1. AND: Searches for a word or phrase AND a second word or phrase in the same document. 2. OR: Searches for a word or phrase OR a second word or phrase in a document. 3. NOT: Searches for a word or phrase in a document where a second indicated word or phrase does NOT exist. 4. WITHIN: Searches for a word or phrase WITHIN a designated number of characters, sentences, or paragraphs of another word or phrase. 5. FUZZY SEARCH: Searches for words or phrases substantially similar to the entered word or phrase. You can set the criteria to indicate either how many letters or what percentage of the word can be different from the sought-after word. This feature compensates for spelling errors or OCR text errors. 11 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. To Search for text only within a designated folder: 1. Click Customize Search and select Within Folder. (Both the ‘Text Search’ and ‘Within Folder’ search panes should be displayed.) 2. Under Within Folder, select the folder within which you wish to search by clicking on the button and selecting it from the displayed file tree. 3. Ensure that the checkbox for Search Subfolders is checked if you wish to search within subfolders of that folder. * NOTES: ?? When performing a Search, be sure to close any search types in the left-hand pane that you are not using for that search. ?? If you have multiple search types open, Laserfiche will automatically do a combination search using all of the criteria listed. 12 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… Search for Documents Using Template Data? 1. Click the Search button on the Toolbar. (see Figure 15) 2. Click Customize Search and select Field. Figure 15 3. Select the Template on which you would like to search. 4. Enter the data you would like to search for into the box following the appropriate field or fields. 5. Click Search. 6. The search results will display in the right-hand pane. 7. Double-click on the desired document to display the document. * NOTES: ?? When performing a Search, be sure to close any search types in the left-hand pane that you are not using for that search. ?? If you have multiple search types open, Laserfiche will automatically do a combination search using all of the criteria listed. 13 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… Search Sticky Notes? 1. Click the Search button on the Toolbar. (see Figure 16) 2. Click Customize Search and select Sticky Note. Figure 16 3. Enter the word or phrase you would like to search for into the box. 4. Click Search. 5. The search results will display in the top portion of right-hand pane. The text or a portion of the text of the sticky note will display on the bottom half of that pane. 6. Double-click on the desired document or hit to display the document. * NOTES: ?? When performing a Search, be sure to close any search types in the left-hand pane that you are not using for that search. ?? If you have multiple search types open, Laserfiche will automatically do a combination search using all of the criteria listed. 14 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… Sort Search Results or Lists of Documents Within a Folder? 1. To sort a set of Search Results or a list of documents displayed in the right-hand pane, select the column on which you would like to sort and click on the column heading for that column (see figure 17). Figure 17 2. If a column that you want to sort by is not displayed, right-click any column heading and select the column heading that you want displayed. 15 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… Save Searches or Search Results? To Save a Search String: 1. Once you have composed and run a search, you can save the search string and run it again later. 2. Leave the search criteria displayed in the left-hand pane. 3. At the top of the left-hand pane, click on the Save button. (see Figure 18) Figure 18 4. Enter a name for your saved search in the top box. 5. Click OK. To Load a Saved Search: 1. At the top of the Search Panel, click on the Load Saved Search button. (see Figure 19) 2. Select the name of the search you wish to run. Figure 19 3. Click OK. 4. This will display the saved search criteria. 5. Click the Search button to run the search. To Save Search Results: 1. The Search Results for the most recent search are automatically saved at the bottom of the Folder Tree for easy access. This will save the most recent search results only. (see Figure 20) Figure 20 16 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. To Export Search Results: 1. Run the Search so that the desired Search Results appear in the right-hand pane. 2. Click on the File menu, select Export, List Contents. 3. Enter a file name and location for your exported file. 4. Click Save. 5. The Search Results will be saved in a comma-delimited file in the designated location. They can then be opened using Excel or any other program that can read or import comma-delimited text files. 17 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… E-Mail Documents? 1. In Laserfiche, select the document(s) that you wish to e-mail. 2. Click File/E-Mail Document(s). Figure 21 3. If you want to send only certain pages of a document, indicate the desired pages for each document by clicking on the associated documents “Selected Page Range” field. (see Figure 21) 4. Select the format in which you would like to send the document(s). 5. If you are sending a large file or multiple files and wish to zip them prior to sending, click on the E-Mail Settings Button and check “Combine Attachments into One Zip File.” 6. If you need to ensure that your e-mail is under a certain size, click on the E-Mail Settings Button and check “Warn When Attachments are Greater Than” and indicate the desired size. 7. Click “Create E-Mail.” 8. Address and title the e-mail and add any desired message. 9. Click Send. 18 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… Create a New Template? 1. Open the Laserfiche Administrative Console by going to the Tools menu and selecting Administration Console. (Note: This option only appears if you have an Administrative installation.) 2. Under Repositories, find your database name and expand it (with the +) so you can see the items underneath. 3. Right-click on Templates. 4. Select New, Template. Figure 22 5. In the New Template Dialog Box: (see Figure 22) c. Give your Template a descriptive and unique name. d. Enter a Field Name, select a Type from the drop-down box, and enter an appropriate Width for each field that you want in your template. i. If you want the field to be a drop-down list, select List as the Type and then select the Edit List button on the right-hand side. Enter the desired drop-down list entries on the resulting Edit List Box. Determine the desired sort order for your entries. 19 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. ii. If you want the field to have a default entry, enter the default value in the Default Value box. iii. Click the checkboxes to indicate fields that should be indexed and/or fields for which data entry is required. iv. If you want to enforce a data entry format or constraint, click on the Constraints button on the right and enter an appropriate expression. e. Continue entering Fields until your Template is complete. 6. When finished, click OK. If prompted, confirm that you want to create the Template. 20 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… Reindex the Database? 1. Open the Laserfiche Administration Console (see page 20). 2. Under Repositories, find your database name and expand it (with the +) so you can see the items underneath. 3. Right-click on Index. 4. Select All Tasks, Index, All Text Documents. *NOTES ?? The only visible indication that your database is reindexing is the number of documents noted. ?? Once the reindexing process has completed, that number should be 0. ?? You may need to refresh your screen by pressing the F5 key to see how many documents remain to be indexed. 21 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… Appendix 1: Shortcuts Shortcuts Used Throughout the Program ShortcutWhat it Does CTRL + P Print the document CTRL + X Cut the selected item or text CTRL + C Copy the selected item or text CTRL + V Paste the last copied or cut item DEL Delete the selected item or text F2 Rename the selected item F5 Refresh Shortcuts for Displaying Different Panes ShortcutWhat it Does CTRL + 1 Show or hide the Image pane CTRL + 2 Show or hide the Text pane CTRL + 3 Show or hide the Fields pane CTRL + 4 Show or hide the Thumbnails pane 22 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. Shortcuts for the Folder Browser Window ShortcutWhat it Does CTRL + SHIFT + Open a new Folder Browser window B CTRL + B Open the Folders pane CTRL + F Open the Search pane Shortcuts for the Document Window ShortcutWhat it Does CTRL + S Save all changes made to the current document CTRL + D Create a new document from selected thumbnails Shortcuts for Document Navigation ShortcutWhat it Does CTRL + PAGE UP View the previous page in the document CTRL + PAGE View the next page in the document DOWN SHIFT + F3 Jump to the previous occurrence of a search result in the current document F3 Jump to the next occurrence of a search result in the current document 23 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. Shortcuts for Image Viewing ShortcutWhat it Does CTRL + + (Plus) Magnify image to 2X CTRL + - (Minus) Reduce image to ½ X UP ARROW Scroll up DOWN ARROW Scroll down LEFT ARROW Scroll left RIGHT ARROW Scroll right PAGE UP Scroll up by one window length PAGE DOWN Scroll down by one window length HOME Scroll to the top of the image END Scroll to the bottom of the image Shortcuts for Annotation ShortcutWhat it Does CTRL + SHIFT + H Highlight CTRL + SHIFT + R Redact CTRL + SHIFT + S Stamp CTRL + SHIFT + N Sticky Note CTRL + SHIFT + T Edit Text 24 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. Shortcuts for Reviewing Scanned Documents ShortcutWhat it Does ALT + UP ARROW Select the previous page (image) in the tree ALT + DOWN Select the next page (image) in the tree ARROW ALT + LEFT Select the previous document in the tree ARROW ALT + RIGHT Select the next document in the tree ARROW ALT + SHIFT + Select the previous document containing invalid field data LEFT ARROW ALT + SHIFT + Select the next document containing invalid field data RIGHT ARROW CTRL + D Create a new document by splitting the existing document starting at the currently selected page 25 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. How Do I… Contact General Code? Phone: 800-836-8834 E-mail: lfsupport@generalcode.com Mailing address: 72 Hinchey Road Rochester, NY 14624 Web Site: www.generalcode.com 26 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. 27 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc. G E N E R A L C O D E G E N E R A L C O D E 800-836-8834 800-836-8834 LFsupport@generalcode.com LFsupport@generalcode.com 72 Hinchey Road 72 Hinchey Road Rochester, NY 14624 Rochester, NY 14624 www.generalcode.com www.generalcode.com 28 Laserfiche 7 - How Do I? © 2007 General Code LLC. Printed U.S.A. Laserfiche® is a registered trademark of Compulink Management Center, Inc.