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LF8 Manual IIII Training Guide Full User Version 8 GENERAL 72 Hinchey Road Rochester, NY 14624 800-836-8834 www.generalcode.com August 2009 LaserFiche�8 Training Guide Table of Contents INTRODUCTION ...................................................................................................4 WHATIS LASERFICHE? .....................................................................................4 LOGINSCREEN....................................................................................................5 WHATIS IT? .................................................................................................5 LOGGING INTO LASERFICHE................................................................................5 EXITINGLASERFICHE .......................................................................................6 LASERFICHE WINDOWS..........................................................................................7 WHATIS IT? .................................................................................................7 LASERFICHE MAIN WINDOW...............................................................................7 FOLDERVIEW...........................................................................................7 CONTENTS PANE........................................................................................8 ICONS....................................................................................................9 MENUBAR...............................................................................................9 TOOLBAR ..............................................................................................10 RECYCLEBIN..........................................................................................11 CUSTOMIZING THE LASERFICHE WINDOW......................................................... 12 FOLDER STRUCTURE............................................................................................ 14 WHATIS IT? ...............................................................................................14 BEST PRACTICES FOR SETTING UP A FOLDER STRUCTURE ...........................................16 NAMINGCONVENTIONS........................................................................................ 17 WHATIS IT? ...............................................................................................17 BEST PRACTICES FOR NAMING CONVENTIONS......................................................... 17 DOCUMENT TYPES AND SEARCHING.....................................................................17 SEARCHPROCESSES ......................................................................................18 CREATING FOLDERS............................................................................................19 WHATIS IT? ............................................................................................... 19 SCANNINGWINDOW...........................................................................................20 WHATIS IT? ...............................................................................................20 MOVING AROUND IN THE SCANNING WINDOW........................................................21 CONFIGURATION PANE...............................................................................21 IMAGEPANE...........................................................................................21 DOCUMENT PROPERTIES PANE......................................................................22 SCANNING..................................................................................................Q........23 E l� 1 Laserfiche�8 Training Guide DOCUMENT WINDOW .......................................................................................... 24 WHATIS IT? ............................................................................................... 24 IMAGE.................................................................................................. 24 TExT.................................................................................................... 24 METADATA............................................................................................. 24 THUMBNAILS ..........................................................................................25 MENU ................................................ ... .................. .............................26 DOCUMENT TOOLBAR ................................................................................27 OPTICAL CHARACTER RECOGNITION...............................................................28 ANNOTATIONS .........................................................................................28 STAMPS................................................................................................ 28 STICKYNOTES........................................................................................29 HIGHLIGHTS AND REDACTIONS.....................................................................30 OTHER ANNOTATIONS ...............................................................................32 MOVING OR DELETING PAGES ...........................................................................34 PERFORMING OCR ...................................................................................35 SCANNINGWINDOW...........................................................................................36 WHATIS IT? ...............................................................................................36 PROCESSES.................................................................................................36 ENHANCEMENTS ...........................................................................................36 SPECIFY TEMPLATE PROPERTIES....................................................................38 DOCUMENT PROPERTIES.............................................................................39 BATCHSCANNING..............................................................................................40 WHATIS IT? ...............................................................................................40 USINGHELP.....................................................................................................42 WHATIS IT? ...............................................................................................42 ACCESSING HELP..........................................................................................42 SNAPSHOT.......................................................................................................43 WHATIS IT? ...............................................................................................43 IMPORTING......................................................................................................45 WHATIS IT? ...............................................................................................45 IMPORTING TIFF FILES....................................................................................45 NATIVE FORMAT DOCUMENTS............................................................................45 BEST PRACTICES FOR NATIVE FORMAT DOCUMENTS ......................................................47 BROWSING ......................................................................................................48 WHATIS IT? ...............................................................................................48 OPEN DOCUMENTS .............................................................................................49 800-836-8834 www.generalcode.com 2 Lasencche`STraining Guide WHATIS IT? ...............................................................................................49 MOVING AROUND IN A DOCUMENT......................................................................49 INTHE THUMBNAILS PANE: .........................................................................49 INTHE TEXT PANE: ..................................................................................49 INTHE IMAGE PANE:.................................................................................49 SEARCHING......................................................................................................50 WHATIS IT? ............................................................................................... 50 QUICKSEARCH ............................................................................................50 STANDARD SEARCH .......................................................................................51 ADDITIONAL TEXT SEARCH FEATURES..................................................................52 BASICSEARCH.............................................................................................53 OTHERSEARCHES.........................................................................................54 PRINTING........................................................................................................58 WHATIS Tr? ...............................................................................................58 PRINTINGIMAGES.........................................................................................58 PRINTINGDOCUMENTS ...................................................................................58 PRINTINGTEXT............................................................................................58 EXPORT..........................................................................................................60 WHATIS IT? ...............................................................................................60 EXPORTTo FILE ...........................................................................................60 EXPORT To &MAIL........................................................................................61 APPENDIX: SHORTCUTS .......................................................................................62 PROGRAMSHORTCUTS....................................................................................62 FOLDER BROWSER WINDOW SHORTCUTS..............................................................62 DOCUMENT WINDOWS SHORTCUTS.....................................................................62 DOCUMENT NAVIGATION SHORTCUTS ..................................................................62 IMAGE VIEWING SHORTCUTS............................................................................62 ANNOTATION SHORTCUTS................................................................................63 REVIEWING SHORTCUTS..................................................................................63 HELPDESK .......................................................................................................64 BYPHONE...................................................................................................64 BYEMAIL ...................................................................................................64 GENERAL 3 EM Laserfiche�8 Training Guide INTRODUCTION This training guide is intended to enhance the training program developed by General Code. This guide will walk you through the initial introduction to Laserfiche with step-by step instructions. ► The first section has instructions for tasks available to Full Users ► The second section has instruction for tasks available to Retrieval Users ► The Appendix lists keyboard shortcuts for Laserfiche WHAT Is LASERFICHE? Laserfichep is a full-featured Windows-based Electronic Document Management System (EDMS) that enables organizations easily file, catalog, and retrieve documents, as well as automate many document - centered business processes. Laserfiche files include an electronic non-editable image of the document, along with electronic text, and metadata that creates a searchable repository of document information. Laserfiche also allows for storage of"Native File Format" documents such as Microsoft Word, or PDFs. The Native File Format documents are also a part of the searchable repository. 800-836-8634 1 www.generalcode.com 4 Laserfiches'8Training Guide LOGIN SCREEN WHAT IS IT? The login screen is used to sign in and access the Laserfiche repository. For security of the documents, most users will have to log in each time they work with Laserfiche, LOGGING INTO LASERFICHE Launch Laserfiche by double-clicking on the desktop icon or selecting ff Laserfiche from your program menu. �Llliiii ► The Login screen should show the available repositories that you have access to M+/ K ` f1C4RYln'k±P!. MY..t:iri�AM`. Available Repositories --- ----- ❑Use woAmso MAreeeNen OPEN +AtTACH REFRESH CNnt Ro*islerM m:CwYrsl Cods,LLC 0 0"fY LO O 1l20M CaegWiok M&rAwn*M Csnar,loc N-Oft 4Hmsd Users can take three actions here: is Click the Open button to launch the application. You may be prompted to enter your user name and password GENERAL 5 Laserfiche�8 Training Guide Note: The launch screen lists the Laserfiche repositories that are available. If more than one repository is listed, verify that the repository you want to use is selected before clicking Open. ► Click the Attach button to open the Attach Repository dialog box allowing the current workstation to access a repository that was previously unavailable Note: This dialog box is used only if you need to attach a repository not listed in the Login screen. ► Use the Refresh button to look for additional repositories if the one you want to use does not appear in the window EXITING LASERFICHE When you exit Laserfiche, you may get a dialog box asking you to confirm the action. EwtLaserfidie� ❑'t ask agw Yes iJ I I 800-836-8834 1 www.genera[code.com 6 Laserfiche"8 Training Guide LASERFICHE WINDOWS WHAT IS IT? Laserfiche opens three types of windows: ► The Laserfiche Main Window, used to find, search and organize Laserfiche documents ► The Laserfiche Scanning Window, used to control scanning activities, is covered in the scanning section ► The Laserfiche Document Window, where you can view, modify, or annotate individual documents, is covered in the document section LASERFICHE MAIN WINDOW The left pane of the Laserfiche main window has two views: ► The Folder view ► The Search view You can toggle between the two views by clicking on the Folder and Search buttons on the toolbar. The Search view will be covered later in this guide. xwwx.�x..r..wwrJM4s :_. ._.:........,_�[.J.KSO _.. fa Yt•P4YShN.M JIB ��� if WM.F xw WN1mJ6.9kIJM IWCAJ31fq w>d oO i.`a2�1R3sMhsh wf JMMWx1LJtmM 1xlIDi! �� _ � �JOWMfe Sa WfiY01i9MM 1lCYAftM1 a J IixJ10{�O1JJ11 G�.xsYJJxI1Y G„y f m'I/OCMO 6„`Jxrtyk x"wf�enn y"m Wt�pw. 6� JIO�M Y�'SOMA 6""iOfx�JYs ti�2fenilbeMlb i i J Jfl�CxtMAJ #fpJ® i J Lwb� w'JMJ401YA a gaµsr :tom, FOLDER VIEW The Folder view displays the folders in your Laserfiche repository. It displays and functions the same way as the Microsoft Windows Explorer. GGEp►09M 7 Lasefche'�8Training Guide The left-hand pane lists the folders contained in the main repositories. ► Clicking on the + sign next to the folder icon expands it to show the folders it contains ► Clicking on the - sign next to the folder hides the folders it contains ► Clicking on any folder displays the contents of that folder in the right- hand pane CONTENTS PANE The contents pane displays the folders and documents in the currently selected folder, allowing you to easily navigate up or down the folder structure. fn 4�kY.iFM 1�� ��� ulAllpP (RY/.OS 4'01)IP lYKIMF ¢�W —.1 f�MMtd�� .r2Kl04Nhv.Y )F 140FF II�MI fq(,'yA -,�,m, -alowam. rn •mrmossslaun eapnme ImxsacvYe ;•.•4_•1 WNiPWI j2�Ms �_ WCwW S.��i PZ 1Ca{cJs t_,�iHMglt ..a AfYT1MRW V _i SYnOWwAs s Gi i =WMI� Contents Pane To browse folders using the contents pane: ► To open one of the listed folders, double-click it or use the arrow keys to select it and then press the Enter key ► You can view the folders up a level by pressing the Backspace key 800-836-8834 1 www.generalcode.com 8 Laserfiche�8 Training Guide ICONS Within the Contents Pane, documents can appear with different icons. Native-Format Document Name Pages oadedPages— _ed Proied Plan No TemDlate Attached Senior Protection Program... 2 All Trading Authorization and... 4 All TemDlate Attached MENU BAR The Laserfiche Menu Bar is where you access the common commands to work within the application. File The File Menu allows access to basic application functions, such as creating new documents and folders, as well as changing the repository. Note: The Close command just closes the current window. The Exit command closes Laserfiche. There is also a New Browser Window command that opens an additional Laserfiche window for searching or browsing. Edit The Edit Menu accesses basic copy and paste functions View The View Menu allow access to modify the view in the contents pane, including how folders and document listings are displayed Tasks The Tasks Menu allows users to access Laserfiche capabilities, such as OCR. Also allows users to attach a document to an email as either a . df or Aif. Tools The Tools Menu lets users customize and set defaults for Laserfiche as well as access administrative functions Window The Window Menu allows users access to commands to reorganize multi le Laserfiche Windows Help The Help Menu provides access to the Help database and access to online assistance. GENERAL 9 Laserf iche,'8 Training Guide TOOLBAR The Laserfiche Toolbar is where you access the common commands to work within the application. Toggle - Folder Toggles window between folder View or Search mode and search mode view Forward / Back Allows the user to retrace their Arrows browsing history Cut/ Copy / Paste Allows the user to cut or copy a folder or file and paste it into a new location � - Print Allows the user to print a file Scan Opens the scanning window OCR Allows user to extract text from a document View Fields Displays Metadata information for a document New Folder Create a new folder ... ............_.... View Style Display folders as icons or a.. .. thumbnails Help Opens the Help window it 800-836-8834 1 www.generalcode.com 10 LaserfichO 8 Training Guide RECYCLE BIN If the Recycle Bin is enabled and you have the security rights to delete items within Laserfiche, they will be moved to the Recycle Bin when deleted. The documents, folders or shortcuts will not be permanently deleted from the Laserfiche repository until they are "Purged" by an administrator. Entries in the Recycle Bin cannot be opened or modified and the entries will not be included in a search. If you need to open or modify a document or folder in the Recycle Bin, you must restore it first. BI�MyR4Y�� .l1Yi0 Y 1,]fY$AM°q IMtLMRRY. ",� �I/g11Y1 M. YlYli l7:Yq YRMm°Ril1 �:.]WhWNMY ". INDY]]iYpq Yfl>AIO°iWl b j4�� ufOWFG1M 4. 1/!�2(6FSRYq 1°@UYOIRifl 3 J RRYYr. Y W MhR'8f4 4 ait"YY�CMYI 9..e°w/b1YY` Y..IIw.r�WY iJ]Y4Y y 1 AMGAYi N J Y<ss yo-rads+. 4`—j°AYwY Y J ]'RYI x'.;°YIro.Yrx +ai® s a u+wan r mini_— :. TO MOVE AN ITEM TO THE RECYCLE BIN 1. Select the document or folder 2. Do one of the following: ► Press the Delete key ► Click on the File menu - Click Delete ► Select the entry then drag and drop it to the Recycle Bin 3. Click Yes to confirm TO DELETE AN ITEM PERMANENTLY 1. Move the document or folder to the Recycle Bin 2. Click the Recycle Bin in the Folder Pane 3. Click on the document within the Contents Pane 'E�11 Lasertiche�8Training Guide 4. Right-Click on selected entry and Click on Purge Note: If you have security rights to Purge all entries you can right-click on the Recycle Bin within the Folder Pane and Purge All Entries CUSTOMIZING THE LASERFICHE WINDOW Laserfiche allows for customization of the Laserfiche window. Some examples listed are Page Scroll, Customizing Toolbars and Display Columns and are a small subset of"Customizations" that a user can do with the Laserfiche Window. WHY You SHOULD CUSTOMIZE LASERFzcHE Some minor modifications to the Laserfiche defaults will make the Laserfiche window easier to work with, the options you change here will: ► Make It easier to view the document image ► Provide additional space to view useful information in the search results window ► Make the Refresh command easier to access ► Allow you to see the location of documents In the Search results window TO CUSTOMIZE YOUR LASERFICHE WINDOW Steps for Customizing Page Scroll: 5. Select Tools > Options, from the menu bar ► This opens the Options window 6. Click on the View _-- icon in the left pane E * oo..rw....a. 7. Select the General ... - sub-icon if it is not already highlighted J� 8. Check the box marked Page Scrolling ----- ► This will let you scroll between pages of a document in the document window 800-836-8834 1 www.generalcode.com 12 Laserfichem 8 Training Guide Steps for Customizing Toolbars: 1. Select Tools > Options, from the menu bar ► This opens the Options window 2. Click on the Toolbars icon and click the Customize Toolbars button to open the window 3. On the Commands tab, choose All Commands in the Categories list 4. Scroll down on the Commands list until you see the Refresh button 5. When you do, drag it to the toolbar This adds the Refresh button to the Current toolbar buttons window. You can highlight it there and use the Move Up and Move Down buttons to position it where you want. The Refresh button will make it easier to view newly added documents. 6. Click Close to return to the Options window Steps for Customizing Display of Columns: 1. Select Tools > Options, from the menu bar ► This opens the Options window 2. Click on the Search icon in the right pane 3. Select the Columns sub-icon 4. Under Column Display, check Path — o..a..'- ► This will add the path to your search results list and will make 'o ° search results easier to work with. 3` o S. Click OK to close the ® ® ®. Options window. G N RAL 13 Laserriche�8Training Guide FOLDER STRUCTURE WHAT Is IT? The Folder Structure is the methodology that an organization uses to establish how Laserfiche documents are stored in the repositories. It is critical that organizations create a structure for their Laserfiche folders that fits with Best Practices and the organization's process. Just as with physical files, if it is not clear where each document belongs, it may take creative searching to find it. Folder structure goes hand-in-hand with how you name the documents. The folder structure and naming conventions of documents should be set up in such a way that helps users find documents quickly without necessarily knowing the folder structure or naming convention. Laserfiche users should establish and communicate the folder structure early on, before adding documents to the system. When creating the folder structure, remember: ► Use a structure that reflects the organization and the existing file system by department, function, etc ► Think about how documents were stored historically and how they will be stored going forward. Include folders to account for the past and going forward. ► Consider security concerns and access needs A typical folder structure might look like these examples: 800-836-8834 1 www.generalcode.conn 14 Laserfiche*8 Training Guide -_j General Code Training �-'_1 Town-B Corporate L j Building Department j Ej 11 Education i_:4 Property Information - Hgher Education it!- -I A E, tirJ K12 ff!-J B r! C J Financial fit!-+=1 D E 1 Broker-Dealer C{..,J E 00_Incaning ! -, F 01_Field Reps -,_j G 02_OS]Books and Records (E J H (E), 03_W Back Office p ;J I gji Zj Finance Department Ct _j ] Fg Financial Services Ct K 3t:j Government p-= L O,Li County © J M 4.... Canty-A N i... County-B GJ..s .J O Fj LJ Local P a City-A n-J Q R ED.�J City Clerk ri-I S ® l Law Department C-J T FR Planning -+ -1 U ! W-Q Property Information ..J v l.. j Zonngrtr_l W t x ft}- y �tJJZ I Zoning Department GENERAL 15 Lasertiche'�8 Training Guide BEST PRACTICES FOR SETTING UP A FOLDER STRUCTURE The way your Laserfiche folder structure is set up will have a lasting effect on how the users will have to work every day. Taking extra time at the early stages will save a lot of time and frustration in the future. Key items to consider when setting up your folder structure ► What is the most common way in which users are going to search? The folder structure should be set up in a way that allows users to browse directly to the document they want. ► What are the secure areas within each department or area? Set up the folder structure by department first, and then by the security settings and access privileges needed. ► How are documents currently being stored, and is this the best way to continue? Decide what practices you want to continue and which ones you should take the opportunity to change. 800-836-8834 1 www.generalcode.com 16 Laserfiche°8Training Guide NAMING CONVENTIONS WHAT IS IT? The naming conventions are the rules established for identifying documents as they are added to the Laserfiche repository. A key value of Laserfiche is its ability to find and display documents quickly. However, it is important to establish standard and consistent conventions for naming documents so users can best take advantage of the Search functions. BEST PRACTICES FOR NAMING CONVENTIONS Naming conventions should be established so that every document receives a unique name. While Laserfiche may provide a warning if you try to save a document under the same name as another document in the folder, it will save it. Items that should be established for consistency include: ► Dates For sorting purposes, the best practices state dates should be entered as yyyy-mm-dd ► Abbreviations Abbreviations should be avoided when possible, but used consistently when necessary ► General Naming Establish consistent names for classes of documents Note: Laserfiche searches only retrieves documents when the search window contains the exact name or uses wildcards. An asterisk (*) serves as a wildcard character in the Search box. For example, if you are searching for a document named 2008-06-25 Special Meeting, you can search for: ► 2008-* ► *06-25* ► *Special Meeting However, if the search for 06-25 without the wildcard character the document will not appear. DOCUMENT TYPES AND SEARCHING Laserfiche documents contain different elements to facilitate searching and other functions. The document includes: ► An image of the document, saved as a Aif file NERAL GE® 17 Laser iche�8 Training Guide ► ASCII Text, generated by OCR software ► Metadata, entered in the template fields ► Text Annotations SEARCH PROCESSES There are two basic search methods: ► Browsing ► Using the Laserfiche Search window Both of these processes are facilitated when users create thought-out and purposeful folder structures, and establish standard, consistent naming conventions. 800-836-8834 1 www.generalcode.com 18 LaserFiche�8Training Guide CREATING FOLDERS WHAT IS IT? The Folder Structure should be setup and permissions provided prior to storing documents within the Laserfiche repository. Creating folders should be reserved for users with an understanding of the overall folder structure. In practice, though, if the structure has been developed clearly, it is rare that an unplanned folder will be needed. TO CREATE A NEW FOLDER OR SUBFOLDER 1. Highlight the folder in which the new folder will be contained 2. Click on the New Folder button on the toolbar ► Option: With the contents of the current folder listed in the right- hand pane, right-click in that pane and select New Folder from the drop-down menu. 3. Name the folder while the New Folder designation is still highlighted 4. Press Enter GENERAL 19 LaserPiche�8 Training Guide SCANNING WINDOW WHAT IS IT? The Laserfiche Scanning window allows users to scan paper documents and store them as Laserfiche documents. With the usual scanning preferences already configured, users can conduct a Simple Scan by clicking on the Scan button on the Browser toolbar. If you receive a window asking you to select Basic or Standard mode, select Standard mode. Mode Choose a layout for scanning images: 0 Basic mode Th wmode provides a giiickad easy way to scan a Laserfiche document. This option is reccrmiended for `begrrffV to intermediate usersWith basic scanning needs. 05ta dardamiie This mode provides maximum flewbiflty wham scanning Laserfiche documents.-1t mows usersful control over how images are processed Wm Laserfiche;documents. ❑� Don't ask me again Cancel Check Don't ask me again, then click OK. This opens the Laserfiche Scanning window. 800-836-8834 i www.generalcode.com 20 Laserfiche3'8Training Guide V. -dt l� Iwvrsr: own.soup: cae rat rro s Now ��laylele �. �sranneoaanwe : _i M.0 MOVING AROUND IN THE SCANNING WINDOW The Scanning window has three main panes: ► The Configuration pane ► The Image pane ► The Document Properties pane CONFIGURATION PANE The Configuration pane shows the processes and enhancements set to be applied to scanned images. Note: Laserfiche allows different Processes and Enhances to run while scanning to improve the image being scanned for the document. IMAGE PANE The Image pane is where you can preview scanned images to adjust settings before making the final scan. GENERAL® 21 Laserfiche"8Training Guide DOCUMENT PROPERTIES PANE The Document Properties pane lets you add metadata to the document and select how it will be saved. There are three tabs: ► Fields This tab is where you enter data in to the template ► Tags This is where users add tags, if used ► Settings Use this to set the default volume where scanned images will be saved There are toolbar buttons at the top of the window for common actions: me.., Start Scanning Begins the scanning process Stop Scanning Stops scanning, even if there are pages left in the feeder Store Moves the document from the scanning M g Jprocess to the Laserfiche folder Resume Restarts the scanning process adding pages to the end of the current document Rescan Scans a page that scanned incorrectly 1 Scan Count Allows user to add a count token to the document title OCR Allows the user to OCR the document if _ OmniPage OCR was not selected as a process 800-836-8834 1 www.generalcode.com 22 L.aserfiche�8Training Guide SCANNING A Simple Scan allows you to scan documents into Laserfiche without any of the Enhancements and Processes, to be discussed later in this guide. To CONDUCT A SIMPLE SCAN > .n. 1. Open the folder where you would like to uwe 4 store the new document(s) 2. Click the Scan button to open the Laserfiche Scanning window GoM�i -..- -------- 3. Check that the settings in the two drop- down menus are correct: „R (a I ► Scanning source ► Paper size 4. Ensure that you are scanning to the 'ae correct folder 5. Under Document Properties, name the document 14 6. Enter template information: ► Under the Fields tab, select the desired template for the documents you are about to scan ► Enter the desired data into the appropriate fields 7. Click the Start Scanning button 8. Review your scanned documents: ► Each scanned page will be viewable in the center pane. You can page through them using the Forward and Sack Arrows ► Make any desired corrections 9. Click Store Documents to store the documents in the designated Laserfiche folder GENERAL® 23 taserfiche' 8Training Guide DOCUMENT WINDOW WHAT IS IT? The Document Window is the workspace to view and work with individual documents. When users double-click a document in the main window, the document opens in a new document window. Users can have several document windows open at once. There are four panes in the document window. vu w,ruM*vecnw �E1rraY.11 firM: SW M MR12,2W5 .,,SEPfE�R']2;Z(105 - ruwanv PPANA i I.N#.r feeYrJi.ed.+pp>�wirv#kfiaa Clebd�fm.ar "SS x OaniY+rWsnW)WW+9s®ISa#.IYfAYSe^F Maea wvsftes { ., :! Y#[YA`W IYa H(qy YtlwtfdY.r,Y{MYC I].s1Ml!.E6nCyf :_ r4gN(mwf13%'deeps. :.�'yyWS fmf: v.mero#re.eweaauaeemvY,.a.a,e¢uww.sm�Y�a.sda f .irr�m �, ' �+®..t.weacer.ne ab0a#n Ytl...sewnirrmr.m=rec.nt �.. #Y#rMd VYnbtloleaWdaow uewCWS®tiaaldmm4d _. --._ - ...- $tea w.M»YaysN�fuerir#agile#Rda A.mU[.P..^M W[�kJwaY+. � -_ ......1_+i kaneWptlh#6r#mwavrawrrrrN. fne e r Vgdµa LLSfbMq{ay.ItY ioweib�Hna{saiat dams e6t �: Qi %µeW TUSa Nr�, MHWCawnwvn Mia lK#4]uppglsi H "'- s >twh.Xn.*ti»4 rf9s®l.WmUV615.m E '.Ywa'>•wIrYWMMe 54Www. S 's 8 vµan..zad�.y.r Y4f:t:e cartV:fnal Rwr:YW tmmn , 2 , Ra{oY kOxlrp#�.X IYwenwl#OtNM4 WtlN#a - C s k AfTK[E2 n _ .yp _._.. soS.Mi-MeicAYSm0A1a.mR1IMfCf IMAGE The Image pane shows a picture of the captured document, which is the permanent record. In the image pane, you can annotate the document on a separate layer that does not change the image file. TExT The Text pane displays the document text generated by the Optical Character Recognition (OCR) software. The OCR software has an accuracy rate of approximately 85%. The OCR text can be edited if needed. You can also copy and paste this text into other documents, or e-mails. METADATA The Metadata pane contains additional data associated with the document: 800-836-8834 I www.generalcodexom 24 Laserfiche� 8Training Guide P. Fields Lists keywords added to the document template. ► Links Laserfiche lets you link different documents in the repository so it is easy to open related documents. Double-clicking on a link opens the document in a new window. No Versions Allows for different versions of the document that have been created and renamed. THUMBNAILS rorr The Thumbnails pane shows small images of every page of the document € i, Here, you can double-click a thumbnail IWO=f page to display in the image pane or re-order and delete pages. s _� You will also use the Thumbnails pane to break batch-scanned documents into per individual Laser fiche documents. You can open and close individual panes in a document window by using the toolbar buttons. GENERAL 25 Laserfiche6 8 Training Guide MENU The Menu bar on the Document window is similar to the Folder Browser window File Accesses basic application functions, such as creating new documents and folders, as well as changing the repository. Note that there is a Close command that just closes the current window, as well as Exit to exit Laserfiche. There is also a New Browser Window command that opens an additional Laserfiche window for searching or browsing. Edit Accesses basic copy and paste functions, as well as searching text View Allows users to navigate the document as well as modifying the image Tasks Allows users to generate searchable text and email documents Annotations Allows users to add annotations including those not on the toolbar Tools Lets users modify the document, as well as extract text and other functions Window Automatically reorganizes open Laserfiche windows on the desktop Help Laserfiche User Guide, also allows users to access online assistance 800-836-8834 www.generalcode.com 26 Laserfichea8Training Guide DOCUMENT TOOLBAR There are toolbar buttons for common actions. Save Save changes made to annotations, text, or layout Print Prints a document Panning Drags the viewable area of the document Tool Zoom tool Zooms in or out on a selected area of the document Stamp Allows a user to place a predefined stamp 6 on a document Sticky Allows a user to place a note on a Note document Highlight Allows a user to highlight a portion of a document or OCR'ed text Redact Allows a user to block a portion of a document or OCR'ed text from view Edit Text Allows changes to be made to the OCR'd text of a document Previous Takes the user to the next or previous page or Next of the document Pace Zoom In Zooms in or out from the center of the or Out viewable area of the document Rotate Rotates a document 900 clockwise GENERAL 27 Laserfiche�8 Training Guide OCR Captures the text from the document image Open or Opens or closes the image, text, metadata, btu i Close and thumbnail panes -___- --- Panes Help Opens the help window OPTICAL CHARACTER RECOGNITION Laserfiche can be configured to automatically use the Optical Character Recognition (OCR) software to extract text from documents, as they are scanned or imported. This allows them to be indexed and added to the repository for searching. Because the OCR is about 85% accurate, you can change errors in the text window by clicking on the button to activate the Text window and edit text as needed. ANNOTATIONS Laserfiche allows users to add Annotations to a document. Annotations do not change the original document; they add a layer on top of the actual document. The most commonly used Annotations are Highlight, Redaction, Stamps and Sticky Notes. You can add the most common annotates to a Laserfiche document by using the following buttons on the toolbar: Stamp Sticky Note Highlight Redaction Note: After adding an annotation to a document Laserfiche will prompt you to save the current page before you move to another page in the document. STAMPS Frequently used stamps are installed with Laserfiche. You can create new ones by importing monochrome bitmap files. To ADD A STAMP 1. Open the desired document Make sure the Image pane is open 2. Click on the Stamp button 800-836-8834 1 www.generalcode.com 28 Laserfiche®8Training Guide ► This opens the Stamp Manager window geed astamp _ _. _... 'Seed color: _. . Stang Ffeme Two ' I cow Public DENM Public I FAXED Public Ili Ile i 3. Select the desired Stamp from the list 4. Select the desired color for the Stamp 5. Click Apply Stamp ► This closes the stamp manager button ► The cursor will change to the stamp icon r 6. Click on the image to place the stamp where you would like it to appear 7. Save the document Note: You can click on and drag the Stamp to another location after placing it, or click and hit the Delete key to delete it. 1 STICKY NOTES 0 i Like sticky notepads or post-It-notes, you can attach a Laserfiche Sticky Note e anywhere on a document without n Of changing the document itself. You can "n' also search for text within Sticky Notes. n To ADD A STncrcy NOTE 1. Open the desired document cod Make sure the Image pane is to open Pi 2. Click on the Sticky Note button Moil GENERAL® 29 Laserficheb'8Training Guide The cursor will change to the Sticky Note icon 3. Click on the image where you would like the Sticky Note to appear ► The Sticky Note text window will open 4. Enter the desired text 5. Close the Sticky Note window by clicking its X in the upper-right corner 6. Save the document Note: You can click on and drag the Sticky Note to another location after placing it, or click and hit the Delete key to delete it. HIGHLIGHTS AND REDACTIONS Users can highlight or redact areas of documents. The Highlighting and Redaction tools work essentially the same way. The main difference is that the redaction tool creates a gray "shadow" over the text in the image or text panes. If the actual image is printed or otherwise transmitted, the text is blocked out. HIGHLIGHTING AND REDALTING TEXT In the Text window, the tools highlight or redact text word by word. The corresponding text is also highlighted or redacted on the image. i cLr[ r a — I+l Ts6 E X. _ t TrednyAudier¢aUnn meresvWOnsdesrnbetlmsemoo2 min r and Indemnrfiwbnn A ls!ss �be eMc"toaiassmm the�so�w-$ -. e have elreedy epporW lFyouwdshtflsdhorim to form foreach accotrd.9you Mesh W chmVeyo :per s- -.nreer. e x ` rys �Isis a Yeme: O�wemwm�w��MOr. ~'"NOtanpleb easi4ed *k Atlq%niwe old�� 13 Users can remove highlights in the text window by selecting the highlighted text with the highlighting tool and hitting the Delete key. HIGHLIGHTING AND REDACTING IMAGES When highlighting or redacting the image, the tool highlights regions of the page rather than lines of text. Users click and drag the highlighting tool to select the highlighted region. These highlights can be moved or resized. 800-836-8834 1 www.generalcode.mm 30 Laserfichea 8 Training Guide account dcigmted lxiow.l'his authoriaation%lull IV appltwble to all RW. m the n ostered owner(s) ho the name of the registered uwner(s)on F110C.s hooky.The individual you ap(wrint with this form will I amount,in addition to the Fiaancrl Advisor you have already appointed.II you wish to authorize trad than nat amoum you most complete a separate Corm far each accmtnl.11 you wish to change your cur do not complete this form. Pleoe Indicate the type of annum bckm: [M bbi&WJabtt(If this 6 ajuint xcount,a0 account ow , in"t sign this funn.Onoe autikwLrn on Au equally for all tenants.) ❑btaaatonOay Raitaarat(Iovesmem Only,Non-pmtm)-pe,i.e. Fidelity atanagemenT lnut(,ompa form must be completed and signrd by dr intstnfcrstodhut) Fi4Wy Addsar WA,.(Traditk�nal,RAh.11haver,gWLF.SFP or SARSEP) Fi- - y Orug( LJCM (1 MA.Fbuc.Conxnmfurship or Gumdlanslup) Note:Thin form cannot he used for Keoghs,Prcrwum,Premium loll Service Progtaw,or Fidehty Advl-,: :AUrrtNraaar.. WrM 6hrrlreaawstiFlra.MlMla.hsau.lasiL k,.a) £III[ -.9rsarLfaeYPMmAf NeYr°�-luY ar'DJYaaMr Jrl�+lYiattNbr;WdNintN,larl arrteiblliaalFiWNaA(taaiutttaA . FnnanaJ Aadrors Phan.Ntmwr FnaheaitAdvwWsraa Nuntw ii Users can remove highlights or redactions in the image by selecting them and hitting the Delete key. To CREATE HIGHLIGHTS AND REDACTIONS 1. Open the desired document In Make sure the Image and Text panes are both open 2. Click on the Highlighter or Redaction button ► The cursor will change to the highlighter tool 3. Highlight the desired text in the text window 4. Click on the Tool button to return the cursor to normal GENERAL 31 firm Laserfiche� 8Training Guide To change the color of a highlighted or redacted section, right-click on the highlighted or redacted section and click properties. Note: Redaction colors are limited to black or white. : LU 411 a-RirLS LEXC' vidual -Arrux- � igpOn LCCOUr1>.- --- OTHER ANNOTATIONS TO USE OTHER ANNOTATIONS 1. Click on the Annotation Menu within the documents window ci '- e,.aim avava« aer,a..ay. a.ro.ra.r W.,.a masn.a vvon. a,rw i ,eu. o.wvnaa ----- ---... _ "t.a ••°. 35C5L0rQ8eaChBktL S�110 ..o..4.a rvr.r wsu Lon9Bead,.CA9W J...e� x.Te13624MaSBHEKS82AMBN _ uayrumor roe. avers i.Bi1TO _ ML D4V Sllltll'�[Yfllp�/,11C 5 g1611234567 9NyTO ...'.'-S„tlh Cbnpby.Luc-:. Jdn Snits ,_ 2. Click on the desired Annotation 800-836-8834 1 www.generalcode.com 32 Laserfiche68Training Guide F Highlight Allows a user to highlight a portion of a document or OCR'ed text Redact Allows a user to block a portion of a document or OCR'ed text from view Underline Allows a user to under line a portion of a document or OCR'ed text Strikethrough Allows a user to strike through a portion of a document or OCR'ed text Sticky Note Allows a user to place a note on a document Stamp Allows a user to place a predefined stamp on a document Rectangle Allows a user to place a rectangle on a document Text Box Allows a user to place a text box on a document T Callout Text Allows a user to place a callout text box on a document Line Allows a user to draw a line on a document Freehand Allows a user to do free hand drawing on a - document 50wr Image Allows a user insert an image onto a document Attachment Allows a user to add an attachment to a tl, ' document GENERAL® 33 Lasencche�8 Training Guide 3. Click within the document to place the Annotation From the Properties dialog box, select the — new color and click OK. Note that the Opacity can be changed as well — as the color. 4. Save the document .ems Note: The Sticky Note, Callout Text and Text Box are searchable annotations MOVING OR DELETING PAGES Moving or deleting pages within a document or into another document is simple with drag and drop. Note: To delete or move multiple pages, you can use the ctrl key or the shift key. Ctrl will allow you select multiple pages not in a row, for example click on page 2 hold the ctrl key and click on page 4, only page 2 and 4 will be selected. The shift key will select pages in a row, for example click on page 2 hold the shift key and click on page 4, pages 2, 3 and 4 will be selected. To MOVE A PAGE Select individual pages or groups of pages in the Thumbnails window. Th nbnails _ m x RPM a. I 0 2 3 4 -�. - t ,r 1. Click and drag the thumbnails, either individually or as groups, to the desired location 800-836-8634 www.generalcode.com 34 LaserfichO 8 Training Guide 2. To remove pages, select the page or pages and hit the Delete key 3. Click Yes when Laserfiche prompts you to confirm the move or deletion PERFORMING OCR This step is necessary only for documents that were not OCR'd during the scanning process or while importing. Documents brought into Laserfiche with Snapshot can also be OCR'd during the process of scanning. 1. In the right-hand pane of the folder browser window, select the documents that you wish to OCR 2. Select all of the documents in a given folder by selecting the first one, holding down the Shift key, and selecting the last one 3. Select certain documents by holding down the CTRL key as you click on the desired documents Note: You can select a set of documents by running a search for a group of documents and then selecting all or some of the documents from the Search Results screen in the same manner as above. Using the Has Pages search option can help you find documents that have not been OCR'd and indexed. 4. Click on the OCR button _ 5. In the OCR Window, select the OCR/ Extract Text checkbox and use the appropriate radio buttons to indicate the pages you would like to OCR 6. Click OK R OCRIE o-aataas (ft W*0ba,tW ft=Ymgss&,d cans, -elemamdocaaectfYns.=Udifl mvN m loanM"j Yfild,YnW papas wDJd you Ym.to ool7 OAAhWPepaa OPepas. rule pape,ambas s WwPaw raves sepaaedby:meaasa ldesha. ' -Porw=01%1,3,5-12 rMaYe�excsesdanhia-��- - _ -'Sniff.<enF�mcumern QENEBAL 35 Laserfiche�8 Training Guide SCANNING WINDOW WHAT IS IT? In the Laserfiche Scanning window, you can set controls to modify how Laserfiche treats documents. Setting these controls once can save you time. PROCESSES Processes are additional functions available when you scan documents into Laserfiche: One process within Laserfiche Scanning is - OCR (Optical Character Recognition) converts the text on hard-copy documents or document images into text that you can edit in Laserfiche, bring into word processing applications, such as Microsoft Word, or add to e-mails. ENHANCEMENTS Enhancements are modifications to scanned images to improve their appearance and / or increase OCR accuracy. Enhancements may be needed because of the quality or appearance of the original document or due to scanner settings. While some processes can be done anytime with a captured image file, enhancements must be selected before the image is scanned. Enhancements within Laserfiche Scanning: Border Removal Border Removal lets you remove a border from the image by cropping it or changing it to white space. Color Smoothing Color Smoothing averages the background color of an image to reduce the total number of colors used in an image. This produces a cleaner image to improve image clarity with a smaller file size. Dynamic Thresholding Dynamic Thresholding converts images to black and white format. Border Padding Border Padding adds a border around the current image. Crop Cropping removes a specified border around the image Deskew Deskewing straightens images that have been scanned at a slight angle, usually because the paper was fed at a slight angle or not positioned correctly on the flatbed. 800-836-8834 1 www.generalcode.com 36 L.aserfiche�8 Training Guide Despeckle Despeckling removes small marks on the image. Users may have to adjust the Despeckle setting to avoid removing punctuation marks or other document elements. Invert Invert reverses the colors on an image. Inverting the colors converts white text to black text which produces better OCR results. Line Removal Horizontal and / or vertical lines from forms or other printed items can be removed so they do not cause errors in the OCR scan. Photo Correction Photo Correction removes the background of a document image and straightens the photo as it appears on a page. Resize Resize adjusts the size of an image by specifying the desired image dimensions, percentage, or resolution (expressed in dpi). Rotate Rotate adjusts images so they appear with the correct orientation, regardless of how they went into the scanner. Smooth Smooth enhances images by growing, shrinking, or smoothing out pixels for added legibility or to improve OCR accuracy. Selecting any of these enhancements, opens a pane where you can specify the specific settings you want to use. TO SCAN A DOCUMENT 1. Select the folder where you would like to store the new document 2. Click the Scan button to open the Laserfiche Scanning window 3. Under Document Properties, name the document 4. Under Default Folder, ensure that you are scanning to the correct folder GENERAL 37 Laserfiche�8 Training Guide SPECIFY TEMPLATE PROPERTIES 1. Under the Fields tab, select the desired template for the documents you are about to scan 2. Enter the desired data into the appropriate fields 3. Specify additional image processing options, if desired by selecting Image Processing in the left-hand pane Note: If the process you want is already listed under Image Processing, do not list it again. 4. In the right-hand pane, select Omnipage OCR to automatically OCR every scanned page 5. In the right-hand pane, select Page Removal to automatically remove blank pages Note: The file size setting for the Page Removal process is scanner dependent and may need to be adjusted. The key is to make the size large enough that it removes all blank pages, but small oePaitrrooss enough to ensure pages with only one line of text are not removed. HDO""°'rtPf°a` o- � Y� , +';, r ..• sue ... 6. In the right-hand pane, select Used .. Laserfiche Rotate to have Laserfiche automatically determine the correct orientation of scanned images 9 DefaukYalunnac" 7. Click the Start Scanning DEFAULT button ueiaaltFO'W� � - 8. Review your scanned GeneralCodeDemc E documents: L sra jw-fur a boflwn.. Note: Each scanned page will be - listed in the left-hand pane. The selected page is displayed in the I- Line PayesperdoOnWtt D- center pane. You can page through them using the Forward and Back buttons or by selecting the thumbnail in the lower left-hand pane. send 9. Make any desired corrections Deliver donu ants; 10.Click Store Documents to Manually - store the documents in the r vawateDoamentNmm designated Laserfiche folder -- count 11.Click the Refresh button to set count toirentn: see the new file listed in the directory 800-836-8834 1 www.generalcode.com 38 LaserficheO 8 Training Guide DOCUMENT PROPERTIES The Document Properties pane is where you can set additional options for scanned documents. There are three tabs in the Document Properties pane: ► Fields is where you attach the desired template and add metadata to facilitate finding for the document during searches. ► Tags are used by some organizations to indicate access to documents or provide additional information. ► The Settings tab allows you to select the default folder where Laserfiche will save scanned documents. This also allows you to set the standard document length when batch-scanning, as well as assigning names to a group of similar documents. 39 WIM 01 Laserfiche�6 Training Guide BATCH SCANNING WHAT Is IT? Batch scanning lets you scan a group of documents at one time, then name, split and organize them before they are stored in the Laserfiche repository. This is especially useful for offices that process a large numbers of documents using a high-volume scanner. If the documents will use the same template, you can fill in the fields before scanning and modify them later as needed. TO BATCH PROCESS A GROUP OF DOCUMENTS 1. Scan the documents ► Do not save the large document that opens up 2. Review the document in the Thumbnails and Image panes 3. Review the document page by page with the Forward Arrow button 4. Select Create New Document from the File menu (or hit CTRL+D) at the first page of each new document ► A duplicate name will appear in the Revision Pane S. Rename the document and change template " 10 7 information as s needed, then click OK ► As soon as you create the new document, the pages are removed from the original Laserfiche document _ 6. When finished, click Store Documents to save them all to the Laserfiche repository You can also create new documents from existing ones by selecting the pages you want to save as a new document in the Thumbnails pane. Select multiple pages by: ► Shift-clicking on the first and last pages in a series ► Dragging to select a group ► Control-click to select non-contiguous pages 800-836-8834 1 www.generalcode.com 40 Laserfiche�8Training Guide With the pages selected, right click on one of the pages and select Create Document from the drop-down menu. A window will appear asking if you wish to create a new document from the selected pages. Select Yes and edit the name and template information as necessary. GENERAL 41 Laserfiche"8 Training Guide USING HELP WHAT IS IT? The Help database in Laserfiche lets you find information onscreen from within Laserfiche. ACCESSING HELP Help is available through the Help Menu, by clicking the Help id Icon, or by hitting the F1 key ► Using the F1 key will open the Help window for the current view and cursor location. For example, if the cursor is in the Text pane of the Document window when you hit Fl, the help window will open with information about the Text pane. Opening Help from the menu bar opens the main Laserfiche Help window, which has three tabs: 40 a d1i if- Hide Beck ._ Fore jBdam Lolasar Ipdv Sawn Wl Weka'! LmaFde �ranmFiaad.0 - W.agfornr tiw: The lasniche Help Cooler is designed to prodde T•Gab'suMed easy access to resources and help topics that will berilAboa WfNe ) help you get stoned with L•seriche.FoH•w the links Coat paw ( below to Item more about a particular topic. LwkdvBSv.eq 'i taeda.s Leam about Leserlche Dq.m„Yea DOOmrh u Vrwag erdWaiap WMDwae Find oat how Laeadfiche can pmcess your images into m A.:a.'inlmnin M eDmaee documents this!can be etoAd in a Lassncche File repository. 3, Eipoal From WFtle i k prol p arson peaertl . What is Laserfiche? x iessctw'b Dplanens ,.: . Key Lae•rfiche Concern 3- iaolay '..'. Colossal seappear. Br . How do l uadnnn a soecific a ti on t lw HmiMeispsiwl An nes�A Trkea ^_ < •ie~ Getting Started ► The Contents tab allows the user to browse for the information needed Be, The Index tab lists page contents alphabetically. Users can type the term they are looking up and the screen moves to that item ► The Search tab searches for relevant help entries for the search term entered in the box. 800-836-8834 I www.generalcode.com 42 1 Laserfichey 8 Training Guide IMPORTING WHAT IS IT? The Import function brings electronic files into the Laserfiche. When a document is imported, users can enter data into template fields, add tags, index text, and search for it as with any Laserfiche document. Imported documents are created in the folder currently selected in the Document window. A folder must be selected to access the Import option from the File menu. IMPORTING TIFF FILES Imported tiff (.tif) files become Laserfiche documents and can be stored, annotated and OCR'd as if they were scanned into the repository. They appear in Browser and Search windows just as any Laserfiche document. NATIVE FORMAT DOCUMENTS Imported non-image files, such as Microsoft Word, Excel, or PowerPoint documents remain in their native format. However, the version in Laserfiche is separate from the original. Any changes made to the file in the Laserfiche repository are not saved in the original document, and vice versa. When these flies are imported into Laserfiche, they remain in their native format, as a new copy in the Laserfiche repository. They display in the Laserfiche browser window with the icon of their native program. These imported files can be opened two ways: ► Double-clicking and selecting Open > Electronic file from the pop-up menu launches the native program in a new window. You can work with the document as usual, and save changes to the Laserfiche copy only ► Right-clicking and selecting Open > Pages from the pop-up menu opens the document in the usual Laserfiche Document window. You can work with it as any Laserfiche document, although it does not exist as a separate Laserfiche document To IMPORT A DOCUMENT 1. Open the document in its native program i and make sure it appears as you want it n, ► Make sure you save any changes to the " V document before importing it into Laserfiche .,� 2. Close the document z 3. Open Laserfiche and select File > Import... GENERAL® 45 L.aserfiche�6Training Guide ► This opens the Import to Lasefiiche window 4. Under the General tab, you can: ► Change thear , document name if __ ... .... desired q -------- ------- ---- -- ► Click the ____ Browse - -_ button to ..,...a.� - select the FruD,.. �.., FUOUI S.w. locationYSwnB o.....e.... where the r-2 M F.O....,F�.b. d �!OSHM1 imported 6 0� file will be stored ► Select Extract text from electronic document to run OCR and index the document 5. In the Fields tab, select the template and enter any Template data 6. Click OK 800-836-8834 1 www.generalcode.com 46 Wsertiche"8Training Guide BEST PRACTICES FOR NATIVE FORMAT DOCUMENTS While Laserfiche gives you the ability to bring other types of documents into the Laserfiche repository, in practice this usually is not recommended because: ► Laserfiche cannot track changes made to either the original or imported version of the document ► When a Laserfiche user opens the document, the native program opens Example: If the document Is a Microsoft Word document, then it will open in Microsoft Word, however if you do not have Microsoft Word on your computer, you will not be able to open the document in its native format. E�47 Laserfiche�6 Training Guide BROWSING WHAT IS IT? Browsing is the process of opening and exploring the contents of Laserfiche in the Folders view, instead of using the Search command to locate a document. When you look for a document by browsing, the need for clear folder structure and naming conventions becomes apparent. The process itself is simple, but only when there is a clear path to follow. To FIND A FOLDER By BROWSING 1. The Folder browser window works like the browser in Windows Explorer. The top level is the repository name. ... t •.OBllravdCndmml M,AFw,M% M eA1Pd1d RaP5WK rdd„s >< M� _-_ ....w0., .tlmd GrCmoaee �_•Fnarce oeoermixa w Jszs UedG.d MRr+u.l 4 Yes 3rtlrmos u.oz:DY RM !, 6bw CYefi Rppkatlm 6 YK 3121rd 10:35:02 AM __incamYq I Fdd Revs r J Re"I Z. Reps Double-click on folder or plus signs ,YII�Id FT16 to expand m!_. Click on the folder '.Wxxulw '.. to view in the right- .. W 6RMM 9;7Tr .,N,1,1„ hand pane d.J 60..d 2. The levels beneath it are designated by folders ► Clicking on a folder in the left pane displays its contents in the right pane No Clicking in the plus sign (+) expands the folder view for the next level down 3. The left pane shows only folders and last search, not individual documents 4. Double clicking on a folder in the right pane displays the contents of that folder. On the left, the folder list expands to show that folder 800-836-8834 I www.generalcode.com 48 Laserfiche�8 Training Guide OPEN DOCUMENTS WHAT IS IT? When you open a Laserfiche Document it will open in its own window. This is window allow you to view the document as well as work with it. MOVING AROUND IN A DOCUMENT There are several ways to move around a Laserfiche Document: IN THE THUMBNAILS PANE: ► Double-clicking on a thumbnail opens that page in the Image pane ► CTRL + Page Up and CTRL + Page Down moves from page to page ► If there is multiple occurrences of highlighted text from a search, F3 jumps to the next occurrence IN THE TEXT PANE: ► If there is highlighted text from a search, N jumps to the next occurrence while P jumps to the previous occurrence. ..,... a r.aeo.le..aoA.o.+n all..wwrrwoeanlmr.mo..wriw..,, _ _ x _�• _ rR-YW�tl.��M�Rp�t�dAbM9 ci:w�.Y.tIAOfb[�tRY�4�TImRM/q a-uv ............. �y as , I. ..._.-. .. ......... IN THE IMAGE PANE: You can zoom into a section of a page by clicking on the image and dragging the cursor to enlarge that section. You can then use the panning tool to move the image in the window. ENER L 49 Laserfiche`8Training Guide SEARCHING WHAT IS IT? One of the most powerful features of Laserfiche is its ability to search the entire repository for a document using up to 14 separate search criteria's. Advantages of the Laserfiche search function include its flexible search criteria and the ability to save commonly used searches. Searching allows you to find the documents within Laserfiche quickly and easily. Search is always available by clicking on the magnifying glass button on the Browser window toolbar. This opens the Search I Pw. Window. After the search is completed, documents matching the search appear in the Documents pane. Note: When the user return to the Search 3a h window, options selected earlier will appear. Clicking on the Reset button at the bottom of' EM,. the Search pane will close any search windows 21D..M ❑rme.r and open the text search window. Saedi IWM QUICK SEARCH Laserfiche "Quick Search" searches OCR Text, Entry Names, Fields and Annotations without having to open the search pane. Quick Search does a simple search of the phrase typed with in the Search Box on the Navigation Bar. _ n'-Repository To DETERMINE WHAT TEXT IS SEARCHED 1. Click on the drop down arrow 2. Select items to search Y..h.at ► Note: You can select multiple items in the ��-- list to be searched. If the item is checked as in the example here, it will be searched. 800-836-8834 1 www.generalcode.com 50 Laserfiche"8 Training Guide &MR= 4Qlt'AW1=31W 2 4��Mm LIM - ------------------ OWIb X- 1�. �2 �WW �M STANDARD SEARCH 1. Click the Search button on the toolbar 2. If Text is not already displayed in the Search pane, click Reset at the bottom of the pane ► You can also click the down arrow button on the Customize Search bar and select Text 3. Enter the word or phrase you would like to search for into the box ► Asterisks (*) work as wildcard characters 4. Click Search ► Search results will display in the top portion of the right-hand pane ► Lines of context from the document selected in the results appear on the bottom half of that pane GENERAL 51 Laserfiche` 8Training Guide n DeJI$Ndi ReslRs Ju'9eedL - . AAW SMSh .. x fla"ve _Cult Vlrl -ledm I+'teaYllet AdN Appk*... _..- 14- 4 Yss i.d Da IWo CCal al 13 2 Yes s'ADp lbt 13 2 Yes 'iJj DR SIOt Cal 13 2 Yes ;j�fmmlNU CaeAmliYAp... 6 5 Yes yyASCUnIeWr Caro AMaly Ap... 6 5 Yes `I .j,jACamJ&tw Saba MS1Y A... 6 5 Yes :�AWbYAtle Raplecamet rarin 4 I Yes Phrase: JMdtretds Repkmmtr 4 1 Yes BnnU :.y�NknwAda RepMcsnrt Fam 4 1 Yes jN 01vtsydcatbn 4 6 Yes Opteeaa..pAAO. OgR.:,O1aY Own« Jr CletACdram+ 4 6 Yes JRepMrenet Farm-11351-G 4 1 Y. © Fuzzy search Opliona._ :.'f 5miw sobs Rarbus5tahta... 3 1 Yes :,,j SeNOr sass NadmsStahta... 3 1 Yee JG ReplxwiwtFVm 3 1 Yes u1GRedaranrtrarm 3 1 Ca 115 X,1 _ ---------- - -- _ 0C4pg.4 bemne awdm et,mired.I fletlierv40Y 3!'I 4s a5 pp.4 hetle vabhbaleWlYkanaRrtafkNarsanNet.- Oe6pg.4 ksda. dtlis aeseiykpvdmed tivaldla Nr[,jf !O 4 vsepg.4 alfrro)„elaHa..Ver aaalaaeeiettoaea tr !oaz pp.4 sus+0aekflm an aenaeynery he soap¢tasu SBrCII Reset 011amt mr rNMnfn.n�w.Y..WM LRrawn NYYnJ ny,: au 3' Fd:34 eahps.132 h*) MI KM. Double-click on the desired document in either pane to open the document ADDITIONAL TEXT SEARCH FEATURES You can use any of these to modify your search parameters AND Searches for a word or phrase AND a second word or phrase in the same document. OR Searches for a word or phrase OR a second word or hrase in a document. NOT Searches for a word or phrase in a document where a second indicated word or phrase does NOT exist. WITHIN Searches for a word or phrase WITHIN a designated number of characters, sentences, or paragraphs of another word or phrase. Selecting WITHIN opens a sub-window to select the parameters of the search. FUZZY Searches for words or phrases substantially similar to SEARCH 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, OCR text errors, or if you are not sure of a correct name spelling. 800-836-8834 1 www.generalcode.com 52 L.aserfiche58Training Guide BASIC SEARCH Basic search allows you to search all text Pip items: the user has the option to search j Document Text, All Fields, Entry Names and s ' Zia Annotation Text. 1. Check the check box of items to search j i 2. Type in Phase to search e.h w O ► Remember all text searches within —h" 21 Ce MTM @ NFills Laserfiche are literal except mj n...WT.n Annotation Text 3. Click on Search c 1 9ENERAL 53 rNIM Laserfiche�8Training Guide OTHER SEARCHES Within Folder Limits the search to a specific folder. Clicking the Jbutton opens a browser window to select the desired folder Field Searches on information contained in a template field. Users select the desired template from the drop-down menu and then fill in the appropriate fields with the search text Modification Date Searches by the date the document was modified. Users can enter a date or date range, or select dates from a calendar Document/ Searches for the name of an entry or a portion of Folder Name the name using wildcards Electronic Searches according to whether files are Documents Laserfiche or have been imported from another application, and can limit searches to specific types of imported files (Microsoft Word, PowerPoint Excel or Adobe Acrobat Tags Searches for documents that were assigned tags Relationship Searches for documents that have multiple versions; this can be limited by the type of relationship: Supersedes or Superseded by Version Searches for documents with multiple versions User Searches for documents scanned by a specific user Within Volume Limits the search to one volume Has pages Limits search according to pages that have or have not been OCR'd Advanced Allows the user create specific searches with a syntax Note: If you search by template or field data, the results will display columns for each field in the template. To SEARCH FOR TEXT WITHIN A DESIGNATED FOLDER 1. Click the Customize Search down arrow button and select Within Folder ► Both the Text Search and Within Folder search panes should be displayed 800-836-8834 1 www.generalcode.com 54 Laserfiche�8 Training Guide 2. Under Within Folder, select the folder within which you wish to search by clicking on the ` Browse Hutton and selecting the folder from the file °m1 directory FW - ✓ TW 3. Make sure that the Search DKwnb1DW mnaglFd der tlmn Subfolders checkbox is checked ee�o�, if you wish to search within 7° subfolders of that folder veMm options... u,> To SEARCH FOR A DOCUMENT uszNG " 1° TEMPLATE DATA 1. Click the Search button on the Cbm Toolbar ► Click Customize Search sewch P�et and select Field ► Select the Template on which you would like to search 2. Enter the data you would like to search for into the box following the appropriate field or fields 3. Click Search 4. The search results will display in the right-hand pane 5. Double-click on the desired document to display the document TO SEARCH BY STICKY NOTES TEXT 1. Click the Search button on the Toolbar 2. Click Customize Search and select Basic 3. Enter the word or phrase you would like to search for into the box 4. Ensure the Annotation Text box is checked and 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 to display the document Note: When performing a search, be sure to close any panes for search types that you are not using. If you have multiple search types open, Laserfiche will automatically search using all of the criteria listed. 55 GENERAL flE Laserfiche�6Training Guide TO SORT SEARCH RESULTS 1. To sort a set of search results or a list of documents displayed in the right-hand pane, determine the column on which you would like to sort and click on the column heading for that column 2. If the column that you want to sort by is not displayed, right-click any column heading and select the column heading that you want to display -�... letlmtl uatlunotle �a9m jwwN Type fas 321200510:34: 'jw Nn p�� res 32420059:,:3 ,O9NOt CaI Ies 3124rp %W:4 y,Ama:letw(im lssvdY � 3212,510:31: <ImW1GxC lrav:ly mEeveE 3212 10:39: NmW/eOOr SdeQ aaeLy '_ Egnsan 321rLW511:09: JtlaRlNeRq n ft H11 Type 4118,57:33:3 jNWV:Mde Rapb[a:an0 es 4118"7322 Je1e0n:ra83Repem:v8 Ebmai Fb S¢e 4JIW2 7=0 Jf O App Qatlb:D es 324r9 9S 2 JB On[pn0a0a0 LastlffiIN 3212110110:35: ;ti�RNpmantfam-L,351 Jalr e10:E: j Vft 312120 0 5 MM: j Se[nr$abs PrWlms YaLs:n Nme es w4r, 9.YO CARepkcemet fan „ane es 41180a57.32.2 :Cat�ib O 13 pp.1 Mb'19M - Fnb9�1 .Bm 35]W,WaNe,KV 40Lt3 *Ym3 eel®en/ O..WWOV WM.DW VM,r�la¢ Of3W.9 LtjMd of Dwarsa,ffsgssuaab O NW.4 Oem:ee I wiY:aY[aWS1ea9[08dd O i5 W.1 igtlty -:Tam NeOVW eN tl,ee}2(ay O MW.4 6LYe. R �yyge0 fsvnmiWLdn,lud O*7 MA rhag TaaleLa@atls , a)Pa paelannaak rcea O 18 W.4 nlci(b)e by EeFtl DeportM 019,.4 4tIW! '. b° f va:sidn dnrges,Camas[ O#10 W.4 my R1a1... ,:ryreyf9e:ed nw#as'la O t11 WA eaAAM[ u atdle la W. 0112,.4 aryaaAagla sa�ai�v,Rh]d1sm:lptivW,:ay CapOned sne+b:nte O 113 W.4 Wfidve E:eetlns�lYfar wf+d:lan applaq'e s[Intlebmy tipect 0114,.4 eple¢a,ry®etiq ataaiyaimrn¢WbeQi DYesDM Eyes,reply TO SAVE SEARCH CRITERIA 1. Create the search with the criteria you want to repeat 2. With this search criteria displayed in +{save as amm sears �} - - the left-hand pane, — click on the Save cancel button at the top of QRepleceanExistirgSearch the left-hand pane imp ysmpp-pres ` ► This opens the Save Search window 3. Enter a name for your saved search in the top box 4. Click OK 800-836-8834 1 www.generalcode.com 56 Laserfiche�8Training Guide Note: Remember all saved searches are global, meanings all users can see them and use them TO LOAD A SAVED SEARCH 1. At the top of the Search Panel, click on the Load Saved Search button 2. Select the name of the search you wish to run 3. Click OK ► This will display the saved search criteria 4. Click the Search button to run the search GENERAL® 57 Wserfichey8 Training Guide PRINTING WHAT Is IT? Printing allows you to create a hard copy of any document in the repository. Laserfiche lets you print files in two ways: ► The images of the official documents ► Text of the documents as derived through OCR and edited Laserfiche also makes it easy to print both versions at the same time. The Print What menu in the Print dialog box lets users select what they want. PRINTING IMAGES Selecting images prints the document as it appears in the image pane of the document window. PRINTING DOCUMENTS 1. Click on the Print icon on the toolbar Z. Click the Options button to open a window to select how to print the image by including or excluding: ► Highlights (Other annotations) ftfaluwytma: ► Stamps (Other annotations) kKh rOO smm radKbh ► Sticky Notes ©3kkv ©4fM arvgte6ps ► Redactions 0 3. The default option is to print out the Lnege ssa image at its actual size, but users can elect to fit to paper or only print a �a --- selected section of the document O Note: Sticky Notes do not print on the actual document. Instead, a separate sheet prints with the text of the notes, numbered if there is more than one. PRINTING TEXT The process for printing text is the same, with the same options available. Note: Redactions and highlights will only print as they appear in the text window. Highlights and redactions made on the image will not appear on the printed text. 800-836-8834 1 www.generalcode.com 58 Laserflche°8 Training Guide When printing images or text, you should keep in mind that security (access rights) will ultimately determine whether you will print redacted material and whether annotations will be included. Pr*Aff- Mom fw LaurJet ol)series PS m!; ® sty Ready Type if?tasc3etamsaimps `. YNiere ?,292 t68.L7g Cormnent ❑Print to fic `Page range -. - -- Nmimof9*im Collate OPT &der Pg MnbfSM44Dr page rn9s wntLnat .. Text :sepwaixdbymninumForexaMa,1.3,512 -.flute-de ��� -_ Images and text n ..... r8 Zoaaed area of ffnage GENERAL 59 MM Laserfiches 8 Training Guide EXPORT WHAT Is IT? The Export function saves a Laserfche document as a file in a different format that can be opened by people who do not have access to Laserfiche. ► Images can be exported as an image file, such as a Aif or .jpg, that can be opened by a graphics users in Windows, or as a PDF file that can be opened in Adobe Acrobat ► Text can be exported as a .txt file that can be opened in Word or another word processing application EXPORT TO FILE The Export command is under the File menu in both the Folder Browser and Document windows. TO EXPORTA DOCUMENT 1. Select File > Export > Images ► This opens the Export Images dialog box 2. Name the document; determine where the file will be saved, and the type of file to create -- --- .. sawn Qwroocrosn �Nrwe »,FtO.a DaroY DeaNOp !.Nr Das.v+s Ny Gnrys _ ®. Fb9Mr _Coarme MF lab/9unubl..-: ...._—_ WNMxak TRGmlll bfM abl UWT G NIBtW e♦f{ r+Vpa5P -TiTJPEG Iu4lVtlF+lel _.... _ '...� EMPCwmvoMhrls/av+�+lol fMPNanII Moo - Onus ': .WEG ImbN+s�bl MGldvga+wbl Tlff Ns.l�ls/osar+fl .QOM D etF 1 The process for saving a text file is the same, after selecting File > Export > Text from the menu bar. There is no option for the type of file to create. 800-836-8834 www.generalcode.com 60 1 Laserfiche 8 Training Guide When working in the Folder Browser window, users can export multiple files at once by selecting them in the right-hand pane of the document window and select File > Export. When a you use this method, Laserfiche automatically saves the files with the same names as the Laserfiche documents. EXPORT TO E-MAIL Laserfiche E-mail allows you to send e-mail messages containing Laserfiche documents and electronic documents as attachments. Recipients do not need to have Laserfiche installed to view documents or electronic documents that have been included as attachments to a message. They simply need to have the appropriate software installed to view the attachment that you have sent. To E-MAIL LASERFICNE DOCUMENTS 1. In Laserfiche, select the document(s) that you wish to e-mail 2. Click Tasks > E-Mail Document... 3. Select the format in which you would like to send the document(s) 4. 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 ► 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 5. Click Create E-Mali 6. Address and title the e-mail and add any desired message 7. Click Send JjENERAL 61 Bum Lasertiche�8Training Guide APPENDIX: SHORTCUTS PROGRAM SHORTCUTS . 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 FS Refresh FOLDER BROWSER WINDOW SHORTCUTS CTRL + SHIFT + B Open a new Folder Browser window CTRL + B Open the Folders pane CTRL + F Open the Search pane DOCUMENT WINDOWS SHORTCUTS 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 CTRL + S Save all changes made to the current document CTRL + D Create a new document from selected thumbnails DOCUMENT NAVIGATION SHORTCUTS CTRL + PAGE UP View the previous page in the document CTRL + PAGE View the next page in the document DOWN P Jump to the previous occurrence of a search result in the current document N Jump to the next occurrence of a search result in the current document IMAGE VIEWING SHORTCUTS CTRL + + Plus Magnify image to 2X CTRL + - Minus Reduce image to 1/2 X UP ARROW Scroll u 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 800-836-8834 1 www.generalcGde.com 62 Laserfiche�8 Training Guide HOME Scroll to the top of the image END Scroll to the bottom of the image ANNOTATION SHORTCUTS CTRL+ SHIFr + H Highlight CTRL + SHIFr + R Redact CTRL + SHIFr + S Stamp CTRL + SHIFr + N Sticky Note CTRL + SHIFT + T Edit Text REVIEWING SHORTCUTS ALT + UP ARROW Select the previous page (image) in the tree ALT + DOWN Select the next page (image) in the tree ARROW ALT + LEFr Select the previous document in the tree ARROW ALT + RIGHT Select the next document in the tree ARROW ALT + SHIFr + Select the previous document containing invalid field LEFT ARROW data ALT + SHIFT + Select the next document containing invalid field RIGHT ARROW data CTRL + D Create a new document by splitting the existing document starting at the currently selected page GENERAL 63 BKM Lasertiche''8Training Guide HELPDESK Please contact General Code for technical support if users have any problems or questions about Laserfiche. BY PHONE Contact the Laserfiche help desk at 800-836-8834 The Help Desk is open from 8:00 AM to 5:00 PM (Eastern Time), Monday through Friday BY EMAIL Write to lfsupport @generalcode.com 800-836-8834 1 www.generalcode.com 64