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March 2006 Vol. 4 Issue 3 877.790.1600 www.ecsimaging.com sales@ecsimaging.com		Quarter 1 Promotions It's not too late to take advantage of these promotions. Increase your productivity with extra user licenses. Buy WebLink, and get 25 retrieval users free. The direct link between you and your Laserfiche database. Access and retrieve files securely from virtually any location. With 25 retrieval users, document availability is as easy as a click away. Buy Web Access, and get 10 full users free. Have the productivity and security of WebLink, but with complete access to manage and change files. Offer Ends March 31, 2006 Newsletter Update This is the first release of our newsletter's new layout. For your browsing convenience, we've added links to help you navigate through the newsletter. We hope you enjoy this month's newsletter. Note: Printing ECS Newsletter If you like reading our newsletter by print, please change your printer settings to scale to fit page.
Inside This Issue
ECS helps Capistrano USD move to new building… Laserfiche 7.2 on the way Sign up for upcoming user groups, shows, LF training, and webinars Preserve Metadata in LF Capture
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ECS User Group			Trade Shows			Laserfiche Training
To register, send contact info to sales@ecsimaging.com City of Rancho Mirage Wednesday, April 5, 2006 69825 Highway 111 (map) Rancho Mirage, CA 92270 Agenda Manager Workshop 8:30 – 9:00 am Continental Breakfast 9:00 – 11:00 am Agenda Manager Workshop Laserfiche 7 User Group 11:30 – 12:30 pm Laserfiche 7 12:30 – 1:30 pm Complementary Lunch 1:30 – 2:00 pm Automated Indexing Methods 2:00 – 3:00 pm Laserfiche 7 Training			Greater Los Angeles Vendor Fair April 12 Los Angeles Convention Center CASBO April 21-22 San Diego Convention Center CA LAFCO April 26-28 South Lake Tahoe CACCRAO May 1 Harrah's Lake Tahoe IIMC joined with CCAC May 14-18 Marriott, Anaheim			Northern California User Training May 22, 2006 San Jose Admin Training May 23, 2006 San Jose Southern California User Training May 24, 2006 Anaheim Admin Training May 25, 2006 Anaheim End User Training: $300 Administrative Training: $400 Register Now!
			Agenda Manager Webinars
			Monday, March 20 (9:00 a.m. Pacific) Register Wednesday, March 22 (10:00 a.m. Pacific) Register			Monday, March 27 (9:00 a.m. Pacific) Register Wednesday, March 29 (8:00 a.m. Pacific) Register
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Have an old Ricoh Scanner? While these scanners have been great, it's time to start budgeting for replacement scanners. We have found it difficult to get parts on the Ricoh scanners and thus maintain them. Additionally, the chance for your scanner to have downtime is increased when these situations occur. Your ECS Account Manager can help you find a great replacement with many enhanced features. Contact your Account Manager to see if your Ricoh scanners qualify for a trade-in value with the purchase of a new scanner from ECS. As an Elite Partner with Visioneer Scanners, We have a unique opportunity to beat anyone's price on the Xerox or Visioneer line of scanners. Let us help you find the right scanner at the best price! Scanner purchased through ECS Imaging, Inc. will be backed by ECS. Microfilm Conversion Services Now being offered at new, very competitive rates. Ask your ECS Sales Consultant for details. Microfiche Conversion Services offered directly through ECS Let ECS convert your old Microfiche, Jacketed or COM to Laserfiche images. Scanning Services offered directly through ECS We have two locations to serve you from; Riverside and Martinez, CA GIS Integrations? ECS offers integrations between Laserfiche 7 and ESRI or AutoDesk products. Client and Web Based integrated solutions are available.								ECS Services
								Digital Recorder Importer ECS Map Measuring Tool ECS Search Tool Mug Shot Capture Six-Pack Creator ESRI 2-way Integrations Custom Integrations Conversions Scanning Services Microfiche/film Conversion Hosted WebLink Servers & Scanners Have a question about your Laserfiche system? Call or email our ECS Tech Support hotline 877-790-1600 x105 support@ecsimaging.com
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Capistrano Unified School District Case Study Capistrano USD's new district building along Interstate 5. Think you have moving problems? Capistrano USD was in a pinch when having to move to their new building by the end of 2006. With a backlog of student records, Capistrano USD needed a solution quickly. Darla Crouse, the district registrar, called ECS with their dilemma. CUSD, being an ECS customer since 2000, knew that ECS Imaging could get this immense job done and on time before moving day. While the student records were being scanned in at ECS, the registrar's office was still able to provide students with records requests. The registrar's staff was able to call in and receive copies of their records by email to meet the five day deadline for records request. ECS also just upgraded the district's 6 year old Ricoh 450de scanner with a new VRS Fujitsu 5650c. “The new scanner is great, scanning double the amount of the old scanner.” Some of the Kofax VRS benefits to help the. save time and run smarter are: VRS automatically analyzes the content of each scanned document and the orientation of the image is corrected on the fly. VRS can detect color documents from black and white documents without changes to the scanner settings or any other manual intervention The technology in VRS actually straightens and cleans your scanned images – and it does it automatically! All records needed to go! ECS scanned in 300,000 pages of student records for Capistrano USD. This done, the district's records department can now happily move to their new location without the hassle of moving file cabinets and boxes. All the backlog of student records are now accessible in their Laserfiche 7 system. Thanks to ECS Imaging, Capistrano USD is able to save space and run more efficiently while saving time and money. ECS Imaging works with any document scanning situation. Give us a call @ 951.787.8768 Long Beach honors Laserfiche at groundbreaking for new YMCA program Long Beach, CA, Mayor Beverly O'Neil led groundbreaking ceremonies last week for the Laserfiche Center for Wellness and Fitness, a new wing of the Fairfield Family YMCA. The program will aim to combat rising obesity rates for children and minorities in the Los Angeles area. Laserfiche donated $150,000 to the cause. Mayor O'Neil described Laserfiche as a “wonderful corporate citizen” in her remarks. Mayor O'Neil honors Laserfiche CEO Nien Ling Wacker at groundbreaking ceremonies for the Laserfiche Center for Wellness and Fitness. Pictured, from left, are Ricky Grover, Executive Director, Fairfield Family YMCA, Meg Beatrice, fitness center architect, Donya Webb, VP of Operations, YMCA of Greater Long Beach, Ms. O'Neil, Ms. Wacker, Chris Wacker, Laserfiche Senior Vice President and Alan Hostrup, President and CEO, YMCA of Greater Long Beach. Mayor O'Neil and Hostrup flank Ms. Wacker and Chris Wacker to officially start construction of the Laserfiche Center for Wellness and Fitness.
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Current Versions				ECS Partners
Laserfiche Support Site Free for all Laserfiche users with current LSAP. Current Versions: - Client-Server 7.1.2 - Plus 7.1.2 - WebAccess 7.1.1 - Quick Fields 7.1.1 - Agenda Manager 7.1 - Audit Trail 7.1 - Email (Mapi) 7.1 - Integrator's Toolkit 7.1 - Scan Connect 7.1 - Import Agent 7.0.1 - Integration Express-H.T.E 7.0 - Snapshot 7.0.2 - WebLink 7.0.4 - Workflow 7.0				Visioneer and Xerox Licensed Scanners Kofax Adobe LiveCycle Barcoded Forms Kofax Virtual ReScan (VRS) Recommended on every scanner. Fujitsu Scanners			Integrations with ESRI products and Laserfiche client and web products. Integration with Granicus and Laserfiche Agenda Manager Large Format Scanners Servers and Workstations Servers
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Laserfiche 7.2 (coming this Spring) The next version of the Laserfiche Client and Server adds enhancements such as Check-in/Check-out, Enhanced Password Administration Options, Expanded Text Extraction (including pdf support), License Pooling between Repositories and Inheritance of Field Values from Folders, among others. This version also contains the most recent enhancements for Records Management in accordance with the newest DOD 5015.2 specifications. Web Access 7.2 – Web Access 7.2 will bring the features of Laserfiche 7.2 to the Web Client. Quick Fields – The next version of Quick Fields features a major User Interface overhaul, bringing greater control and customizability. In addition, new pre-processor functionality will be added to significantly decrease processing time when working with multiple Document Classification types. This version will also introduce post-processing options; these allow users to run potentially lengthy processes at the end of the session rather then in the middle. Adding New Buttons to the Laserfiche Client Toolbar You can add new buttons to the Laserfiche Client Toolbar that will allow you to launch applications quickly from within the Client. These can be used in a variety of ways: to start a Toolkit application, to access a Web site, to start a program that you frequently use in conjunction with Laserfiche, and more. Furthermore, custom toolbar buttons are stored on a particular computer and are specific to a particular Windows user, so various users who use applications in different ways can have different custom toolbars. Creating a Custom Button To create a custom button, open the Options dialog in the Laserfiche Client. (The Options dialog can be accessed from the Tools menu.) From the Options dialog, select Toolbar. This will open the Customize Toolbar dialog, which allows you to add or remove existing toolbar buttons. To add a new, custom toolbar button, click the Custom button. This will open the Toolbar Button Properties dialog. The Toolbar Button Properties dialog has three boxes: Name, Command and Icon. In the Name box, type the name you would wish to associate with the new custom button. In the Command box, type the path to the application you wish the button to open. For instance, to create a button to open Internet Explorer, you would type the path to the iexplore.exe file, which launches Internet Explorer. Finally, select an icon for the application. Many executable files have a number of icons associated with them; you can select one of these files and then browse the available icons to choose one. Once you have filled all three boxes, click Ok to close the Toolbar Button Properties dialog. You will need to open a new browser window for the toolbar button to be implemented. You will then be able to re-open the Toolbar dialog and add the new button to your toolbar. Clicking the new button will launch the specified application. You can use these buttons to simply open an application – be it a custom Toolkit application, a Laserfiche application, or a third-party application that you frequently use in conjunction with Laserfiche. You can also further customize the new toolbar button to make it even more immediately useful. Opening a Website You might want to go directly to a particular Website when you click a button in the Client – for instance, your company or organization's Website. You can do this by customizing the Command box of the Toolbar Button Properties to point to a particular Website. For instance, you could create a toolbar button that would automatically open the Laserfiche Support Site so that you could quickly find technical suggestions or white papers. To do this, you would add the Website's URL to the Command box after the path to the program. If Internet Explorer is located in its default location, you could type the following in the Command box: C:\Program Files\Internet Explorer\IEXPLORE.EXE When the button was clicked, Internet Explorer would be launched and would immediately open the Support Site. Opening an Excel Spreadsheet Similarly, for many applications, you can specify a path to a particular file that you wish to be opened. For instance, if you frequently used a particular spreadsheet in conjunction with Laserfiche, you could create a button that would not only open Excel, but also immediately open that spreadsheet. Again, this can easily be done by adding information to the Command box – in this case, the path to the file. If Microsoft Excel is located in the C:\Program Files\Microsoft Office\OFFICE11 folder, you could type the following in the Command box to open Info.xls from a Spreadsheets folder: C:\Program Files\Microsoft Office\OFFICE11\EXCEL.EXE "C:\Spreadsheets\Info.xls" Three document viewer tips: Opening Electronic Documents Electronic documents can be opened in two ways: as an electronic file, or as pages. By default, electronic documents will be opened as an electronic file, which means they will be opened by their native application – HTML files open in a Web browser, Word documents open in Word, and so forth. However, electronic documents can also be opened as pages. This opens them in the Laserfiche Document Viewer rather than the native application. If Snapshot has not been run on the document, and it therefore has no associated image, the image and thumbnail panes will be empty; however, you will be able to see template information and any extracted text. If Snapshot has been run on the document, the archival images generated by the Snapshot process will be present in the Document Viewer. You can choose to open electronic documents by pages in several ways. You can navigate to the File menu, and select Open and then select Pages. Or you can hold down the CTRL key while you double-click to open the document. You can also change the default method of opening electronic documents by navigating to the Tools menu and select Options. From the Options menu, select View Documents. In the "Open With" option, you can choose the default method for opening electronic documents. Note that holding down CTRL while you open the document will always open the document in the non-default manner. Zooming In or Out on Image Pages You may wish to zoom in or out on an image, to get a better idea of the overall image or to read small text or view small details. You can use the Zoom cursor mode (represented by a magnifying glass in the toolbar) to zoom in. If you are using a mouse with a scroll wheel, you can also quickly zoom in and out – regardless of the tool you are using – by holding down the CTRL key and scrolling up to zoom in or down to zoom out. The zoomed image will center on the location of the cursor. In order to ensure that the image will zoom in to the section you want to view, hover the cursor over the portion of the image you wish to zoom to magnify. Scrolling Through a Document You can use the scroll wheel on your mouse to scroll up and down in a document page. This can be done in any cursor mode except Zoom. By default, the Document Viewer will stop scrolling at the bottom of a page; you need to select another page to view that page. However, you can change this default such that the scroll wheel will allow you to scroll through multiple pages in a multi-page document. To do this, navigate to the Tools menu and select Options. From the Options menu, select View Documents and select the Page Scrolling option. Laserfiche Capture Engine: Preserve metadata from source to destination You can configure a Quick Fields session to preserve the existing template field values of a Laserfiche document while populating any blank fields that might exist. For example, let's work with an existing Laserfiche document (invoice) with partial template information, process it in Quick Fields to populate the blank field(s), and finally combine the new and old template field information in the original source document. The template associated with the invoice consists of four fields: Name, Date, Invoice Number, and Amount. Assuming that the Name, Date, and Invoice Number fields have already been populated with data (from a previous manual/automatic indexing session), then the Amount field is the only one that remains to be populated. After configuring a preferred data extraction tool to extract the Amount value, insert that token value into the Amount field. To re-populate the other fields with the existing field information, select the token carrot, then "Capture Engine fields", and insert the tokens in the appropriate fields (please refer to the following diagram). Doing this will ensure that all the fields will be populated with the most current values. Since the field metadata will be sent back to the original document, the destination properties should also be configured accordingly. Insert the $Name$ token for the Document Name, and make sure the destination path is identical by using the $source path$ token. Since you are not changing the images, you will save time if you avoid sending images back to Laserfiche. You can do this by adding a Remove Pages process under Image Processing and simply configuring it to remove all pages. In the Document Class wizard, make sure that the “Append Images to Existing Document” action is selected whenever a document with the same name is found. This configuration will keep the pages in Laserfiche, update the template fields, and “append” 0 pages since the Page Removal process deleted the duplicates. Note that this process can be used to change existing template field values, along with adding new ones. If everything is configured successfully, the invoice template should retain the original field data and also display the new field value for Amount. Laserfiche integration with ArcGIS Integration Express-GIS specifically integrates with ESRI's ArcMap, which is a component of the ArcGIS product suite. Instead of following the standard client/server licensing structure for the Laserfiche Server, Integration Express-GIS is licensed per data layer. Each map consists of different layers, such as “streets,” “water mains,” and “buildings,” which make up the complete geographic composition of a particular area of land. The user can select data entities within the layers, depending on the number of data layers purchased, and then click the Laserfiche button on the ArcMap interface. Doing so calls upon the Laserfiche server to conduct the search and launch the Laserfiche client to display search results. The user can then select and open the document using the features provided by the Laserfiche client. Keep in mind that in addition to the purchase of the Integration Express-GIS data layer(s), Laserfiche user licenses are still required to automatically log into Laserfiche to retrieve the associated documents. Whenever a search is initiated in ArcMap, the retrieval license is used to automatically log into Laserfiche to conduct the search. Any number of computers on the clients' network can utilize the integration. Dynamically setting document options with tokens in Snapshot 7 In the Snapshot 7 Configuration Utility, you can automatically set certain document properties with tokens. This reduces the amount of typing you need to do to set the document name and location or populate template fields, and allows you to create dynamic folder structures quickly and easily. These default values can be configured using tokens in the Laserfiche Snapshot Configuration utility. In the Document Name and Folder options of the Destination tab, you can click the > button to select from a list of possible tokens. In the Template tab, once you have selected a template, you can choose a field and click the Edit button. This will allow you to set a default value. From this dialog, you can again click the > button to select from a list of possible tokens. A complete list of tokens can be found in the Snapshot help file in Appendix A: Tokens. For instance, if you wanted to Snapshot documents into the folder that was currently open in Laserfiche, you could choose the $CurrentFolder$ token in the Folder option. Tokens also can be combined, either with other tokens or with static text. For instance, you might want to set a document's name to the name of the file followed by a counter, with the two values separated by a dash. You could do this by putting the document name and count tokens in the Document Name option, like this: $Name$ - $Count$ You could also use combined tokens to quickly create folder structures based on specific information about the documents. For instance, you might want to organize all Snapshot documents first by the user who printed them, next by the date of printing, and last by the name of the print job. Rather than type or select all of this information at the time of printing, you could set the Folder option with a destination like this: \$User$\$Date$\$PrintJobName$ Initiate searches outside WebAccess, return results in WebAccess interface You need to enable a user to type information into a box in another application, then push a button and have the results displayed in Web Access. This type of functionality can be provided without using the Integrator's Toolkit, as Web Access can be sent search strings via URL. Once a button is created in the third-party application, the search string can be sent to Web Access as a full-text search, template search, etc. For example, if you wanted to send a template search, the URL would look like: http://DomainName/laserfiche/search.asp?dbid=0&searchcommand= {[TemplateName]:[FieldName]="SearchValue"} Note: DomainName can be the server name, Web address or the IP address TemplateName is the name of the template they want to use FieldName is the template field that will be used in the search SearchValue is the variable that will be used in the search Notice the dbid=0 in this string, which is different from sending searches to WebLink. Once the Web page loads, the user will be prompted for username and password prior to displaying the search results. Locating Search Terms in a Document The Laserfiche Client offers a number of options for locating searched-for terms within a document. You can view the context in which search terms occur within a document before opening the document, open directly to the search term, and move quickly between search hits within a document. Context lines are displayed in a pane within the Search interface. By default, context lines will be displayed; they can be turned on or off within the Search Options dialog. To open the Search Options dialog, choose Options from the Tools menu, and then choose Search. Context lines are controlled in the Search Result Display option. Select Show Context Lines to display them. When you perform a full-text search, the lines on which the term appears in the document will be displayed in the context lines pane. The search term itself will be presented in bold, along with the page number. The context presented can help you determine whether the document or section of the document is what you are looking for. You can double-click on the context lines in this pane to open the document. If it is a Laserfiche document, or an electronic document with Snapshot pages, double-clicking the context lines will open the document viewer and take you directly to the page which contains that particular instance of the search term. All instances of the search term will be highlighted, and the one which you used to open the document will be selected. If it is an electronic document without Snapshot pages, the document's pages will be opened, and the text will be highlighted, but no pages will be opened since no image pages exist for the document. You can move forward or backward through the search hits in that particular document to scan for exactly the section of the document you are looking for. This is done by clicking the N key to go to the next hit, or the P key to go to the previous hit. For instance, if you were looking for a particular reference to Ophelia in the play Hamlet, you might search for the word "Ophelia" and then select the context line that reads "Farewell, Ophelia…", which will take you to that quote in the document. By clicking N, you could move quickly through the next instances of the word Ophelia until you located the line you were looking for. Upgrading current Laserfiche Client/Server customer to include Audit Trail Audit Trail is a license flag that is either turned off or on, and does not require any additional installation or changing of the software. Once they purchase Audit Trail, simply replace the old server license(s) with the one(s) provided. To replace the license, open the Administration Console and right-click on your server. Select All Tasks -> Register Feature from the context menu. Enter the path to your new license in the dialog box that appears, and click OK. The new Server license will turn the feature ‘on', and user activity will be monitored as per your configuration from this point onward. There will be no record of activity prior to purchasing Audit Trail, and you will have to set up Audit Trail's reporting to reflect what your customer wants to record, but you will not have to reinstall the server or clients. Auditing will begin as soon as you configure it in the Administration Console. You can configure auditing for individual users, groups, or for all users in your repository. To begin auditing events for all users in your repository: 1. Expand the Users and Groups item in the Administration Console. Select the Groups item. 2. Open the Properties dial for the Everyone group. Select the Auditing tab. This tab contains a list of auditable events. 3. Each event may be audited when a user performs it successfully, when the user tries and fails to perform it, or in both cases. Select the appropriate checkboxes (Success, Failure, or both) next to each event you wish to audit, or click Set All to audit all available events for both success and failure. 4. Click OK to save your changes. To customize auditing for individual groups, perform the steps listed above for each group. Note that if you select audit events for the Everyone group, these events will be audited *in addition to* whatever events you select for individual groups. By default, a user who is a member of a group will inherit the audit settings of that group; to view the audit settings that apply to an individual user, click the "Audit Events" button in the Auditing tab of that user's properties. To turn off inheritance and customize audit settings for individual users, simply choose the "Selected events" radio button in the Auditing tab and proceed as for groups.
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	877.790.1600 www.ecsimaging.com support@ecsimaging.com sales@ecsimaging.com				Southern CA 3720 Sunnyside Dr. Suite 200 Riverside, CA 92506 Tel: 951.787.8768 Fax: 951.787.0831				Northern CA 4737 Imhoff Pl Unit 1B Martinez, CA Tel: 925.370.2456