Monthly Newsletter

August 2005

Volume 3; Issue 8

ECS Imaging, Inc.
877.790.1600
www.ecsimaging.com

support@ecsimaging.com
sales@ecsimaging.com

Southern CA

3720 Sunnyside Dr. Ste. 200
Riverside, CA 92506

Tel: 951.787.8768

Fax: 951.787.0831

Northern CA

4737 Imhoff Unit 1B

Martinez, CA

925.370.2456

Join us for a Free, All Day Customer Conference!

Click here for the flyer

Register Today for Thursday, September 29^th

Early-bird registrants receive special gift at the event.

Register by sending email to sales@ecsimaging.com

This years Industry Partners Attending include:

Upcoming Events

ECS 3^rd Annual User Group Conference

September 29, 2005

For each of ECS' customers,

2 people per database/repository can attend for free.

Is there a topic you would like covered? Let us know

email: sales@ecsimaging.com

All Day Customer Conference being held in Lakewood, CA. 8:00 am – 5:00 pm

9/29 Conference Topics Include: · Site Requirements for 7 · Case Studies · Tips & Tricks in Laserfiche · Toolkit · Advanced Training on 7 · Admin Console, Web Admin & Audit Trail · Fujitsu Scanners and Kofax VRS · Scantron Solutions · Agenda Manager and Granicus Solution · Xerox and Visioneer Scanners · Scan Methodologies Round Table · Kiosks · Mock Council Meeting · Integrations Great Prizes and Giveaways!

Win a trip to ECS' Annual Customer Conference

at our Quarterly User Group on 9/7/05.

Northern CA Quarterly User Group Meeting To register send email: sales@ecsimaging.com

Wednesday Sept. 7^th, 2005 9:30am-2:30pm

San Ramon Community Center Fountain Room 12501 Alcosta Blvd San Ramon, CA 94583

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
Hosted WebLink

Servers & Scanners

Have a question about Laserfiche? Call or email our Tech Support hotline

877-790-1600 or support@ecsimaging.com

Recent ECS Integration includes Microsoft Navision. ECS integrated Navision's order process with Laserfiche Workflow so when the status of sales orders are changed the appropriate people are e-mailed and forwarded copies of the documents via Laserfiche Web Access.

Microfiche Conversion Services now being offered.

Let ECS convert your old Microfiche, Jacketed or COM to Laserfiche images.

Don't buy a scanner with out VRS. Kofax VRS software captures the widest spectrum of originals without any adjustments by the scan operator, limiting document preparation and without ever stopping the scanner. Crisp and clear image results cleaner than the originals every time!

Call ECS today for your scanning, hardware and integration needs!

Spotlight

Go Team ECS!

Laserfiche

Product Center

Tech Tips

Laserfiche Support Site

Free for all Laserfiche users with current LSAP.

Current Versions:

Client-Server 7.1.1

Quick Fields 7.1

Scan Connect 7.1

Email (Mapi) 7.1

Plus 7.1

Audit Trail 7.1

Workflow 7.0

Agenda Manager 7.0

Snapshot 7.0

Import Agent 7.0

WebLink 7.0

WebAccess 7.0

Integration Express-HTE

BarCode 6.2

Toolkit 6.0

Integration Express 6.0

ECS Partners

**Hot Summer Specials**

Web Access 7 promotion

An organization can deploy Laserfiche capabilities to additional departments and staff by just installing Web Access and then e-mailing new users a link.  Since customers could expect more people using the system, we're offering additional licenses if they purchase before the end of Q3.  Buy Web Access for $7,995 and get five free full users, a $2,750 retail value.  

WebLink 7 promotion

Designed for customers who need to make documents available to their clients or to the public over the web.  By taking advantage of Laserfiche security and usernames, they won't need to spend any staff time posting to a website.  Since customers could expect more people to use the system, we're offering additional licenses if they purchase before the end of Q3.  Buy WebLink for $7,995 and get 10 free retrieval users, a $2,200 retail value.  

INTEGRATION EXPRESS-HTE ENABLES FAST AND EASY INTEGRATION of SunGard HTE applications with the Laserfiche system. Integration Express-HTE can integrate Laserfiche with any of four families of HTE applications.  The four families are:

• Public Safety:   Law-enforcement-related HTE applications.
• Financials:  HTE accountant and inventory applications.
• Community Services:  Applications that relate to community services such as building permits and planning and zoning.
• Utility Billing:  Public utility applications.

The integration allows users to initiate a scan into Laserfiche from the HTE interface, linking the scanned document with the current HTE record. It also allows a customer to set up automatic import of information from the HTE record into field values on the scanned document.  Once a document has been scanned into Laserfiche, the document can be viewed, deleted or printed by pressing buttons built in to the HTE interface.

Please note that the integration requires the HTE Imaging Interface, which is licensed from SunGard by product family.

Integration Express-HTE is priced at $2,500 retail for each HTE application family. We are continuing the pre-release promotion throughout Q3, allowing end users to license integrations for all four application families for the price of one.  Note that products purchased from SunGard, including the Imaging Interface, will still need to be licensed individually.

LASERFICHE'S SEARCH CAPABILITY CAN BE USED to easily manage even very large and complicated repositories.  Since most of the features that are available from the folder browser are also available from the Search pane, you can use searches to apply changes to a selected subset of your documents all at once. In a sense, the Search pane allows you to do targeted batch processing.

Additionally, you can save a search process and load it later. For instance, if you regularly wanted to OCR all documents that fit a certain specification, you could set the search parameters and then select the Save icon at the top of the Search pane. Input the desired search name. You will later be able to call up the search parameters by clicking on the Load icon at the top of the Search pane and selecting the search you wish to run. Here are a few of the many ways that you can put this function to use:

Manage Electronic Documents
Many customers like to use Laserfiche's Extract Text function to make their electronic documents searchable.  Those with Snapshot installed may also want to use Snapshot on the documents, which will create an image of the document for further processing.  You can use the Electronic Documents search from the Customize Search box to find all electronic documents, or you can specify a type of electronic document by extension.  (For instance, to locate all .doc files, select Search for the following extensions and select doc.)  By selecting some or all of the documents and choosing OCR/Extract Text/Index or Snapshot from the Action menu, you can process some or all of your electronic documents at once.

Find and OCR All Non-OCRed Documents
You can use the Has Pages search from the Customize Search box to locate all documents that have pages that have not been OCRed, or that have been only partially OCRed.  You can then select all or some of the documents and choose OCR/Extract Text/Index to OCR and index them.  This is a good way to keep your repository up to date for more effective text searching.
Export a File List

You can export a list of documents as a text file from the Search pane.  For instance, if you wanted to generate a list of all of Shakespeare's tragedies, you could set up a Field search with Shakespeare in the Author field and Tragedy in the Genre field. This would bring up all of the documents that fit those criteria.  You could sort the documents to your liking using the information fields (for instance, you could put them in alphabetical order by name).  Then, you could navigate to the File menu and select Export and then List Contents.  This will allow you to export a comma-separated list of all the selected files.  A comma-separated file list can be imported into any spreadsheet program for whatever purpose you might want.

Managing documents with Document Linking

Sometimes documents that are associated with one another may be spread out in different places in a Laserfiche repository.  For instance, a bank might have a number of documents all associated with the same credit application – the initial application, credit report, loan papers, and so on – routed to different folders, depending on their status or the agent who is working on them.

You can use document links to keep track of documents that are associated with one another.  Document links tie related documents together regardless of their location in the repository folder structure.  They can be used to link a number of documents to a single central document, or to create document hierarchies, or simply to create a network of documents, each of which can be accessed easily from any of the others.

Creating document links is fast and easy.  First you need to set up the document relationship, and then you can apply it to any documents you choose.

To set up a document relationship:
1. Open the Laserfiche Administrative Console and log into the repository as a user with the 'Manage Metadata' privilege.
2. Expand your repository and select Document Relationships.
3. Select Action->New Document Relationship.
4. Set the name of the Source and Target.  The document you select first is the source; the document you choose to link it to is the target.  (See the examples below for suggestions on how you can use this naming.)  If the documents are linked but they have the same relationship to each other, you can use the same name for both Source and Target.
5. Select Ok.

To apply a document relationship:
1. Open the Laserfiche Client and log into the repository as a user with the 'Write Metadata' entry access right for the documents you wish to link.
2. Select the document you wish to be your Source.
3. Select Action->View Document Links.
4. Select Create Link.
5. Navigate to the document to which you wish to link this document (in other words, the Target).
6. Select the link type.
7. Select Ok.
8. If you wish to link to multiple documents, repeat steps 5-7.

To view a document relationship:
1. Open the Laserfiche Client.
2. Select the document whose relationships you wish to view.
3. Select Action->View Document Links.
4. You will see a list of all the documents to which this document is linked, along with the link type.  You can double-click any of them to open the document.

Note:  In Laserfiche 7.1, a column named Linked will be present and will display 'yes' or 'no' to indicate if the document has any links.

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