Monthly Newsletter October 2005			Volume 3; Issue 10
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	End of Year Promotions! In line with Laserfiche's DoD 5015.2 recertification, we are offering $3,000 off the retail price of the Records Management Edition. Take this opportunity to talk with your ECS Account Manager about records retention in Laserfiche and staying in compliance with regulations.  Records Management Edition also includes Laserfiche Advanced Audit Trail. Disaster Recovery is always an important topic, but with recent events bringing it to the forefront, it's no better time to be proactive to keep your Laserfiche archive secure.  Laserfiche Plus is a CD/DVD Wizard tool to publish Laserfiched documents onto portable CD/DVD's with a Laserfiche viewer on each. As Laserfiche Plus is part of any effective disaster recovery plan, this quarter we are offering Laserfiche Plus for $2,995 retail. (Annual for Plus is still based on the regular price).  Orders must be received before Dec 20, 2005 to qualify.
Upcoming Events	We look forward to seeing many of our customers as we participate at the following association shows: CASBO Southern California Association of School Business Officials October 7, 2005 MISAC Municipal Information Systems Association of California October 16-18, 2005 CCUG Computerized CLETS Users Group October 18-19, 2005 CLEARS California Law Enforcement Association Records Managers October 25-26, 2005
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	As an Elite Partner with Visioneer Scanners, we have a unique opportunity to beat anyones price on the Xerox or Visioneer line of scanners.  Let us help you find the right scanner at the best price! GIS Integrations? ECS offers integrations between Laserfiche and ESRI or AutoDesk products. Client or Web Based solutions are available. Microfiche Conversion Services now being offered. Let ECS convert your old Microfiche, Jacketed or COM to Laserfiche images. Have a question about your Laserfiche system?  Call or email our ECS Tech Support hotline 877-790-1600 or email support@ecsimaging.com
Spotlight Team ECS! Help us make your conference even better! Online Survey Click Here	2005 Annual Customer Conference Overview Here's your chance to tell us how it was and what you would like to see for next years conference. Take our short online survey built with Scantron's Elisten Software.  All responders will be entered into a drawing to win a scholarship for the Laserfiche Training Institute in February 2006. Awards and Recognitions ECS' Oldest Customer Appreciation: Mary Becerril – Since 1995 Rio Hondo Community College Cathie Scanlon – Since 1996 City of Fontana Debra Adams – Since 1996 City of Rancho Cucamonga Newest Customers to Join the ECS Team: Linda English Salinas Solid Waste Authority Pat Grady Hi-Desert Water District Bob Iverson Jurupa Unified School District
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 Agenda Manager 7.1 WebAccess 7.1 Toolkit 7.1 Workflow 7.0 Snapshot 7.0 Import Agent 7.0 WebLink 7.0 Integration Express-H.T.E. 7 BarCode 6.2 Integration Express 6.0 ECS Partners ESRI Integrations ECS is Elite Charter Member 1 of 25 in USA Kofax VRS Software ECS is Premier Partner Large Format Scanners Cognition -ICR Capture EListen – Surveys Minutes Tools & Meeting WebStreaming Hardware	Breaking News Product Announcement: Web Access 7.1 Laserfiche is pleased to announce the release of Web Access 7.1. The substantial new functionality in Web Access 7.1 includes the ability to scan directly into Laserfiche over the Web using TWAIN drivers. This requires only the download of a small ActiveX control, which is necessary for Web Access to communicate with the scanner. This download is completely controlled by the user. It's simple and requires no intervention from the IT department. IT retains complete control, however, and can limit scanning capabilities to authorized users only. Organizations can now deploy Laserfiche scanning on an ad hoc basis simply by providing the appropriate link to Web Access. Other new features include support for Records Management Edition 7.1, support for Text Extraction, and an enhanced search interface. Every Laserfiche installation with more than a few full users should have Web Access. With the addition of scanning, it is now possible to deploy Laserfiche organization-wide with zero client-software installations. This makes overall Laserfiche support even easier and more efficient for IT managers. Web Access has compelling benefits even for WebLink customers. Remember that Web Access offers substantially different functionality from WebLink. While WebLink is perfect for secure, read-only public access, Web Access is ideal for deploying fully functional client-access over the Web. Searching for documents with a blank template field You can use the Advanced Text Search option in Laserfiche to search for documents where a specified template field has been left blank. This can be useful for checking documents to ensure that important information is being set. For instance, an admissions office might want to ensure that a decision is made on all applications by a certain time. If Decision Status was set as a field on the Application template, you could use the Advanced Search syntax to locate all documents that did not have a value set on that field.  {[Application]:[Decision Status]=""} Conditional routing in Agenda Manager 7.1 You can use conditional routing in Agenda Manager 7.1 to create flexible approval routes for agenda items. When you add an Item Field to a Meeting Type, you can choose to make it a conditional routing item. Then, during the configuration of the meeting type's approval route, you can choose to send items to a particular user or group only when the given item has been selected. When items are submitted, the submitters will see a check box for each conditional routing item. If the option is selected, the items will be routed to the users associated with that conditional route. For instance, a city might want certain documents to be sent to the financial officer for approval before being included in the agenda. They might create a Financial item field and select the Conditional Routing check box. Then, they could configure the Approval Route so that the financial officer would review items when the Financial field is selected. When users submit items, they could select the check box at the top of the Financial field. The items would then be sent to the financial officer for approval. If the item was not selected, the items would not be sent to him. With conditional routing, items can be sent only to those who need to see them. Performing advanced searches Advanced searching is a powerful way to locate documents and manage your Laserfiche repository. You can perform an Advanced Search by opening the Search pane, selecting Text Search and then clicking the Advanced Text Search tab. A sampler of Advanced Search operators follows: You can connect search terms using & (which represents AND), | (which represents OR) or – (which represents NOT). To find all documents that contain both the words Inventory and Received in the text, you could type Inventory & Received in the search box. If you wanted to find all documents that contain either the word Inventory or the word Received, you would use the syntax Inventory | Received. If you wanted to find all documents that did not contain the word Received, you would search for -Received. These can be combined to form flexible, powerful searches. To search for all documents whose text contains the word Loan and either the words Auto or Home, but not any documents that contain the word Student, you could perform the following search: Loan & (Auto | Home) -Student You can also use wildcards in advanced searches. A question mark in an advanced search stands for a single unknown character. For instance, if you were searching for a name but were unsure whether it was spelled Peterson or Petersen, you could search for Peters?n to match both. An asterisk stands for zero or more unknown characters. You could search for retract* to match the words retract, retraction, retracts and retracted. Advanced Template and Field Searching The syntax for a template search in the advanced search box is {[TemplateName]}, where TemplateName is the name of the template for which you're searching.  Searching just on this would return all documents that had that template. The syntax for a template field search is {[TemplateName]:[FieldName]="Value"}, where TemplateName is the name of the template, FieldName is the name of the field, and Value is the field value for which you are searching. You can combine these with operators, just as you would a full-text search. For instance, if you had a template called Literature that had fields for Author and Genre, you could run a search like this: {[Literature]:[Author]="Shakespeare"} & ({[Literature]:[Genre]="Comedy"} | {[Literature]:[Genre]="Tragedy"}) -Juliet This would return all documents where the Author field was set to Shakespeare and the Genre field was either Comedy or Tragedy; it would exclude any documents that contained the word Juliet in the text. Wildcards can be used with template searches as well. If you had a Template called Memo with a field called Recipients that might have more than one person listed in it, you could use the following search to find all fields that contained the recipient Sarah, whether or not there were any other recipients: {[Memo]:[Recipients]="*Sarah*"} Note: More information on advanced searching is available in the Laserfiche User Guide, in the Advanced Searches section of the chapter, "Finding and Retrieving Documents." Laserfiche Image Processing processes in Quick Fields are applied in the order that they are listed under Image Processing, from top to bottom. You can re-order the processes by selecting them and dragging them to the desired spot. While processes will run in any order, results are best when some processes are run in a certain order. Here are some tips for ordering your Quick Fields processes: Page Removal should be run as early as possible. This will speed up your Quick Fields processing, as processes will not be run on pages that will be discarded anyway.  If any pages need to be rotated, Laserfiche Rotate should always be run before running any OCR process. If it is not run prior to the OCR, the OCR process will attempt to read the pages in the incorrect orientation, resulting in unusable text. Image Enhancements such as Deskew, Despeckle and Smooth should be run before processes that attempt to read values from the page. This ensures that the processes are reading from the cleanest and most readable image possible. Some processes may rely on other processes. For instance, you may use Pattern Matching to locate a particular string that was read from the image using Zone OCR. In this case, the Zone OCR process must run before the Pattern Matching process. While this may seem obvious, it is good to bear in mind when re-ordering processes, to avoid accidentally moving one before another. Laserfiche Audit Trail can be integrated with Crystal Reports No integration is necessary in order to use the data in an Audit Trail report to create more user-friendly, visual representations of that data in Crystal Reports. Audit Trail stores data in SQL tables, which are combined in the Audits view to facilitate reporting. This data can be accessed directly by Crystal Reports to create graphs or any other report type your prospect requires. To do this, you simply need to specify the Laserfiche database as the source of data while setting up a report in Crystal Reports. Here is a walk-through of the steps necessary to create a simple database usage report: Start Crystal Report Designer. From the File menu, select New. The Report Gallery dialog box will appear. Click Standard. The Standard Report Expert dialog box will appear. Click SQL\ODBC. The Log On Server dialog box will appear. Select Microsoft SQL Server. Click OK. The Microsoft SQL Server dialog box will appear. Under Server, type the name of the computer hosting the Microsoft SQL Server. If you are using MSDE, then you should also append a backslash and the word "LASERFICHE" (i.e. ComputerName\LASERFICHE). Under User ID, type the name of a user that has been granted administrative privileges to the desired database inside of Microsoft SQL Server. Click OK. The Choose SQL Table dialog box will appear. Select the Audits view and click Add, then Done. You should be returned to the Standard Report Expert dialog box. Click the Fields tab. Under Database fields, find the Audits view. The following items should be added under Report Fields: EventCodeDescription, EntryName, Time, and LoginName. An item can be added under Report Fields by selecting it and then clicking Add. Click the Sort tab. Under Available Fields, select the report field called Audits.UserName. Click Add to insert it under Sort Fields. Click Preview Report to generate the report. Also, note that a fully-licensed copy of Microsoft SQL Server includes SQL Reporting Services, a reporting tool similar to Crystal Reports.

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