November 2009

Volume VII Issue XI

News

Spotlight

Events

Webinars

Tech Tips

About ECS

Web Home

Your ECS Imaging

Account Managers

Debbi Bodewin

Bob McCowan

Pete Herschelman

Rod Simon

Barry Weinstein

Ed Althof

Tim McGrath

Steve Walter

Happy Thanksgiving!

News – 4^th Quarter Specials and a big ECS Thank You!

Events – Upcoming Shows

Spotlight – City of Westminster

Tech Tips – New Features

About ECS and Product Demos

November Webinars – Best Practices, Product Demos

ECS’ 4^th Quarter specials

Get Workflow 8 Free!!

Upgrade to the new Avante named user system and get Workflow 8 For Free! Ask your ECS account manager today.

Check out this webinar to learn more too.

Cash For Clunker!

Trade in your old scanner for credit towards a new one. Canon is offering up to $1,000 on a trade in to a new Canon.

ECS and our Scanner partners are bringing savings to you.

ECS would like to Thank everyone who attended our 7^th Annual Customer Conference!

See conference photos here

Don’t forget to use your Free Day of Onsite Training by March 1,2010!

We would also like to give a special thanks for presenting at our conference and to all our business partners’ participation.

Pat Jacquez-Nares, City of Westminster

Judy Price, Town of Truckee

Darren Mathis, CEO of LincWare

We look forward to next years

Annual Customer Conference in the Bay Area!

Spotlight

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Nominated by

Barry Weinstein

The City of Westminster Rapidly Deploys Laserfiche

The City of Westminster a Laserfiche and ECS Customer for just over a year now has utilization of their records throughout the city via Laserfiche. Spearheaded by the Assistant City Clerk Pat Jacquez-Nares, CMC, Laserfiche is now utilized through the entire city. Pat had a plan for the city and the support of the City Clerk Marian Contreras to advance the cities capabilities with a document management system. Completely dissatisfied with the Cities Alchemy system, the city went through the RFP Process and ECS Imaging was chosen to implement Laserfiche. Barry Weinstein the City’s account manager worked hand in hand with Pat to ensure that the project was completed to the City’s desire. All Alchemy files were migrated into their current system, and each department worked closely with Pat to assure their documents were placed into the system correctly and that they could find the documents quickly when needed through the Laserfiche System. The city deployed WebLink to provide the capability for their engineer, planning and public work departments to gather documents without having to have a full client on their work stations.

Pat recently spoke at the ECS Annual User conference and her class was a huge success. Pat was able to reiterate the process of getting, implementing, and the daily use of the successful Laserfiche installation throughout the city. Part of the ongoing process for the city will be the integration of Laserfiche with her CityGIS system and Hansen permit system.

The City of Westminster is going to aggressively tackle the scanning of their back file using ECS Imaging scanning services. The city also has hired a full time Laserfiche clerk, Kelly Lore, who completes scanning of day forward documents for all departments (Centralized Scanning). Kelly has been a great asset to reach the city’s goal, a quick learner and her tireless effort keeps them current within the organization. The city is also using a variety of ways to get their documents into Laserfiche, from its brand new large format scanner, and its high speed departmental scanner. Many items are auto-processed with the use of Laserfiche Quick Fields.

The City of Westminster possesses a strong IT Department and along with Pat’s extensive knowledge the city has become a champion of the Laserfiche product. Recently, new city clerk Robin Roberts, CMC has appreciated the benefits of her Laserfiche System. Robin has used Laserfiche in other cities. It is great to see the success and capabilities of strong management and the use of Laserfiche, the results are staggering and the citizens of Westminster concerns for document integrity and document management are a thing of the past.

Events

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We look forward to seeing our customers and supporting your organizations at this upcoming Conference!

Say hello at the ECS booth.

PSWRC – NAHRO – San Diego, November 15^th – 17th

CETPA – San Diego, November 19^th

Visit our Session on Improving Your Business Process in Finance

Session begins at 7:45 AM Thursday morning in Terrace Salon One.

Webinars

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Wednesday, November 18, 11:00 AM PST

Register

Monday, November 9, 10:00 AM PST

Wednesday, November 11, 10:00 AM PST

Register

Monday, November 16, 9:00 AM PST

Register

Thursday, November 19, 2:00 PM PST

Register

Agenda Manager 8.0

Come see all the new features in Agenda Manger 8.0 and learn how Web-based agenda life cycle management promotes transparency and citizen engagement.

Laserfiche Avante: All-in-One Workflow And Business Process Management

Interested in the new Avante system, which brings together Laserfiche document management and Workflow to improve efficiency and enhance productivity? This Webinar covers Avante specifics including Workflow automation and named user licensing. Also, if you’re a current Laserfiche user who’s planning on taking advantage of the Avante upgrade promotion, we’ll also discuss how to convert from the Team/United licensing model to Avante.

Collaborative Case Management For Government = ECM + BPM

The advent of egovernment is forcing technology departments to work in more innovative ways with information. Many agencies who work in a paper-intensive, heavily regulated environment are requiring the development of collaborative interfaces that allow a truly holistic view of content. Join us to learn how enterprise content management drives this dynamic user experience.

Data Governance- Structure For Organizational Complexity = ECM+BPM

The emerging discipline of data governance raises a lot of questions for IT, Records Managers and Line-of-Business Department Heads. How do you proactively manage your knowledge assets? How do you maintain compliance? How can you be sure your data is consistent, reliable, useful and available? ECM and BPM can be structured as foundational components for an enterprise governance framework. Join us to learn a methodology in which to apply ECM within this context.

Click here to join our weekly LincDoc Webinar.

E-Forms Solution Integrated with Laserfiche

The Internet has provided organizations with countless time-saving measures. Online users can now access vital information on taxes, city services, official announcements, events, licenses, real estate and construction in only a few clicks. Still, interacting with governments and organizations remains heavily based on downloading static PDF forms and hand delivering or faxing them to the appropriate department.

Thus, the benefits of LincDoc's intelligent document technology to government employees and taxpayers seeking public services can be virtually limitless.

Building permit requests, grant applications, dog licenses, job applications, event permits, business permit applications, exemption applications, employee forms, records requests, and countless more services, require manual forms processing.

LincDoc's document automation and eForms software can make the information submittal and approval process a breeze. It can also provide public operations with the power to streamline entire departments driven by forms processes.

Tuesday, November 3,

8:00 AM PST

Thursday, November 5, 1:00 PM PST

Register

Thursday, November 12, 1:00 PM PST

Tuesday, November 24, 8:00 AM PST

Working with Large Format Scanned Drawings

Once you scan your large format drawings, what solutions and processes make it easy to edit, manage and collaborate? See a sampling of products that are applicable to nearly every large format industry and nearly any large format document. 20 minutes plus Q&A.

Everything You Need for Large Format Scanning

Learn about imaging solutions that enhance your business - from the newest Contex scanning technology and scanning software to the best ways to manage and access your scanned drawings. This webinar provides useful suggestions for every large format industry and any large format document user. 20 minutes plus Q&A.

Tech Tips

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Power Up and

Get Connected.

Visit the Laserfiche Support and User Information Site

Resources available 24 hours a day on this Support Site.

Current Version 8 Products

· Client-Server 8.1

· Snapshot

· Email

· Workflow

· Audit Trail

· Records Manager

· Web Access

· Plus

· Toolkit

· Weblink

· Quick Fields

· Avante/ Rio Named User system

· Agenda Manager & Processor

Coming Soon

· Import Agent

Web Access 8.1 Preview: Federated Search

Web Access 8.1 Preview: New Search Pane

Zone OCR and Multi-Value Tokens

Custom Keyboard Shortcuts in Quick Fields 8

Web Access 8.1 Preview: Federated Search

Since this is a preview, note that the details and appearances of certain elements may change between now and the final release.

Web Access 8.1 introduces federated search, which gives users the ability to search for entries in their repository using the Windows Explorer search bar. By doing so, you can search your repository from any network computer without visiting your Web Access site first. Moreover, it provides a search interface you might already be familiar with.

Note: Federated search for Web Access can only be used with Windows 7 or Windows Server 2008 R2

To add a Web Access repository to the Windows Explorer search menu

1. Open Web Access and log in to the repository you want to add.
2. In the bottom right-hand corner of Web Access, click Download Search Connector.

3. When the download dialog box opens, click Download Laserfiche Search Connector.
4. In the File Download dialog box, click Open.
5. Click Add in the Add Search Connector dialog box.
6. By default, Windows Explorer will open and your repository search will appear on the left-hand side under Favorites.
Note: Search connectors are specific to each repository.

To use federated search

1. Open Windows Explorer.
2. Under Favorites, select the repository you want to search.

3. In the search bar at the top of Windows Explorer, type the word or phrase you want to search for and press ENTER.

Note: Windows Explorer will only display repositories you have added to the search menu. A repository must be configured for auto-login to successfully search it with federated search.

Federated search results are displayed in Windows Explorer with the name of each document that matches your search, the date it was last modified, a thumbnail of its first page, a document summary highlighting its first two context hits, and the number of context hits in the entire document. If you double-click a particular result, the document will open.

Note: Federated search for Web Access uses the same settings configured for Quick Search. For example, if Quick Search has been configured to search only entry names and text, federated search will do the same.

Web Access 8.1 Preview: New Search Pane

Since this is a preview, note that the details and appearances of certain elements may change between now and the final release.

Web Access 8.1 introduces a new Search Pane with updated search types. This Search Pane is more visible and closely resembles the Windows Client Search Pane, enabling users to switch between the two seamlessly without having to learn how to use a new search tool. To access the Search Pane, click the Search tab above the folder tree.

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The Template search type has been updated to display fields associated with a template when selecting it from the template drop-down list. This allows users to not only search by assigned template, but also appropriate fields.

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Also new in 8.1 searching is the way you search a list field. In 8.0, you typed the value you wanted to search for in the list field. In 8.1, you can select the value from a drop-down list. If the list of values to choose from exceeds 100, Web Access will auto-suggest choices based on the first letters you type in the list field.

List Selection Menu

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List Auto Suggestions

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Zone OCR and Multi-Value Tokens

The OmniPage Zone OCR process in Quick Fields 8 extracts specific regions of an image’s text using OCR. This tech tip will explain how to OCR multiple lines of text and insert each separately into a multi-value field.

Real-World Scenario
The Acme Corporation scans documents that list multiple phone numbers. They have built a Quick Fields session that OCRs the numbers and inserts each as a separate value into a multi-value field.

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How Can I Do This?
By default, if an OmniPage Zone OCR region encompasses multiple lines of text, it only OCRs the first line. You must configure the process to capture all lines as a multi-value token, then insert the token into a multi-value field.

After adding an OmniPage Zone OCR process to your session and configuring its zones, select one of the zones and click Advanced options.

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In the Advanced Options dialog box, set Single Line to False and Create multi-value token to True.

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Insert the token into a multi-value field that has been assigned to one of your session’s document classes.

Custom Keyboard Shortcuts in Quick Fields 8

Quick Fields offers keyboard shortcuts for most of the frequently used actions. This is helpful for quickly working through large numbers of documents or settings. In Quick Fields 8, you can customize keyboard shortcuts by either changing the keys associated with actions or creating shortcut keys for actions that don’t already have them assigned. For example, you could create custom keyboard shortcuts to jump to the first or last document in the Revision Pane.

To assign a new shortcut to a command

Select Customize Keyboard under Tools in the menu bar.
Commands are organized into categories in the Shortcut Keys dialog box. Select a category from the drop-down box.
Select a command. A description of the command will appear at the bottom of the dialog box.
To assign the command a new shortcut, place your cursor in the text box under Press new shortcut key.
Press a shortcut key combination.

Example: CTRL+W, CTRL+SHIFT+Y, CTRL+SHIFT+ALT+O

Select Assign. If the command already has a shortcut, it will be replaced.

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When created, custom keyboard shortcuts are associated only with the current user and machine. They can also be included when exporting and importing Quick Fields sessions. In Quick Fields 8.0.1 or higher, you can specify whether or not to include custom keyboard shortcut keys when exporting or importing sessions.

To change importing and exporting settings for custom keyboard shortcuts

From the Tools menu, select Options and the Import/Export node.
Under both Export Options and Import Options, you can select Custom shortcut keys to include them when importing or exporting, or clear the check box so they will not be included.

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