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Laserfiche 8 | Quick Start

Quick Fields

Table of ContentsWelcometoQuickFields8..............................................................................................................3 ASampleUseofQuickFields.......................................................................................................4 KeyConceptsandTerms..............................................................................................................5 TheQuickFields8Interface.........................................................................................................6 GettingStarted ................................................................................................................................7 . CategorizingDocuments..............................................................................................................7 AboutProcesses...............................................................................................................................8 IdentifyingDocuments.................................................................................................................9 ProcessingDocuments...............................................................................................................10 ConfiguringImageEnhancements.............................................................................................11 UsingTokens..............................................................................................................................11 Scanning,Review,Revision,andStorage ......................................................................................12 . AdditionalOptions.........................................................................................................................13 OrderofProcesses.................................................................................................................13 TestingProcesses...................................................................................................................14 SettingPermissionsfortheSession.......................................................................................15 ContinuingtoWorkwithQuickFields...........................................................................................16 LearningMoreaboutQuickFields8..............................................................................................17

Welcome to Quick Fields 8Laserfiche Quick Fields lets you automate the process of: Capturing information from documents. Filling out fields, tags, and other information. Sorting the documents. Storing them in your Laserfiche repository.

In many cases, a scanner operator only needs to touch a button or two once the session is set up. This guide is designed for Quick Fields administrators. It will demonstrate the process of setting up a Quick Fields session, and introduce the interface and basic features of Quick Fields.

You can also find more information on Quick Fields, including tutorial videos and detailed white papers, at support.laserfiche.com.

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A Sample Use of Quick FieldsFor this example, suppose the accounting department needs to extract data from their purchase order forms and place it in Laserfiche fields. They want to name each document according to the vendor name and the date, and file the purchase orders in Laserfiche. We will use Quick Fields to automate this process.

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Key Concepts and TermsQuick Fields Session: A Quick Fields session contains configuration information that determines how documents run through that session will be captured, identified, processed, filed, and stored. Document Class: A document class defines a group of documents that will be processed with the same operations. Scan Source: A scan source is how and where documents are captured into a session. Images can be captured from a scanner, or images and electronic documents can be captured from a network drive or a Laserfiche repository. Identification: In the Identification stage of a session, Quick Fields determines whether a document from your scan source belongs to one of the document classes you have defined. Processing: During processing, information is retrieved from a particular image or associated text and can then be used to categorize and file the document automatically. Processes: A process is an operation used to retrieve information from or modify a particular image or associated text. Image Enhancements: Image enhancements modify an image, usually to clean it up and make it more attractive or easier for a process to extract information from. Tokens: A token is a placeholder for a value to be generated later.

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The Quick Fields 8 InterfaceOnce you have gone through the initial steps in creating a new Quick Fields session, you will be in the main Quick Fields interface, where you can specify additional settings to capture and use information from your documents. Selecting an item in the Session Configuration Pane will change the Tasks Pane to display the properties for that item.

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Getting StartedAfter you install and activate Quick Fields, you will open to the Start Page. This page offers links to online videos and help files to help you learn more about Quick Fields. It also offers a New Session Wizard. You will be prompted to specify information about the session. If you need more assistance, use the Help buttons on the wizard.

Categorizing DocumentsA document class is a group of documents that will all be processed according to the same settings. You can give the document class a name that helps you remember what kinds of documents go in it; for example, Purchase Order Documents. When creating a document class, you will specify the default server, repository, template, and volume for documents in that class. You can also set conventions for the document name, folder path, and field values using tokens, which will be discussed later in this Quick Start.

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About ProcessesProcesses modify or extract information from documents. Organizations can purchase different sets of processes for each Quick Fields installation, so the processes you have access to may be slightly different than those pictured here, depending on what your organization purchased. Processes can be used to tell whether a document belongs to a particular document class or to modify its appearance or metadata. Some processes can only be used for one purpose or the other, and some can be used for either. When you select a stage of processing in the Session Configuration Pane, a list of the processes available in that stage will appear in the Tasks Pane.

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Identifying DocumentsIdentification conditions are criteria you specify to determine whether a page will become the first page of a new document in the document class. On our purchase order forms, a distinguishing feature is the phrase PURCHASE ORDER written at the top of the form. We can configure the OmniPage Zone OCR process, which reads text from a specified area, in the Identification stage within the Purchase Order Documents class. If the text in the zone says PURCHASE ORDER, the page will become the beginning of a new document. Any supporting pages such as receipts will become additional pages in each document. You could identify documents according to other conditions, such as whether: The document matches a particular form. A box is checked. A barcode contains a value in a certain range. The document contains a certain word. Etc.

Setting the identification condition

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Processing DocumentsNext, we will specify which processes will be applied to which pages of the documents. The processes available to you may vary depending on which add-ons your organization has purchased. In our example, we want to extract data from the purchase order form and place it in fields. We will use the OmniPage Zone OCR process again, but this time to extract information rather than compare it. Click on a stage to view the processes available there. In this example, we are selecting the Page Processing stage. We select the Omni Page Zone OCR process and follow the instructions to configure a zone around each piece of information we want to capture. Note that OmniPage Zone OCR is the data capture process that works for these particular documents, but depending on our needs, we might have also purchased or used a different process. We assign the zones names that will help us quickly recognize what information they contain.

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Configuring Image EnhancementsImage enhancements clean up a document for a better appearance and more accurate data. They can remove speckles, sharpen blurry characters, and so on. In this case, we find that when we test the OmniPage Zone OCR process, the zone captures a line on the form as the number 1, which makes an inaccurate value in the Total Amount zone. The Line Removal image enhancement can remove lines from the image, so we can capture accurate data.

Using TokensProcesses that extract information generate tokens, which are placeholders that you can put into fields, document names, and other metadata. To populate metadata for our purchase orders, we click on the name of our document class to change the Tasks Pane to Document Properties mode. Then we use the token buttons ( ) to retrieve the tokens generated by the OmniPage Zone OCR process and place them in fields. Since we want to use some of the same information in the document name, we use tokens representing the fields. You can also use tokens in the folder path, which is in the Properties tab.

Using tokens in field value and document name

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Scanning, Review, Revision, and Storage

To process the documents, press the scan button. When you select a document in the Document Revision Pane, you can view its

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