Instruction to scan a document into Laserfiche

Transcription

1 Instruction to scan a document into Laserfiche 1

2 Table of contents Sample of Repository 3 To logon Laserfiche 6 Is your computer attached to the LBCC Repository? 7 How to attach your computer to the Repository 8 You select the folder you need to work with/ To determine the folder to which newly scanned documents will be sent 11 Creating a Folder 12 Step to do in order to scan your document 15 Work on Default document name 18 Scanner Options 19 Naming Your Scanned Document 21 Checking Location and Volume 22 Load the document to your scanner 24 # 11 click scan icon to scan your document 26 Save your document 29 Page 2

3 Sample of Repository Importance: User MUST have Access to Laserfiche and the folder he/she going to work with it. This is a LBCC Repository. Folder ACCTS-PAYABLE and folder ACIT User A only see folder ACCTS-PAYABLE, ACIT This area is The Folder Pane. (As Some one called The Folder Browser Window) It depends on your Access Right/ Access Authority then you can see/access more or less Folder. It depends on your Access Right/ Access Authority then you can see/access (*) more or less folder. This is a LBCC Repository. Folder ACCTS-PAYABLE, folder ACIT and folder CRM User B see folder ACCTS-PAYABLE, ACIT, CRM Folder Account Payable Payment, s, Invoice/Check Stub are the subfolder of folder ACCTS-PAYABLE. (*) It depended on security setup that grant the ability to perform administrative activities 3

4 Open up folder Account Payable Payment Open up folder Account Payable Payment/ folder / folder A B C/ folder A 4

5 Open up folder A Folder A This is a file name of the scan document. It stored in: LBCC repository. Folder ACCTS-PAYABLE Folder Account Payable Payment Folder Folder A B C Folder A Folder: AA EQUIPMENT RENTALS CO, INC In this folder it stored the file name such as AA EQUIPMENT RENTALS CO. INC., * * * * * If there is a needed to save another file in folder AA EQUIPMENT RENTALS CO, INC then you need to work from this folder. * * * * * The Folder Pane (The folder browser window) is the main workspace through which you can administer and find your organization's information. Folder organization that revolves around categories or types of documents allows you to quickly filter through documents when browsing through Laserfiche folders. In other words, you can quickly look at a set of folders and decide which folder is most likely to contain the type of information that you are looking for. Naming convention for your folder and file name are up to each Department. 5

6 To logon Laserfiche: (This is for Laserfiche version 7.2.1) Select: Start/ Laserfiche/ Laserfiche Client then Click Laserfiche Client After you Click Laserfiche Client you will get either the First Picture Or Second Picture below: 6

7 Is your computer attached to the LBCC Repository? First Picture: The picture below indicates you need to attach your computer to the LBCC Repository. If you see picture below then see the instruction How to attach your computer to the Repository on next page. Second Picture: The picture below indicates your computer already attach to the LBCC Repository. 7

8 How to attach your computer to the Repository. Click this Options >> to Enable the Windows Authentication Then Click this check box Then you do the next step below. 8

9 Click this button in order to get to: Location to attach to the LBCC Repository as pic. below Location to attach to the LBCC Repository 1/ At the line Laserfiche Server type: imaging-d01 Then click the arrow down at the Name to select LBCC 2/ Click this arrow down to get the list of Repositories. (ACIT, HR, LBCC ) You select LBCC then click Attach See the result at next page. 9

10 After you type imaging-d01 and select LBCC then click Attach button After you type imaging-d01 and select LBCC then Click Attach. See result on next picture. h This is The Folder Pane. (As Some one called The Folder Browser Window) It depends on your Access Right/ Access Authority then you can see more or less Folder Result after you click the button Attach: It depends on what group and your privilege you got assigned to then you will be able to have FULL access or only PARTIAL access to what folder/file you working on. Access rights determine the level of access that a user or group will be granted for a particular document, electronic document, folder, or shortcut. 10

11 You select the folder you need to work with To determine the folder to which newly scanned documents will be sent After you view some samples of the folder, now we go back to the starting point as you sign on Laserfiche. You select the folder you need to work with. 11

12 Or if you need to create the new folder for you to work then below is sample to create new folder. For example I need to create the new folder s name: wd practice D See instruction below for Creating a Folder. Properly organizing your information allows quick access to it later. Proper organization can ensure that all users, even those who are not familiar with your Laserfiche repository, can quickly find the information that they are looking for. Creating a Folder You can create a new folder under the currently opened folder. The new folder will appear in the contents pane. After creating a folder, you should assign it an appropriate name. To create a folder 1. Perform one of the following: From the toolbar, click (New Folder). From the File menu, point to New and then select Folder. 2. Specify the name that will be assigned to the new folder. 3. Press the ENTER key. 12

13 Sample to create a new folder Select folder. In my case I select folder wd practice A B C then move my cursor under the character wd; right click in order to get: New and Folder. (Please see picture below) Move your cursor to Folder 13

14 Type your folder name. wd practice D is my new folder name and it is sub folder of wd practice A B C Picture above is an example how to create a new folder name: wd practice D. (Result picture below) Now you either have the new folder or the folder you selected for you to scan your document to. In this case I select folder: wd practice D to work with my scan document. 14

15 Step to do in order to scan your document: 1/ In this case I select folder: wd practice D to work with my scan document. 2/ Click the scan s icon from the toolbar. 3/ Select: Standard mode 2/ Click this scan s icon. You will see Laserfiche Scanning Mode pop up. (Please see picture below) 1/ Select folder When you will see Laserfiche Scanning Mode pop up Then 3/ Make sure you select Standard mode. See the picture below for the result after you click OK Picture below is the result after you click OK from Laserfiche Scanning Mode. 15

16 You see the Laserfiche Scanning s screen pop up. WAIT. DO NOT CLICK ANY THING. Depending on your computer the waiting times could be few seconds or more than few seconds. When it done the loading. Its will show two rectangular boxes. (Please see next picture on page) This is the Laserfiche Scanning s screen Empty field. Please wait for Scanning Software loading. DO NOT CLICK ANY THING. Empty field. Please wait for Scanning Software loading. DO NOT CLICK ANY THING. The name of the template when it selected in the last time When Scanning Software done with the loading; you will see two rectangular boxes show up. Picture below ( 5/ Document Feed and 6/ Selecting size ) 16

17 4/ Make sure Default Properties is selecting. 5/ Select document feed. [Feeder, Feeder (Duplex) Flatbed] 6/ Select the size. (The list of difference size) 4/ Default Properties is selecting 5/ Document Feed: Click this arrow. It will allow you to select difference way to feed the document on the scanner. Rectangular box 6/ Selecting size: Click this arrow. It will allow you to select difference size of paper to get scan. Rectangular box 17

18 7/ Click the word: Scan. Then do the setup on section Scanner Options. 8/ Make sure you select Template and Document Type you going to work with. (It depends on what group and your privilege you got assigned to then you will be able to see the name of the Template and the field name belong to the Template) 9/ Work on Default document name (Setup Document name/file name to save it in computer) If you want to use the field in Document Properties as your Naming Your Scanned Document then you must do: Select the Default document name (See: Naming Your Scanned Document) 10/ Fill in the data for the field names in Template then Load the document to your scanner. 11/ Final: Checking Location and Volume/Template before you click scan icon to scan your document. 2/ Click this scan s icon Then you will see this screen 7/ Click this word: Scan. Then do the setup on page of Scanner Options 9/ Work on Default document name Click this Arrow you will get the drop down list for you to select Field. See instruction on page: (Naming Your Scanned Document) 1/ Select Folder 8.A/ Select this down arrow; it will allow you to select: 8. B/ Select this down arrow, it will allow you to select Document Type 18

19 Scanner Options Any time you log off then logon the Laserfiche you need to do this set up. Sample picture: when you click the word: Scan Then choose Scanner Options (see picture below this picture) After you click the word: Scan and choose Scanner Options You will see: You set the Color Mode and Resolution (DPI) and Advanced depend on your Scan s assignment Click this arrow for selecting the color This is the place you select Resolution 19

20 For the button Advanced ( ) : It depended on the version of the VRS s software you will see the difference VRS Adjustment Controls. You have to know what you need to do in order to setup this section. After you set up the VRS Adjustment Controls then you select: Profile. Then choose Save As... Soon you click Save As the system will pup up this New Profile for you to save what you set in VRS Adjustment Controls. This is the place where your profile name will be stored Click this word (Profile) Then choose Save As Choose the name that makes sense for you to use it late. Click OK after you type the profile name. Area of VRS Adjustment Controls * If you scan your document for the same feature then you only need to do step 7 only the first time. * Any time you log off then logon the Laserfiche you need to do step 7. 20

21 Naming Your Scanned Document: (File Name) Your Document Name is located here. Click the right arrow to get the drop down field s list. Then From the drop down you select: Field then do one at a time you select Last Name, First Name, Empl_ID# Depending on what Template then you see the difference field name. For Template ACIT you see field: LastName, First Name, Empl_ID#, All of the fields are unique. 21

22 Checking Location and Volume (Where you save your File/Document) Click Settings in order for you to select the correct Volume and Location of the Folder you want to store your document file. Volume/Template Location to store the scan document 22

23 Sample of document. 23

24 Load the document to your scanner. Load your paper/document you want to scan into the Input Tray. Turn on the power of Xerox Documate 262. Load paper facing DOWN. The Paper/document is facing down. The Heading goes down first. Both ended are the place for adjusting the size of the Paper/document to scan. 24

25 Xerox Documate 632. Load paper facing UP Load paper facing UP After you load your document on your scanner and turn on the power. Now it is ready to scan through the scanner and load it to folder you select. 25

26 #11 Click scan icon to scan your document After you fill in the data and load the document then click this scan icon to scan. Sample for the result of Naming Scanned Document Last Name, First Name, Empl_ID will displayed here. This is File Name This is the area for you to fill in all data s fields. Example: Last Name = Last First Name = First Empl_ID# = During scanning: Do not click any thing 26

27 During scanning: Do not click any thing This during scanning indicated system in process so please Do not click any thing. 27

28 Wait for the last page shows up with this message then click the Cancel button. Your document is ready to save. See the following page for saving your document. Or the on the top left corner turn gray 28

29 Save your document Click Store to save all the document pages 29

30 After you click Store your screen will look like the page below. You need to select the Laserfiche page. 2/ This is the page with Laserfiche s icon. 1/ At this time you are at this page. Now select the page with Laserfiche s icon. After you select the Laserfiche page you will see the page below: 30

31 This is the Laserfiche page. You need to click this Refresh in order for you to see the file you just save. This is the file you save. Data field s Last Name = Last Shows here Data field s Empl_ID # = Shows here Data field s First Name = First Shows here 31

32 Open the file you will see: Click this to see next page Or page below depending on what you select on this icon 32