Solution Exchange

 

 

Justin Steen from Cities Digital shares step-by-step instructions on how to better file client documents with Laserfiche Workflow.

 

Contributed by:Justin Steen, Cities Digital

 

Laser­fiche Work­flow is great for auto-fil­ing doc­u­ments. If your tem­plate and fields provide values that co­in­cide with your folder struc­ture, Work­flow can dy­nam­i­cally move doc­u­ments to their proper folders. For many or­ga­ni­za­tions, setting up auto-fil­ing is simple, but it can be chal­leng­ing for a fi­nan­cial ser­vices firm with a large and diverse client base.

The chal­lenge

Let’s assume that we have the fol­low­ing folder struc­ture and tem­plate for filing client files.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

As you can see, the folder naming con­ven­tion is “Last Name, First Name, Middle Initial,” and the tem­plate in­cludes fields cor­re­spond­ing to each of the com­po­nents of the folder name. In order for Work­flow to dy­nam­i­cally route the doc­u­ment to the correct folder, you would have to make sure that what is typed in the fields matches the exact name of the folder.

 

Since Work­flow will also create the folder if it doesn’t exist, the slight­est mistake in the client’s name (such as typing “Jim” instead of “James”) could end up cre­at­ing an un­wanted folder con­tain­ing “missing” doc­u­ments. You can fix this by im­ple­ment­ing list fields, but with such a large and chang­ing client base, this is not prac­ti­cal.

 

Two so­lu­tions

Down­load this Fi­nan­cial Ser­vices – Using Work­flow to File Client Doc­u­ments guide to view step-by-step in­struc­tions on how to con­fig­ure Laser­fiche Work­flow to file doc­u­ments by:

 

1. Unique client ID
This method enables Work­flow to search through the repos­i­tory to find a folder that has a match­ing ID. Use this method under the fol­low­ing con­di­tions:

• The tem­plate you use for your client files must include a field for the unique client ID.

• The client ID field must be pop­u­lated for the doc­u­ment prior to the ini­ti­a­tion of the work­flow.

• Your root folder for each client must also contain the pop­u­lated client ID.

 

2. Dynamic folder path with val­i­da­tion
This method val­i­dates that the filed in­for­ma­tion used by Work­flow to dy­nam­i­cally build the folder path is ac­cu­rate before ac­tu­ally filing the doc­u­ment. Use this method under the fol­low­ing con­di­tions:

• The tem­plate you use for your client files must include field in­for­ma­tion that could dy­nam­i­cally gen­er­ate the name of your client folder.

• Doc­u­ments must be fully indexed prior to ini­ti­at­ing the work­flow.

For de­tailed in­struc­tions on how to im­ple­ment these two so­lu­tions, down­load Cities Digital’s 30-page guide now.

 

Re­quired soft­ware

• Laser­fiche 8.3

• Laser­fiche Work­flow 8.3

• Access to the Laser­fiche Work­flow De­signer

 

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