Financial Services Firm:
Improve Filing with Lasefiche Workflow
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.
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.
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.
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