HomeMy Public PortalAboutClerk a Laserfiche Training SynopsisLaserFiche Training Synopsis
Day One – Metadata and Repository Management
This was a great look at how to use templates and metadata to automate functions and make
information in the repository easily searchable by all. Understanding the information needed by
Laserfiche Users, automatically capturing it when placed in the repository and notifying any user that
may need to know this information is available can save time in data entry and in searching for
documents when they are needed. The metadata can also be used for detailed analysis of processes
taking place within city hall. Laserfiche has an easy to use and powerful reports generating application
that draws information from the metadata stored with the documents.
How I would like to use this information going forward: First, I think it is important to attach metadata
fields to existing documents in Laserfiche. Knowing what data is important to specific documents and
having it available for searching will simplify finding a document when it is needed. It will also help with
records retention. From there, I would like to see documents standardized and folders set up, so the
metadata is automatically pulled into the template when the document is deposited in a folder. This will
save additional time in data entry and ensure necessary information is available across all documents
collected by the city.
Day Two – Form Construction
This day covered the creation of forms and the workflow once a form is completed and submitted. This
will be a huge asset to the city as well as citizens doing business with the city. Having forms available to
complete on our website will make it easier for community members to locate the form and submit it
online instead of having to come to city hall to complete a form or print it themselves to hand deliver or
mail. Submitting the form online will make sure the form is routed to appropriate staff and deposited
into the appropriate Laserfiche folder, cutting down on forms being misplaced. Having the forms process
automated will also ensure all information needed on the form is collected, as you can make fields
mandatory, saving much hassle in tracking down information when it is not provided. Eligibility of forms
will be an additional advantage.
How I would like to use this information going forward: I would like to start with a few simple forms,
creating the form and workflow, and making sure they are available online and working for the public.
Then I would like to practice and master a more complicated form that requires a more in-depth
workflow, making sure I can get all the pieces to work correctly. Once confident in my skills, I would like
to team with Erin Greaves to train someone in each department to learn how to create their forms in
Laserfiche and publish them to the website. I would be available to help if needed.
Day Three – Workflow
This day was eye opening in learning how Laserfiche can automate many of the manual processes within
the city, making sure things get completed on time, send reminders and have someone else in the chain
of command notified when a task isn’t completed. This is a huge asset for tasks that need to move
through several people in varying departments. You can also easily determine where there might be a
hold up in a process.
Unfortunately, workflow is not yet available for cloud users. They plan to have this ready to launch in
the next 6 months. It is a complex process, and once it is available, it would probably be great for the IS
team to sit down with departments to get an understanding of what processes are currently in place and
how they could be automated. It would likely be the IS employees programing the workflow behind the
scenes.