Populating Fields

When the name of a document class is selected in the Session Configuration Pane, you can view and modify the default properties for documents in that class in the Tasks Pane. In the Fields tab, you can configure the field values for documents assigned to that document class. You can specify text to be used in a field for every document in a class, use tokens to dynamically generate the name, or use a combination of both methods.

To populate fields, first assign the fields (via a template or independently) to the document class. If a Laserfiche template or other independent fields are already assigned to the document class, the fields will appear in the Tasks Pane. If there are no fields displayed, says "No template assigned," or if you want to change the assigned template, select Configure fields at the Closedbottom of the Tasks Pane to assign a template.

Tip: You can also double-click the name of the template in the Tasks Pane to open the Configure Fields dialog box.

Note: If Laserfiche Capture Engine retrieves a document with a template and/or fields from the repository, Quick Fields will replace the template and/or fields with the ones configured for the document class in Quick Fields. If the ones configured for the document class in Quick Fields are the same as the ones assigned to the documents in the repository, those fields will be retained. If the fields assigned to the documents in the repository are not the same as the ones configured for the document class in Quick Fields, the fields on the documents in the repository will be removed from the documents and replaced with the fields configured for the document class in Quick Fields. When the document is stored, it will be stored with its new template/fields (if the field has a value).

There are several different ways to populate fields:

If you want every document assigned to a class to contain the same information in a particular field, you can type that text in the field.

Example: The Police Department is configuring a session to process police reports for only the Harbor area. They fill out a field named "Patrol Area" with the word "Harbor". When the documents are scanned, the word Harbor is inserted into that field for every document assigned to that document class.

Note: You can also copy a portion of the image in the Display Pane that has text associated with it and paste the text in a field.

A token is a placeholder for a value to be determined later. To use a token, click the token button (right arrow) to the right of the field. A list of available tokens will appear. Select the desired token. It will appear in the field in token syntax (e.g., %(Date)), which will be replaced with the actual value upon processing or storage.

A standard token is one whose value Quick Fields can determine from the computer settings.

Example: The Police Department wants to automatically fill out a field called "Scan Date" with the date their police reports were processed in Quick Fields. They place the standard Date token in that field. During scanning, it is filled out with the current date according to the settings on the computer running Quick Fields.

A process token is generated by a process you configure to extract data from documents in that document class. In order to access the process tokens, you must have already configured the corresponding process.

Text, standard tokens, and process tokens can all be used together in a single field.

Note: If a field assigned to a document class in Quick Fields is the same as a field assigned to a document in the repository, the field value from the document in the repository will automatically be placed in the matching field on the same retrieved document in Quick Fields.

Example: The Police Department fills out a field with text and tokens so that its default name is Harbor %(Date) %(Officer Name). When the documents are scanned, the field will look similar to Harbor 2/25/2009 Rivera.

Note: All field types, including list fields, can accept a combination of tokens.