New Documents

General

Under New Document: General, in the Options dialog box, you can modify the default basic properties that will be assigned to all new documents. This node also allows you to configure the procedure for importing new documents and what type of processing will be performed after the document is created.

• Document properties
  • Always show Metadata dialog: The Import to Laserfiche dialog box will appear when a new document is created. This dialog box allows you to configure the name, location, volume, field data, and tags to be assigned to the document. If you clear this option, the Metadata dialog will only be displayed if the document cannot be saved without additional input (for instance, if the document has a required field).
  • Retain file extensions in electronic document names: By default, Laserfiche removes the file extension from electronic documents when they are imported into Laserfiche. Enabling this option will preserve the file extension. This option is generally used when the repository will be accessed with WebDAV.

    Note: Assigning a template containing a required field to a new document will always prompt for field information, regardless of this setting.

• Briefcase
  • When importing with conflicted folder names: This option determines the default behavior when a briefcase contains folders with a name that exactly matches the name of an existing folder in the destination directory. For example, if you import a briefcase into a folder that contains a subfolder called "Contracts," and the briefcase also contains a subfolder called "Contracts," the folders will be conflicted.
    • Merge with existing folder structure: The conflicted folders will be merged. Contents of folders in the briefcase will be placed in the folder with the same name in the destination directory. For instance, in the example above, the "Contracts" folder in the repository would contain the contents of both original folders.
    • Create folder structure with new names: The conflicted folder in the briefcase will be added without merging, and will be given a new name with a number appended. For instance, in the example above, the "Contracts" folder in the briefcase would be imported as "Contracts (2)".
• Signing
  • Use default signature: Configures a signature, including signing image, certificate, and reason, that will be used by default when digitally signing documents during import. Note that you can still select another signature when signing documents. Click Configure to open the Configure Signing Certificate dialog box; learn more.
  • Sign documents on import: Apply a digital signature to newly-imported documents by default. The import process will use the configured default signature (if one exists), or the signature last used by this user (if no default signature exists). If you have chosen to display the Metadata dialog upon import of the document, you can choose another digital signature, or you can choose not to sign a particular document.
  • Enforce NSA Suite B compliance: Restrict the use of signing certificates to those using algorithms in NSA Suite B.

Import Profiles

Under New Document: General, in the Options dialog box, you add, remove, and edit import profiles. An import profile allows you to configure a default name, folder path, template, and volume for imported documents of a particular type. When importing a document, you can select the import profile from the list, rather than manually selecting the appropriate path, template, and so forth. This allows you to quickly configure default settings for document types that you frequently need to import.

You can also extract information from the file name and use it to dynamically create the document name or path. For instance, if application file names always contain the applicant’s name, you could extract that section of the file name and use it to automatically store the document in a folder named for the applicant. See Import Profiles for more information.

Import Defaults

The first section of the Import Profiles dialog box describes the settings that will be applied to documents that are not explicitly assigned an import profile:

• Template: The template that will be applied to the imported document. Select <Use parent folder's template> to use the template assigned to the immediate parent folder. Select No template assigned to leave the document without a template by default.
• Volume: The volume that will be applied to the imported document. Select <Use parent folder's default volume> to use the volume assigned to the immediate parent folder.
• Default scanning name: The name to be automatically assigned to newly-scanned documents. (Documents imported from your computer will automatically use the same name as the file name.) You can use tokens (>) to assign this dynamically.
• Current count token value: The current value of the session count %(Count) token.

Import Profile

Import profiles allow you to customize the above values by creating collections of pre-set values for documents of various types. You can choose the import profile you want to use, and edit values as appropriate.

• Add: Allows you to create a new import profile. The Add Import Profile dialog box will open:
  • Name: The name of the import profile.
  • Generate tokens based on file name: Allows you to extract information from the file name of the imported file.
    • File name format: A custom token name that will represent the first component of the file name. (File name components are separated by the delimiter, below. To extract the entire file name, do not specify a delimiter.) This token can then be used to dynamically populate the document's name and path.
    • Delimiter: The delimiter that separates the components of the file name.
    • Remove: Removes the specified file name component.
    • Add: Adds a new file name component.

    Example: Resumes are stored with the standard file name ApplicantCode-ApplicantName-Date-Resume. An example file name would be "AB1234-JSmith-20140714-Resume.pdf". To extract the applicant code and the applicant name, you could specify a delimiter of "-" and specify two components, ApplicantCode and ApplicantName. You could then use the %(ApplicantCode) and %(ApplicantName) custom tokens, along with standard Laserfiche tokens, to dynamically create an appropriate folder path and file name.

  • Document name: The default document name for the import profile. If this is not specified, the file name of the imported document will be used. You can use tokens (>) to assign this dynamically. These tokens can include both system tokens and tokens based on the file name (above).
  • Folder path: The default folder path for the import profile. By default, this is the currently-open folder. You can use tokens (>) to assign this dynamically. These tokens can include both system tokens and tokens based on the file name (above). You can also browse (...) to a folder location.
  • Template: The default template for the import profile. Select <Use parent folder's template> to use the template assigned to the immediate parent folder. Select No template assigned to leave the document without a template by default.
  • Volume: The default volume for the import profile. Select <Use parent folder's default volume> to use the volume assigned to the immediate parent folder.
• Edit: Allows you to edit the specified import profile.
• Delete: Removes the specified import profile
• Default Profile: The profile that will be selected by default when you import documents. They can still choose another profile.

Settings

You can determine if text will be generated and how images will be saved when importing new documents.

• Generate Text and Pages
  • When importing documents: Configures the handling of documents containing text when they are imported into Laserfiche.
    • Generate searchable text: Whether text will be generated by default for new documents. Text can be generated for images through OCR processing and can be retrieved directly from PDFs, Microsoft Office documents, and certain other electronic file types.
    • Index: Whether the text assigned to new documents will be indexed for text search and retrieval.

Note: If automatic indexing has been configured for your repository in the Laserfiche Administration Console, this option will be selected and greyed out, and it cannot be cleared.

• When importing PDFs: Configures the handling of PDF files when they are imported to Laserfiche.

  • Generate Laserfiche pages: Whether to generate Laserfiche TIFF image pages when a PDF is imported.
    • Keep original PDF files: Whether to retain the PDF file after generating TIFF image pages. If you select this option, the PDF will be retained, unaltered, in the document.
    • Preserve PDF annotations on Laserfiche pages: Whether to convert PDF annotations to Laserfiche annotations when generating TIFF image pages. When a PDF annotation is converted to a Laserfiche annotation, its properties are retained as Laserfiche annotation properties. Show me PDF to Laserfiche annotation conversions.

    Note: If a PDF annotation is not included on the list, it cannot be converted into a Laserfiche annotation. In particular, even though PDFs and Laserfiche documents both support a Stamp annotation, the Stamp annotations are not compatible between these applications, and PDF Stamp annotations will not be converted to Laserfiche Stamp annotations.

    PDF Annotation	Equivalent Laserfiche Annotation
    Sticky Note annotation	Sticky Note annotation
    Text Box annotation	Text Box annotation
    Callout annotation	Callout Text Box annotation
    Line annotation	Line annotation
    Arrow annotation	Line annotation
    Rectangle annotation	Rectangle annotation
    Oval annotation	Ellipse annotation
    Polygon annotation	Polygon annotation
    Polygon Line annotation	Polygon annotation
    Highlight Text annotation	Highlight annotation
    Underline Text annotation	Underline annotation
    Crossout Text annotation	Strikethrough annotation
    Attach a File as a Comment annotation	Attachment annotation
    Record Audio Comment annotation	Attachment annotation
    Redaction annotation	Redaction annotation

    • Import monochrome images: By default, Laserfiche checks the color information of an imported PDF to determine whether to import it as color or monochrome. To speed PDF importing by always importing PDFs in monochrome format, select this option.

    • Tip: The Generate monochrome pages option, under the Generate Pages: General node, is recommended if you want to reduce file size. Pages generated in monochrome will be have a much smaller file size than if they are generated in full color.

• Document/Page Break
  • When importing images: Configures the handling of multiple image files imported at one time.
    • Make each file into a separate document: A separate document will be created for each image file. For most image files, this will result in a single page document. If you are importing multi-page TIFF images, a document will be created using each page of the multi-page TIFF, and each document will be given the same name as the image file it came from.
    • Combine images into a single document: A single document will be created for all images imported at one time. The document will be named after the first image file that was imported.
  • When importing text files
    • Create a new text page every __ lines: The total lines that will be contained in each text page, when importing text files or extracting text. Once a text page contains the specified number of lines, a new text page will be created.

Name Conflicts

You can configure how name conflicts will be handled for new documents imported or created in Laserfiche.

• Options
  • When encountering a name conflict for a document not under version control: Configures the handling of documents that are not currently under version control.
    • Always prompt: Always ask the user to provide a new name when a name conflict occurs.
    • Add as a new document and automatically rename: Import or create the new document as an independent document, and automatically rename with a number in parentheses. (For instance, if the conflicting name is "Report", the new document will be "Report (2)".
    • Add as a new version: Add the new document to the version history of the document whose name it matches. This will place the document under version control. See Versions for more information.
    • Overwrite existing document: Replace the existing document with the imported or newly-created document.
      
      
  • When encountering a name conflict a documents under version control: Configures the handling of documents that are under version control. 
    • Always prompt: Always ask the user to provide a new name when a name conflict occurs.
    • Add as a new document and automatically rename: Import or create the new document as an independent document, and automatically rename with a number in parentheses. (For instance, if the conflicting name is "Report", the new document will be "Report (2)".
    • Add as a new version: Add the new document to the version history of the document whose name it matches.

Related Topics

• Name Conflicts in Microsoft Outlook

Outlook

You can select the default way that email messages imported from Outlook will be processed. This includes determining how attachments are imported into Laserfiche, whether a distribution list will be created, and the default field data that will be assigned to email messages.

• Default Behavior
  • Attachments: This options lets you decided how email attachments will be imported. Choose from the following drop-down options:
    • Leave in email document: Embedded in the email message. These attachments will only be available when the message is viewed using Outlook.
    • File separately: Imported as separate electronic documents. They will also be removed from the imported email message.
    • Leave in and file a copy: Embedded in the email message and imported as separate electronic documents.
  • Apply email fields to attachments: If field data will be applied to attachments imported as separate electronic documents.
  • File distribution list: If a one-page document will be created along with the email message. A page of text in this document will list all recipients of the email message imported into Laserfiche, from the To, CC, and BCC email fields.
• Field Associations
  • Template: The template whose default field data is being configured. Selecting another template allows you to view/modify the default field data associated with it.
  • Make the selected template the default for imported emails: If you choose this option, the selected template will be the default template assigned to email messages imported from Outlook.
  • The field population table contains default values assigned to field data for email messages imported from Outlook. This table has the following columns:
    • Field: The field whose default value will be set.
    • Email Property: You can select which property of the email (e.g., subject, sender, etc.) will be put in that field. Click the row to choose a property from a drop-down list. See property definitions.

      Email Property	Field Type	Description
      Sender	Text	The name of the sender, or, if the name is not available, the corresponding email address, extracted from the From field of the message.
      Sender e-mail	Text	The email address of the sender, extracted from the From field.
      Recipients	Text	A list of people the email was addressed to, extracted from the To field of the message.
      Recipient e-mails	Text	A list of email addresses the email was addressed to, extracted from the To field of the message.
      CCs	Text	A list of people who were copied on the email, extracted from the CC field of the message.
      CC e-mails	Text	The email addresses of the people who were copied on the email.
      BCCs	Text	A list of people who were blind copied on the email, extracted from the BCC field of the message.
      BCC e-mails	Text	The email addresses of the people who were blind copied on the email.
      Subject	Text	The subject line of the message, extracted from the Subject field.
      Time sent	Date/Time	The date and time the email message was sent.
      Time received	Date/Time	The date and time the email message was received by Outlook.
      Priority	Number	The priority set on the email message in Outlook.
      Conversation ID	Text	The identifier for the email conversation in Outlook.
      Unique Message ID	Text	The identifier for the specific email message in Outlook.

  • Reset: Reset to the default repository settings.

Note: Setting template fields to match email properties does not make that template the one used for e-mails. The template set as the Default template will be used for emails. Assigning email properties for template fields allows you to use another template, other than the default, to match email fields when importing.

Note: Limit field associations field names to 39 characters or less, as longer field names will not appear in the list of fields.

File Conversion

You can determine which types of files will be converted to the image file formats used by Laserfiche. The files will be converted depending on the color depth of each image. Black and white images are converted to TIFF Group IV. Color and grayscale images are converted to TIFF-LZW. For more information, see Determining How Files are Stored and Viewed.

Note: Only image and ANSI text file types should be specified from this dialog box. Specifying any other type of file will cause it to be imported as text.

• Enter or choose a file extension: A file name extension you want to add to the list of file types that will undergo image conversion.
  • Add: The file name extension specified under the Enter or choose a file name extension option will be added to the Extensions that will be converted when imported into Laserfiche list.  
• Extensions that will be converted when imported into Laserfiche: The file types that will be converted to images when they are imported into Laserfiche.
  • Remove: The currently selected file type will be removed from the Extensions that will be converted when imported into Laserfiche list.