Save to Laserfiche

You can save a Microsoft Office file (with the exception of Outlook message files) to Laserfiche at any point in working with the file. You can save a new file to Laserfiche before you begin to work on it, you can save an in-progress file and continue to edit it after storing it in Laserfiche, or you can save a finished file to Laserfiche. If you are already working with an Office file in Laserfiche, you can also use Save to Laserfiche to save your changes. You do not need to be fully done with an Office file before you save it to Laserfiche. This allows you to take advantage of the features of Laserfiche while still actively working with the file.

When saving an Office file to Laserfiche, you will be prompted to provide certain information about the document. You must provide a name and destination for the new document in Laserfiche. (By default, the new Laserfiche document will use the same name as the filename of the source Office document.) You may also provide field and tag information for the document.

Once you have chosen how you want to save a document to Laserfiche, your selected option will be used whenever you save the document until you close the document. For instance, if you choose to save as a new version the first time you choose Save to Laserfiche, when you press Save to Laserfiche again your document will automatically be saved in the same version. If you choose to overwrite the existing document, the document will continue to be overwritten. If you close and reopen the document, however, you will be presented with the option to choose how to save again.

Note:  Saving a message or attachment file from Microsoft Outlook follows a different process than saving files from other Office applications. For more information on saving from Microsoft Outlook, see Save to Laserfiche from Microsoft Outlook.

To save a Microsoft Office file to Laserfiche while working with the document

1. Open Microsoft Word, Microsoft Excel, or Microsoft PowerPoint. Create or open a document, either from your computer or from within Laserfiche.
2. Select the Laserfiche tab on the ribbon, or the Laserfiche menu item, and click Save to Laserfiche.
3. Depending on the current status of the document, you will be able to choose one or more of the following:
• as New Document: The document will be saved as an entirely new entry in the repository. This is the only option available for documents not already stored in the repository. If a document was opened from the repository and you have not yet used the Save option inside Microsoft Office, selecting this option will leave the original document unaltered and will save the changes as a new document.
• as New Version: The document will be saved as a new version within the existing document.  The original state of the document will be retained as the previous version. If the document is not already under version control, selecting this option will place it under version control. If you are saving as a new version, see Save as New Version in Office.
• as New Document in the Link Group: The updated document will be saved as an independent document that is in the same link group as the original document.  This option will only be available if the original document was already a member of a link group.

Note: The option you select will continue to be used for this document until you close and re-open it.

4. You may be prompted to log in to the repository. If you need assistance with this step, see Logging In to Laserfiche from Microsoft Office.
5. If you selected as New Document or as New Document in the Link Group, the Save to Laserfiche dialog will open. If your repository has already been added or attached, select it from the list. If not, click the Attach Repository button and see Attaching a Repository for further instructions.
6. Navigate to the folder in your repository that you want to save the document.
7. To specify a new name for the document in Laserfiche, type a name in the Name option.
8. To specify a different file type, select the file type you want to save the document as from the Save as type option.
9. To specify a different volume to save the document in, select the volume you want to use from the Volume option.
10. Click Save. This will open the Metadata dialog.
11. In the Fields tab, you can modify the template and field information for your new document. See Fields for more information.
12. In the Tags tab, you can add tags to the document. See Applying and Removing Tags for more information.
13. Click OK to save your document to Laserfiche.
14. You can continue working with your document and saving changes to Laserfiche for as long as you like.

Note:  If your repository is configured to use classification levels, and you are creating a document in a folder with a classification level set, the document's classification level will match the parent folder's classification level by default. Users with the Manage Entry Access privilege can manually choose another classification level. See Classification Levels for more information.

To save a Microsoft Office file to Laserfiche when closing the document

1. Open Microsoft Word, Microsoft Excel, or Microsoft PowerPoint. Create or open a document in Laserfiche.
2. When you are finished working with your document, close your Office application. If the document's most recent changes have already been saved to Laserfiche, it will close immediately.  If not, you will be prompted to save to Laserfiche.
3. If you have unsaved changes that need to be saved to Laserfiche, the Laserfiche Electronic Document dialog box will open. Depending on the current status of the document, you will be able to choose one of the following:
• Save as new document: The document will be saved as an entirely new entry in the repository. If you have not yet used the Save option inside Microsoft Office, selecting this option will leave the original document unaltered and will save the changes as a new document. You may be prompted to rename the document if there is a naming conflict.
• Save as new version: The document will be saved as a new version within the existing document. The original state of the document will be retained as the previous version. If you are saving as a new version, see Save as New Version in Office.
• Save as new document in the link group: The updated document will be saved as an independent document that is in the same link group as the original document.  This option will only be available if the original document was already a member of a link group and is not under version control. You may be prompted to rename the document if there is a naming conflict.
• Overwrite the existing document: The changes will be saved in place, and the original state of the document will be lost.  This option will only be available if the document is not under version control. Selecting this option will immediately save and then close the Office application without any additional input needed.
• Discard changes: The changes you made will be discarded and the original document will remain in the repository unchanged. Selecting this option will immediately discard changes and close the Office application without any additional input needed.