Laserfiche AI

Laserfiche AI allows you to extract and process data quickly and easily, generate summaries and analysis, deliver insights into your content, and otherwise make better and more efficient use of the information in your Laserfiche system.

Smart Fields

Smart Fields: Smart Fields allows you to extract, summarize, or analyze information in a document and store the resulting value in a field. You can begin using Smart Fields by marking a field as a smart field and defining the expected results in the field description. Smart Fields can be initiated manually by users viewing the document in the web client (manual extraction) or automatically run after a template with smart fields is assigned in any application, including Workflow or Import Agent (automatic extraction). For more information, see Smart Fields.

Prerequisites

Smart Fields relies on the following services that must be configured before enabling Smart Fields:

  1. AI capabilities provided through Laserfiche Cloud: Customers can create a limited Laserfiche Cloud account for use with smart fields. Visit the Laserfiche Support Site to enable a limited cloud account.
  2. Laserfiche AI Service: The Laserfiche AI Service can be installed on a local machine and provides a processing layer between Laserfiche Cloud and the Laserfiche repository web client.

Creating a limited Laserfiche Cloud Account

  1. On the Laserfiche Support Site, view your activation keys.
  2. In the Cloud Accounts for Hybrid Smart Fields section, select Create next to the serial number for the system you want to connect to.
  3. In the Cloud Account Creation dialog, provide the user information for an administrator authorized to complete the cloud account activation process. Make sure a Laserfiche Cloud datacenter region is selected. Click Create to generate an activation email.
  4. Check the specified email mailbox to complete the cloud activation process.

Configuring the Laserfiche AI Service for use with Smart Fields

  1. Sign in to Laserfiche Cloud account.
  2. In Account Administration, view the Settings page and select the ClosedIntegration Configuration tab.
  3. Select Register a new API key to generate an API key for use with the Laserfiche AI Service. Verify that the scope is set to Smart Fields before generating the key. Take note of the generated key. Copy or download a text file of the key.
  4. Browse to the Laserfiche AI Service's configuration page. By default, the configuration page is available on the Laserfiche AI Service's host at https://AIServiceHostname/LfAIService/Configuration.
  5. On the ClosedConfiguration page, provide the API key generated in step 3 and verify the connection.
  6. On the ClosedConnection Key page, create a key for use with the Laserfiche repository web client. Take note of this additional key and have it prepared to enable Smart Fields in the repository web client in the next section.

Enabling Smart Fields

Once you have configured Laserfiche AI and generated a connection key, you can enable Smart Fields by performing the following steps:

  1. Open the Laserfiche Repository Web Client and select your user name in the upper right corner, then select Administration.
  2. Select the Integrations section in the left-hand menu.
  3. Select the Laserfiche AI Service tab.

  4. In the Laserfiche AI Service URL option, specify the service URL. By default, this will be in the following format:

    https://MachineName/lfaiservice

  5. In the Connection key option, paste the connection key you generated. Click Verify to validate the connection key and service URL.
  6. Select the Enable Smart Fields option to begin using Smart Fields in your repositroy.
  7. Optional:To allow the Laserfiche Server to automatically extract smart fields values when relevant templates are applied, select Enable automatic extraction. See Smart Fields for more information.

Security and Auditing Considerations

Laserfiche AI features respect Laserfiche security settings, such that users cannot use these features to perform actions or see content they would not otherwise be able to see and use. In addition, Laserfiche does not use any customer data for internal or external AI training.

To enable field value extraction with Smart Fields and specify a prompt for a field, a user must have the Manage Templates and Fields privilege or the Modify Definition field access right.

When field values are automatically generated by the Laserfiche Repository Server, no special rights are required. To perform manual extraction and store a Smart Fields-generated value, a user must have the Write Metadata entry access right for the document, and the Write field access right for the field.

If a document contains redactions, field value extraction for Smart Fields will generate values based on the redacted text in order to to ensure that protected information cannot be accidentally exposed.

If auditing of field value population is enabled, Audit Trail with show automatic field extraction as performed by the server, while manual field extraction will show the user who manually initiated the extraction.

Language Support

Smart Fields officially supports a variety of languages. See Supported Languages for Smart Fields for more information.

Prompt Design

Prompts for Smart Fields, stored in the description property of the field, can be up to 2000 characters, allowing you to create complex and detailed prompts to extract exactly the information you want. For example, your prompt may include information such as:

  • A maximum number of characters or words.
    • Example: Analysis of the report's finding in 200 words or fewer.
  • A specific language.
    • Example: Summary of the document in Portuguese.
    • Example: Item description in Spanish.

  • A specific format.

    • Example: Course code, usually consisting of a subject code and course number, e.g., "101 PSY", or "MTH 101", "CSCI 204")
    • Example: Intended graduation date. Month and year or term.
    • Example: Place of birth. City, county and state

For more examples of prompts for Smart Fields, see Getting the Most out of Smart Fields. You can also download the Smart Fields Templates on the Solution Marketplace. These templates can be imported into your repository, when using the web client, by opening Repository Administration, selecting Metadata, and then selecting the Templates tab. Select the More Actions button and then Import.

We strongly recommend testing your prompts on a handful of representative documents before applying them across the repository. This will allow you to fine-tune your prompts and ensure that they are working effectively for your needs before using them on a large number of documents.

Note: As Smart Fields only retrieves data from the first ten pages of a document, information relevant to your prompt in any additional pages may not be extracted. To determine whether this is the issue, you can test the same prompt on a document of ten pages or fewer.

Supported Formats

Smart Fields can be used on text-only documents, documents with image pages that contain text on the image (as opposed to an image of a picture of a tree), and electronic documents from which text has been generated (PDFs, Microsoft Office documents, and any documents with text generated by alternate means using the Laserfiche Repository Desktop Client). It does not support transcribed audio or video files.

Limits

Smart Fields extractions are subject to the following limits:

Document size limits

  • For imaged documents, pages must be less than 20MB and less than 75 million pixels. If a document has both image pages and an electronic component, the image pages will be used.
  • For electronic files, the entire file must be less than 100MB.

Word count and image size limits

  • Smart Fields only uses the first ten image page for imaged documents or the first fifty pages of text for documents without image pages for extraction purposes.
  • Image pages: If there are more than 10,000 words in the first ten pages, each additional 10,000 words over the first 10,000 counts as an additional extraction.
  • Electronic documents: If there are more than 50,000 words in the first 50 pages of text, each 50,000 words after that first 50,000 counts as an additional extraction.

Output limit

Output for a single extraction is restricted to approximately 12,000 words. Words past that limit will be truncated.

Additional AI Features

In addition to Smart Fields, which is powered by Laserfiche AI, you can integrate with external third party AI services through Workflow:

  • Workflow Custom AI: The Custom AI activity lets you define your own prompts to perform AI-powered tasks such as summarizing content, improving writing, or generating custom text outputs within a workflow. See Custom AI Task for more information.
  • Workflow AI Translation:The AI Translation activity enhances multilingual workflows by automatically translating text. The translation engine is context aware, which helps ensure domain-specific accuracy for government, education, and business use cases. See AI Translation for more information.

Supported Large Language Models for Workflow

Note: All Large Language Models (LLMs) must be OpenAI-compatible. Below are the known compatible LLMs with examples of modules available.

Name Type Authentication Example Models
OpenAI Cloud API key gpt-4
gpt-3.5-turbo
Ollama Local None llava-llama3
qwen2.5
Ollama Local Basic llava-llama3
qwen2.5
Ollama Local Client certificate llava-llama3
qwen2.5
LM Studio Local None qwen2.5-0.5b
llama3.2-1b
Jan Local None gemma:7b
qwen2.5:0.5b
llama.cpp Local None gemma-3-4b-it-BF16
Qwen2-VL-2B-Instruct-Q5_K_S