Smart Fields

The AI-assisted field extraction feature allows you to configure your fields such that field values will be extracted from the document and populated in the field without manual user input, using Laserfiche AI. You can determine whether a particular field will allow automatic extraction on a field-by-field basis. For example, you may want to automatically extract applicant information from a set of HR documents, but have members of the HR group manually set the application status field. This allows you to reduce the time users spend manually filling in fields where the information is present in the document, but still leave appropriate field population decisions in the hands of users.

Using Smart Fields

For information about using smart fields elements, see the following:

Security and Auditing Considerations

In general, 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. See the Laserfiche Trust Portal for more information on data security in Laserfiche Cloud.

AI-Assisted Field Extraction

A user must have the Manage Templates and Fields privilege or the Modify Definition field access right for a specific field to enable AI-assisted automatic field extraction and specify a prompt for that field.

When field values are automatically generated by the Laserfiche Repository Server, no special rights are required. To perform manual extraction and store an AI-generated field 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 will generate values based on the redacted text, to ensure that protected information cannot be accidentally exposed.

If auditing of field value population is enabled, Audit Trail will specify the user who manually initiated field extraction, and will indicate that it was done automatically by the server for automatic field extraction.

AI-Assisted Template Selection

A user must have the Manage Templates and Fields privilege or the Modify Definition template access right for a specific template to mark that template as eligible for automatic selection.

When specifying a template using the Automatically select template and extract values button, templates will only be automatically selected if the user has the Read template access right for those templates. The user must also have the Write Metadata entry access right for the document. If the template is selected using the <Automatically select template> option in the template dropdown, the template will be selected by the server and no special rights are needed.

If auditing of template selection is enabled, Audit Trail will specify the user who manually initiate template selection, and will indicate that it was done automatically by the server for automatic template selection.

AI-Assisted Tag Classification

A user must have the Manage Tags privilege to mark tags as eligible for automatic selection. If the tag is a security tag, they must have also been granted that tag.

When specifying a tag using the Automatically select tags button, tags will only be automatically selected if the user has the Write Metadata entry access right for the document.

If auditing of tag assignment is enabled, Audit Trail will specify the user who manually initiated tag selection, and will indicate that it was done automatically by the server for automatic tag selection.

Getting the Most Out of Smart Fields

Learn how to write clear, detailed prompts that improve the accuracy and usefulness of AI-generated results. Effective prompting helps ensure Smart Fields and Smart Chat return well-formatted, reliable information that can be confidently used in automation and decision-making.

Prompt Design

Prompts for fields configured for extraction, 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, see Smart Fields Templates on the Solution Marketplace. These templates can be imported into your repository 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 retrieve data from the first ten pages of a document, information relevant to your prompt in any succeeding 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. See Service Limits for more information.

Language Support

AI-Assisted Field Extraction

AI-assisted field extraction officially supports printed text, forms, and tables in a variety of languages. See Laserfiche Language Support for more information.

Supported Formats

Smart Fields can be used on text-only documents, documents with image pages that have been OCRed, 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.