Question

Can I assign Import Profiles for everyone via the Everyone user?

Laserfiche Version 10

Updated June 23, 2017

asked on July 11, 2016

Can I assign Import Profiles for everyone via the Everyone user, in the same way that I can copy Saved Searches and Column Profiles for Everyone? It looks like I should be able to. What steps do you recommend (literal: Step 1, Step 2, etc).

There's Copy & Paste, which I've done before for Saved Searches etc but can only do if the window has room to click into a blank space at the bottom (the window is too full now).

There's an Import button, but I cannot seem to see where to browse to when trying that button.

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replied on July 11, 2016

Find the import profile in your user attributes, it begins with [ImportProfile]. Select it and export it, this will create an XML document. Then from the Everyone group attributes tab, import that xml file.

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replied on July 11, 2016

Robert, I just checked with some individuals to make sure they can now see and use these Import Profiles. They don't appear to be there. I had one person log off and back on and it wasn't there. Yet, I also added a new Saved Search in the same manner, and it was there. Any suggestions as to why the Import Profiles wouldn't be showing up for Everyone yet?

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replied on July 11, 2016 • Show version history

It should show up in the import dialog dropdown:

but it won't show up in the options dialog because that only shows the import profiles the current user can modify.

Edit: correction, it should show also show up in the "Default Profile" dropdown so that the user can choose it as the default:

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replied on July 11, 2016

Excellent! Thank you.

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replied on July 11, 2016

Hi Connie,

Yes, you can push out Import Profiles to all users in the repository by saving the attribute to the Everyone Group. The process works the same as with Saved Searches and Column Profiles. Specifically, you'd want to

Create an Import Profile in the Client/Web Access UI with a test user.
Copy the attribute for that newly created Import Profile from you test user (in the Admin Console).
Paste the attribute to the Everyone group.

You can right click anywhere in the attribute listing and click paste. Don't worry about overwriting the attribute you right click over- pasting will append the attribute to the list, not replace it.

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replied on July 11, 2016

That's good to know, Ryan, because I was very worried about overwriting something if I just right clicked overtop of other things before pasting into that window. Thanks for that tip!

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replied on June 21, 2017

Hi Connie,

In thinking about metadata, I'm wondering what profile would apply to all users. Would you mind sharing the characteristics of the import profile?

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replied on June 22, 2017 • Show version history

Hi Robyn:

We no longer use this tool for bringing in emails for two reasons: 1) Staff were not being careful about attachments, which were getting lost within the Outlook Email format that it was saved in LF as. 2) MS Email formats in LF may not be able to be viewed 10 years from now. (We bring emails in now using LF Snapshot, which definitely takes more time, but solves both of the above problems.

The Import Profile that I set up is as follows. Not sure if it will help you, but ... (and I never did get the tokens for the name to work the way I had imagined they should, so I had a WF that would correct the name immediately after the emails were brought in):

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replied on June 22, 2017

Thank you, Connie, for taking the time to respond.

Could you clarify how you bring in emails via snapshot? Right now I generate the pages of email in order to get that .tif format for preservation. Is that what you mean?

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replied on June 22, 2017

Laserfiche Snapshot Printer is a tool that you can buy. It works similar to the Adobe printer tool. You have the document (or email) open on your screen and press Print, then pick the LF Snapshot Printer, then it gives you a window to choose the name, destination, template etc to assign to it, and it takes it into your LF repository intact as a tiff (well, ours is set to bring it in as a tiff).

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replied on June 22, 2017

Yes, we use Snapshot. this sounds like a lot of work; however. "Generating Pages" also creates a tiff which you can do pretty quickly in the system. I suppose the only issue is if someone opens the .msg file and changes it in some way (but then it'll still come up if you search form .msg files with no pages, at which point you can regenerate pages for preservation purposes.)

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replied on June 22, 2017

Generating Pages didn't resolve our issue of staff forgetting there were attachments within the email that didn't get put in the proper folders. ie, Agreements, Invoices and sometimes numerous attachments that should have been put in separate folders. For instance, the agreements must be in the agreements folders so that our CAO's assistant could monitor renewal dates, and the invoices needed to be in specific folders in order to go through the Accounts Payable processes.

We also found that generating pages as you do sometimes error'd out for us, or our staff would forget to generate pages and I would do it, which would put my name on the header of the image page, which we didn't want.

Once we got used to using the Snapshot tool, we realized that it wasn't really more work than bringing in any other document. You still have to name and template the document at some point (unless you are using the Import Profiles, which can be very much quicker!).

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replied on June 22, 2017

Robyn, has your office looked at the eManager integration software? It looks like a good product, although we haven't purchased it yet due to the price. Maybe one day we will. http://www.integratedcma.com/email-manager-overview/

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replied on June 22, 2017

All good points. I really appreciate your responding.

I've followed the advice in a previous thread: shrinking the header in printed pages so my name doesn't really show up at the top (or at least not as large). I suppose I just think training folks on filing attachments separately is easier than snapshot, as it's not that intuitive to file through the "printing" option.

It is the same for us, an email tool such as this is quite expensive. We're still in the planning phase of rolling out the software, I'm just trying to find the bugs before we launch departments. We may use an email software tool eventually though.

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replied on June 23, 2017

If you have lots of questions, feel free to reach out to me. I've been here from day one of this project and was hired to get this Laserfiche implementation project up and running. cprendergast@flagstaff.ab.ca

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replied on June 23, 2017

Thank you, Connie!

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Can I assign Import Profiles for everyone via the Everyone user?

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