Question

Imported PDF doesn't go to new version

Web Client Laserfiche Version 10

Updated June 28, 2017

asked on June 27, 2017

I have a PDF that was generated from Visio that is imported to Laserfiche in a versioned folder. This PDF does not have LF pages generated because the Visio icons change to show the hyperlinks they represent, not the Visio icons themselves. This worked fine the first time the document was imported.

Document is a flow of the corporate business processes and gets updated (at least) yearly. When importing this year's version of the document, it wants to create a new document vs. creating a new version of the document.

But, if a Laserfiche Admin does the import, it will ask to create a new version when it recognizes the naming conflict.

But, at the same time, the user importing the document, CAN import other PDFs that do have LF pages and be prompted to create a new version when it recognizes the naming conflict.

Assuming this was a rights issue I made sure this user had the same as the Admin user, both at the folder level and in the admin console (excluding any admin privileges). The user still cannot do the import and be asked to create a new version.

Is this related to a right to the electronic document that I'm missing for this user or something else? Looking for some advice please.

6-27-17 name conflict no ver.PNG (32.24 KB)

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6-27-17 name conflict ver.PNG (21.49 KB)

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SELECTED ANSWER

replied on June 28, 2017 • Show version history

Michelle,

I was able to reproduce this yesterday on my system here. I was working with a Word document that was already in Laserfiche and was version tracked. When I edited the Word document outside of Laserfiche and tried to simply import it directly to the Laserfiche folder with the version tracked Word file I was asked to rename or overwrite. I had to take a different step to upload a new version for that Word document.

In the Metadata pane when selected on the document please select the Versions link. In the case of the screenshot below (2 Versions)

From there I clicked the import button.

Then select browse.

Find your file then select "OK"

This will create a new version of the document for you.

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replied on June 27, 2017

Can you describe the workflow a little bit better? Is the user editing the stored PDF or making a change in Visio and creating a PDF and then dropping it in LF? I would like to reproduce your issue here in our testbed.

Can you also tell me the rights this user has to the folder and feature privileges that they have?

Regards,

John

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replied on June 27, 2017

User is editing the Visio document and creating a PDF.

User is then importing into LF.

User effective rights and access rights attached. NO privileges

6-27-17 rights.PNG (15.5 KB)

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6-27-17 rights2.PNG (7.01 KB)

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6-27-17 rights3.PNG (55.04 KB)

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6-27-17 rights4.PNG (34.53 KB)

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replied on June 27, 2017 • Show version history

If the document is versioned in Laserfiche, adding as a new version is the same as replacing the file. It will just retain the version history. If the document is not already versioned, then you are prompted to replace the document instead. The only difference is the version history is retained.

Added: If what you mean is that the user is not getting prompted to add a new version in the first place, check if the document in question is indeed versioned. It's possible to have a folder setup such that newly created documents are versioned but where existing documents might not be (this can be force propagated, but isn't automatic).

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replied on June 28, 2017 • Show version history

Justin, Yes, what I meant is that the user is not getting prompted to add a new version in the first place. I did check that the document is versioned and can see that in the metadata.

This folder was set to versioning and all documents imported afterwards. The original version of this document was imported into the versioned folder several months after this folder was setup.

The only difference between this PDF and the others in the folder is that no pages were generated for the PDF on the import.

I want to be able to grant my user the rights to manage this document, but NOT give Admin rights. And I'm not even sure what rights allow the import, so looking for some thoughts. Thanks.

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SELECTED ANSWER

replied on June 28, 2017 • Show version history

Michelle,

In the Metadata pane when selected on the document please select the Versions link. In the case of the screenshot below (2 Versions)

From there I clicked the import button.

Then select browse.

Find your file then select "OK"

This will create a new version of the document for you.

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replied on June 28, 2017

John, I worked with my user to implement this process and it worked here too. Most other documents in the folder are Word or Excel and we use the Check-out/in process to manage those with no problem.

So this is the option for when a straight import doesn't allow the document to come in as a new version. I will need to advise users that this would be the best method to use to keep entry consistent.

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