Question

Quickfields- Docs stuck in session- do not store in Laserfiche

Quick Fields Version 10 Laserfiche

Updated August 9, 2018

asked on July 26, 2018

On several Quickfield's session, there are usually a few docs that do not store in Laserfiche. When I open the session and click on "store", I see that the issue has to do with "the document name was not specified" or "cannot store field data". This is caused because Quickfield's could not read the metadata on the document and is therefore some fields are empty. Is there a way for Quickfields to be able to always store documents, even if it is missing metadata fields that it could not pick up?

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replied on July 26, 2018

What I've done to address the issue is to create one Document Classification at the very bottom of the session profile called "Document Identification Error"

If any required fields are missing/empty, it fails the identification conditions of the earlier classifications, and it it fails on all of them it reaches the Identification Error classification.

In that classification, I set default values and a different template so it can be stored.

Another option would be to use tokens to set defaults for your name and required fields, then use a condition: If the values are not empty, update the token with the new value, otherwise leave it unchanged and you guarantee there is a valid input.

Then, you apply the token to your field(s) instead of applying what you read from the document directly. If it couldn't read the document you get the default instead of nothing and the process shouldn't break.

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replied on August 2, 2018

I think this would work if the documents do not classify. In my case, the documents do classify, but some of them do not pick up the rest of the metadata like the account number, therefore they do not store in Laserfiche.

I'm still trying to think through your second option.

Thanks.

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replied on August 8, 2018

Another option that was suggested was to remove the tokens/lookups on the Quickfields session classifications and create a workflow that will perform those lookups instead. By doing it this way, all the documents will be processed and stored since it does not need all the metadata to be filled. Our doc mgmt staff still has to go through these documents to verify that the metadata has been picked up, but this eliminates IT from having to manually store documents that get stuck on a daily basis.

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replied on August 7, 2018

A catch-all document class will work if the session only has one document class. I have some sessions that have several document classes and it wouldn't be useful to have a catch all class assigned.

I just look at the unidentified documents section and right click and select the document class it should belong to. I check the "run processes" checkbox and add the metadata manually.

It gets tedious if there are a lot of documetns not being identified but it ensures everything going into Laserfiche has the correct template and has the correct processing done to it.

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replied on August 7, 2018 • Show version history

What do you mean? I have 5 document classes (not counting my Catch-All).

If a document does not meet the conditions for any of the 5 classes, then it hits the Catch-All.

I think it depends more on how they are configured with first/last page identification.

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replied on August 9, 2018

A catch-all isn't helpful (for me) because I scan several kinds of documents at the same time that all require different processing. If a document is not in the correct class Quickfields won't do the correct processing.

For me, it seems a lot more effective to let documents fall into "Unidentified" and manually classify it before saving.

I realize that everyone has different needs and a catch all may be an effective solution for some users.

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replied on August 9, 2018

I guess I'm not completely understanding your circumstances. Our document classes also process things differently like you are describing, the "catch-all" just replaces the "unidentified" group with something that keeps them from getting stuck in Quick Fields, but ours are running with the agent not an active user, so maybe that is the difference.

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replied on August 9, 2018

We don't use Quickfields Agent. We are running the session manually. It makes sense to use a catch-all if you're running the session with Agent.

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Quickfields- Docs stuck in session- do not store in Laserfiche

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