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Question

Automatically file miscellaneous documents

asked on October 16

I'm using Quick Fields with Quick Fields Agent. I have several types of documents of varying quality and miscellaneous documents all in the same input stream.

I can identify various documents and put each in its document class, but sometimes identification fails either because it's a miscellaneous document or because the quality is too poor. I need to process all input, including these miscellaneous documents.

My problem is that the miscellaneous documents don't file automatically to Laserfiche even though, in my session settings, I have selected to send documents to Laserfiche "Immediately". I also have also configured a template and folder path for unidentified documents. I can file these unidentified documents manually but I want them sent to the repository without intervention after I get Quick Fields Agent set to process them automatically.

I tried to "identify" the document as miscellaneous using a condition that would always be true, but that doesn't work because some documents have multiple pages and I don't want to start a new "miscellaneous" document unless I'm actually on the first page of an incoming document.

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Answer

SELECTED ANSWER
replied on October 20

Here's just some thoughts that may or may not be useful, but hopefully it'll spark some other creative ideas.  Yes, there are a few assumptions made, but maybe there's a few morsels in there you can pick and choose from.

First, with the unstructured-ness (misc) and scan quality issues, there's always going to be some level of manual intervention, right?  My goal would be to offload as much of that to the user as possible, and try to prevent it upfront.  Can the users use re-usable coversheets just to get the document type identified?  Can they take ownership of putting the content in specific folders, depending on document type?  I usually handle this by creating buttons on the printer that map to those folders.

 

Then, I'd use Import Agent first.  That ensures the content always gets to the repository, and that multi-page misc files are intact.  Put all the documents in the Misc folder, then have Quick Fields process files from that repository folder.  Whatever's left over will need manual intervention .... but now that it's in the repository, there's opportunity for the user to take ownership of the cleanup.  Yes, you will still have to clear out the unidentified docs from the Quick Fields session, but your content already made it to the repository, so it's much less critical to access the session in a timely manner.  If I have time, I'm also going to add script to my session that will alert me periodically when there are actually unidentified docs, so I'm not wasting time popping in there when there's nothing to clear out.  

 

Hope this helps in some way.

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replied on October 20

Thank you for the thoughtful answer, and it has ideas for the scanning situation, especially the idea of running Import Agent after scanning. I'm going to mark it as an answer for people in that situation.

I'm getting the documents from incoming emails using the Laserfiche Email Archive, and the purpose of the Quick Fields is to extract information automatically to the extent practical before these documents are viewed by a person.

Fortunately, I discovered that when I run the Quick Fields session from Quick Fields Agent, it automatically files unidentified documents in the specified folder, so that solved the problem I thought I would have before I configured the agent.

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