Question

Classify Documents by parsing text in the Filename using Quick Fields?

Quick Fields

Updated August 6, 2021

asked on August 2, 2021 • Show version history

I'm trying to migrate a bunch of pdf's to Laserfiche using Quick Fields. The pdf's were all created with filenames that contain an EIN, and document description text of various forms like:

11111111_Employee Onboarding_date.pdf

11111111_i9.pdf

123424224_US W-4.pdf

545454545_Direct Deposit Selection.pdf

Using the %(Name) token, I can get the EIN number and use that to create the Document Storage Repository folder with the same name as the EIN (111111111) but I cant seem to get it to differentiate between the documents based on filename.

For Example, I want all of the files for Employee number 111111111 to be in the repository sorted as such:

\REPOSITORY\Company\111111111\W4s\

\REPOSITORY\Company\111111111\i9s\

\REPOSITORY\Company\111111111\Onboarding Docs\

and to identify them, all I need is to extract the relevant keyword from the filename. I'm also assigning metadata based on that as well.

00_ScreenAssignSSN.png (126.05 KB)

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01_ScreenDocumentStorage.png (103.9 KB)

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02_ScreenFirstPageIdentify.png (143.2 KB)

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replied on August 6, 2021

I found the missing key! I put the filename in a token under pre-classification, Then used the IDENTIFY TOKEN tool under document classification, and set the condition to "If the token FileName contains ... W4..." for the W4 document class and "If the token FileName contains I9" for the i9 document class...

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replied on August 3, 2021 • Show version history

Hi, i would use OCR Omni Zone to extract the EIN and then use the Token Dialog to format your folder name an needed?

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replied on August 3, 2021

Hi Steve,

Just throwing it out there, is there a reason you're using QF instead of workflow?

Cheers!

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replied on August 3, 2021

Yeah, if you can't get what you're looking for in QF then I would scan it to a folder in the repository called,"*Documents to file". And then have WF capture any documents in that folder and have WF be the work horse as well.

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replied on August 3, 2021

It looks like you have separate document classes for these documents. So you can just add the subfolder name in the path in your second screenshot:

\REPOSITORY\Company\%(Name#<^\s*(\d{9})>#)\W4s\
\REPOSITORY\Company\%(Name#<^\s*(\d{9})>#)\Onboarding Docs\

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Classify Documents by parsing text in the Filename using Quick Fields?

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