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Question

Quickfields - Using Captured Data to Lookup from Other Source

asked on June 1, 2022

Good morning everyone,

We are getting more comfortable with Quick Fields, and we want to take it to the next step.  We are able to capture data off scanned items, and now we  want to take the unique data from a scanned item and use it to look up the rest of the metadata for the document.  For example, an invoice is scanned in and the Quick fields captures the Vendor number.  We want Quick fields (or another process, maybe a workflow?) to use that unique vendor number to lookup the rest of the Vendor information in either a SQL table or a Excel Spreadsheet and use it to populate the metadata for the invoice.

 

Can anyone point me in the right direction to get started?  What worked well for you?  Is this something that can be accomplished fairly easily with the native tools in Laserfiche, or will we need to get into scripting to be able to do this?

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Answer

APPROVED ANSWER
replied on June 1, 2022

Take a look at the Lookup process in Quick Fields. Similar functionality exists in Workflow. Usually, if you expect your scanner operator to review the data, Quick Fields is preferred.

Dynamic fields is also an option if you want repository users to be able to set that metadata after Quick Fields releases the docs back to the repository.

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replied on June 1, 2022

If your scanner operator needs to review and/or correct data used for the lookup, you might also want to look at Real-time Lookup.

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replied on June 1, 2022

Tangent: is there any thought of merging the two processes, Jacob? I use the Real-time version so that operators can do updates if necessary. But the "regular" version is so much more visible whereas real-time is quite hidden so I think a lot of people still aren't too familiar or comfortable with it.

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replied on June 1, 2022

Nope. Well, yes, but that was not possible. Lookup is part of the document class, so it only runs when documents are processed along with the other processes. Having real-time lookup appear in the list of processes but run on-demand independent of the other processes when the user edits fields would be creating a whole lot of complications.

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replied on June 3, 2022

Thanks everyone - this is exactly what I was looking for.  What I thought was going to be a month long (at least) project turned out to be an afternoon of experimenting.  

Thank you all!

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