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Question

Question

Single user uploading files as PDF

asked on June 12, 2024

Users are dragging and dropping files to upload into Laserfiche Cloud. These documents usually show up as the default Laserfiche filetype. 

 

A newer user is doing the same process, but their documents are uploading as PDF and seen as a electronic filetype. 

 

Due to this file being seen as a PDF, users are unable to use the following functions:

- PDF file cannot be combined with non-PDF filetypes in Laserfiche 

- Several Laserfiche functions are unavailable for the PDF file vs non-PDF files 
Laserfiche filetype vs. PDF filetype > Note the greyed out functions 


Users have confirmed there is no difference in setup or process between the user uploading as PDF filetype vs. other users uploading as normal Laserfiche filetype. 

Does anyone have an idea on why this is happening?

 

Is there a way to convert the PDF to the Laserfiche filetype? 

 

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Answer

APPROVED ANSWER
replied on June 12, 2024

This should be in the user settings.

Tools > Options > New Documents > Settings

  • Generate Laserfiche Pages - creates TIFF pages from the PDF
  • Keep original PDF files - determines if the PDF is kept or discarded after page generation

 

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Replies

replied on June 12, 2024

@████████You are amazing! Thank you so much. 


Do you happen to know if there's a way to convert or fix the files that have already been uploaded as PDF? 

Thanks!
Terra Lane

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replied on June 12, 2024

Yes, you can select the document in the client, then from the main toolbar the options you want are both under Tasks:

  1. Generate Pages - creates TIFF pages from the PDF
  2. Delete Electronic File - removes the PDF from the document entry

Automating this would be a bit more work; in Cloud I believe you'd need to use Quick Fields and it could be more work than just fixing them manually.

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replied on June 13, 2024

Thank you so much @████████! You are a life saver. 

 

It looks like the user already has Generate Laserfiche Pages checked but Keep original PDF files unchecked. The user is still uploading documents as PDFs. 

Do you have any suggestions for other settings I can check to prevent this user from uploading PDFs?

Again, thank you so much for all your help! 
Terra Lane 

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replied on June 13, 2024 Show version history

Those two settings are 100% the ones controlling the behavior, so it sounds like their settings were changed after the fact or there's something else going on.

The problem is that you don't actually want to prevent them from uploading a PDF otherwise they wouldn't be able to convert them; what you really want is to not store them as PDF, which is quite difficult to enforce.

There's not really a way to outright block users from storing things in a specific format, especially since anything you add/upload has to get to the repository before it can even be converted to native pages (i.e., even if you could block PDFs, you can't convert them if they can't get into the repository).

You could set up workflows with rules to look for new entries with an electronic document component so you could detect this and either send a notification or run some additional processes, but realistically this is one of those procedure or training issues that's hard to address programmatically because there are so many holes you'd have to try and plug.

A phrase we commonly use among our dev team is "you can't program accountability" which basically means that sometimes an excessive amount of work is required to only partially mitigate issues that are more easily avoided if people just followed an established process/procedure.

You can take other measures, like setting default attributes in the Everyone group so all new users start with the desired settings, but at the end of the day no matter what you put in place people will find a way to cause issues because you can't really stop them without revoking necessary permissions.

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