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Question

Access to forms on device licenses

How To Licensing Forms Laserfiche Ideas
Updated July 24, 2024
asked on July 1, 2024

Hello All,

Please can anyone help. We have a scenario where we are setting up device licenses for users to be able to participate in forms processes. We discovered late that device licenses does not have access to forms portal over web client and this is a show stopper for our whole project because there is simply not enough money to buy a license for everybody.

Please can someone help provide a workaround for this? I mean what can we do?

Access to the forms Portal is an integral part of the business processes we have designed.

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Answer

SELECTED ANSWER
replied on July 23, 2024

That is still Laserfiche Cloud documentation. It says right at the top "You are viewing a Laserfiche Cloud help topic. If you're not using Laserfiche Cloud, see the Laserfiche User Guide or Laserfiche Administration Guide." and mentions Laserfiche Cloud all over the page. 

They googled this and still found on their own Laserfiche documentation that says Audit Trail will not capture Participant User activities.

If a customer ever sends you a Laserfiche Cloud documentation link they found, but is asking about a self-hosted system, for any topic, you need to check for that and can tell them "This information you found is about Laserfiche Cloud, not self-hosted, and may not apply there. We will get clarification and get back to you."

Every single Laserfiche Cloud documentation page has the "You are viewing a Laserfiche Cloud help topic. If you're not using Laserfiche Cloud..." note at the top explicitly to help avoid confusion like this.

If you are referring to this table:

That's about the user license type required to access Audit Trail to run audit reports, not whose actions are audited. I agree it would be clearer if the table said "Audit Reports" to match the UI option as intended:

The Cloud Auditing documentation section includes:

  • Starter: Starter lets a privileged user configure which events will be logged for a particular repository. Auditing is performed on all users. No users are exempt, regardless of the privileges, feature rights, or access rights that have been granted.

And doesn't describe any limitations at all on what actions can be audited for a user based on their license type, because there aren't any.

The Laserfiche Administration Guide for self-hosted Laserfiche Audit Trail doesn't mention user license types at all, because user licensing isn't a factor in what can be audited (only the Audit Trail Edition and Forms Edition).

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Replies

replied on July 1, 2024

Hi Adeyemi,

Have you considered purchasing Forms Participant License Users?

https://doc.laserfiche.com/laserfiche/en-us/Content/userlicensetypes.htm#Particip

 

Participant User

The Participant user type is for individuals inside your organization that need to view documents in your Laserfiche repository and participate in Forms processes. To facilitate that, participant users can sign in through Active Directory Federation Services (AD FS).

  • Read-only access to document Repository and Forms processes.
  • Can utilize Active Directory Federation Services (AD FS) or Single Sign-On (SSO) option for authentication.
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View 8 previous replies
replied on July 1, 2024

Thanks Ivan. 
We considered this but dropped it because  Laserfiche will not capture Audit Trail of  Participant Users and also because Users need to make changes to a metadata field as a part of a workflow process.

I read somewhere  someone talked about Authenticated Participant License and Forms Kiosk. What are these and do they allow Web Client access to Forms at all?

Honestly, I dont understand the Logic of not being able to access Web client on licensed devices.

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replied on July 1, 2024

"Licensed devices" doesn't make any sense in the context of a web application like web access. These are devices that are licensed to connect to the repository, which in this case is the web access server itself. Presumably you were wanting to license devices to run browsers to connect to the web client to connect to the repository, but that's not how device licensing works.

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replied on July 1, 2024 • Show version history

I need to set the record straight re:

Laserfiche will not capture Audit Trail of Participant Users

This is incorrect. Laserfiche Audit Trail's ability to capture audit events does not depend on user license type. Audit trail can capture repository actions for any user with any (or no) license type assigned.

If you read that Participant users actions can't be audited in any official written source from Laserfiche, please let us know where it is so we can correct or clarify the information.

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replied on July 1, 2024 • Show version history

Hello Samuel,

This document actually says no audit trail tracking for Participant Licenses.

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replied on July 1, 2024

Thank you for bringing that to our attention. There is an error in the chart and we will correct it.

The "Audit Trail Tracking" value of "On each account" should cover both the "Named Full User" and "Participant/Community" user columns with no | bar between, just like the "Access Through" row above it.

Participant/Community User accounts are audited.

I've removed the link since that document is not tagged for public distribution.

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replied on July 23, 2024 • Show version history

Hello Carson, 
Trust you are good.
This issue of Audit Trail capturing/not capturing Participant Users is creating some confusion. We have had no small embarrassment before a very big client on this. They googled this and still found on their own Laserfiche documentation that says Audit Trail will not capture Participant User activities. Below is the link:

https://doc.laserfiche.com/laserfiche/en-us/Content/userlicensetypes.htm#Particip

We need a definite communication from Laserfiche or at least correction of this literature that is causing this confusion. Its getting to look like Laserfiche is confused about its own products.

Can you share  your email so I can follow up with you on this?

 

Thanks

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replied on July 23, 2024 • Show version history

Hi Adeyemi,

I think you meant to share a different link. The one above is about WebLink Public Portal in Laserfiche Cloud. Neither the text on the page nor the embedded video mention Participant users at all. We are happy to correct or clarify any official literature that may be confusing, but need to know what exactly it is.

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replied on July 23, 2024

Hello Samuel,

Apologies I sent the wrong link.

Correct link is below

https://doc.laserfiche.com/laserfiche/en-us/Content/userlicensetypes.htm#Particip

Is there no other documentation where this is explicitly explained or stated?

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SELECTED ANSWER
replied on July 23, 2024

That is still Laserfiche Cloud documentation. It says right at the top "You are viewing a Laserfiche Cloud help topic. If you're not using Laserfiche Cloud, see the Laserfiche User Guide or Laserfiche Administration Guide." and mentions Laserfiche Cloud all over the page. 

They googled this and still found on their own Laserfiche documentation that says Audit Trail will not capture Participant User activities.

If a customer ever sends you a Laserfiche Cloud documentation link they found, but is asking about a self-hosted system, for any topic, you need to check for that and can tell them "This information you found is about Laserfiche Cloud, not self-hosted, and may not apply there. We will get clarification and get back to you."

Every single Laserfiche Cloud documentation page has the "You are viewing a Laserfiche Cloud help topic. If you're not using Laserfiche Cloud..." note at the top explicitly to help avoid confusion like this.

If you are referring to this table:

That's about the user license type required to access Audit Trail to run audit reports, not whose actions are audited. I agree it would be clearer if the table said "Audit Reports" to match the UI option as intended:

The Cloud Auditing documentation section includes:

  • Starter: Starter lets a privileged user configure which events will be logged for a particular repository. Auditing is performed on all users. No users are exempt, regardless of the privileges, feature rights, or access rights that have been granted.

And doesn't describe any limitations at all on what actions can be audited for a user based on their license type, because there aren't any.

The Laserfiche Administration Guide for self-hosted Laserfiche Audit Trail doesn't mention user license types at all, because user licensing isn't a factor in what can be audited (only the Audit Trail Edition and Forms Edition).

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replied on July 24, 2024 • Show version history

Thanks Samuel for this explanation. But I think that Laserfiche documentation and subject heading, like you mentioned, should be adjusted really. Even though this was a cloud topic, my assumption was that Cloud and Hosted both have the same features as far as audit trail is concerned. Even the client read it the way I did, that audit trail was not available meanwhile it is Audit Reports. I think that document should be updated

Any way thanks That  resolves a lot of flab. 

 

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replied on July 24, 2024

Thanks for your feedback regarding your reading of the help files. I've passed that along to our documentation team. 

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