Hello,
I am in the middle of a dilemma that I cannot figure out how to resolve. Perhaps the work overload does not allow me to see the options well or analyze my scenario better. That is why I am turning to you with the intention of getting some suggestions or guidance on the matter.
Scenario:
At City Hall, where we have had Laserfiche up and running for a relatively short time, we have created processes to automate several of their applications, which so far in that sense is going well.
Right now, they want to start scanning all the file folders they have of paper forms related to certain processes that are already automated in Laserfiche, with the goal of digitizing all their files within the Repository so that it is more optimized when searching for said documents, and it would also normalize all the information in one place.
These folders of forms and paper documents that they want to start scanning into the repository are mostly Business License Applications, which have about 6 to 10 types of documents that vary in the number of pages each group or type of document has depending on the type of process that had to be carried out depending on the business that required the license.
Within the Repository they want to save the documents in a logical structure similar to this: Year/Business License Application/Business Address/Business Name/ and here, depending on the type of document, a folder is created and the document associated with said document is stored within it.
For example, if the document being scanned is a Business License, it would be saved in this address: Year/Business License Application/Business Address/Business Name/Business License/Business-License.pdf
If the next document in that folder were an Agreement, it would be saved in something like this: Year/Business License Application/Business Address/Business Name/Agreement/Agreement.pdf
Where of course the name [Business Address] would be taken from the address of the document being scanned, as well as the [Business Name], and the other related documents.
What I have done so far (which I don't know if it is so or not)
I have created a Template for each type of document that is intended to be scanned and in the cases that are required I have assigned fields for data such as License Number, Business Name, Business Address, Expiration Date and Issue Date, which are editable fields where they could correct information in case the document was illegible.
Now here is my dilemmas:
Considering that the number of documents to be scanned is very large and this scanning process can take a long time, is there a way in Laserfiche to automatically save each scanned document in the repository based on the information assigned in the template fields? so that folders do not have to be manually created each time a document is scanned?
Is there a way or mechanism for when everything related to a business is scanned, as in this case, to be stored appropriately in the folder structure that one wants or defines or is captured from the template data itself?
Is there a way to semi-automate this type of manual process?
When a document is scanned and a template is applied, can a workflow be executed that can assist with this type of work of placing the document where one wants and the workflow places the scanned documents in the place that one can previously define?
I don't know, maybe at this point I'm asking myself too many questions, trying to find an optimal, logical and efficient way to eliminate steps for the clerks who are going to be scanning these documents and to ensure that all the information is scanned and organized, minimizing errors in the manual process of scanning documents.
Any help or recommendations in this regard would be greatly appreciated.