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Question

Office Integration Features

Integrations
Updated February 13, 2014
asked on February 2, 2014

 Hi, 

 

I need some advice and any possible alternative solution on below:

 

  • Tokens

These are available in Word but not Excel.

Can you please advise on the reason why same has not (or cannot) be implemented in excel. I need to update a client accordingly.

The client, for compliance reasons, needs to have their document paths (location in Laserfiche) in the footer of all the documents they create. We can manage on Word but not on excel.

 

  • The client also needs to have the version of the document as token

They also need the laserfiche version (for documents with versioning enabled) in the document footer as well. The client in on Rio 9.0.2. Is there a way to implement this feature on this version of LF or any alternative?

 

  • When Office documents are imported in Laserfiche, some functionalities of the office suite is lost. E.g. we can no longer compare documents in MS word since Word cannot find the document is Laserfiche. Can you please advise why?

 

  • Wrt above, there is a feature on office to notify users when locked documents are available for editing. The notification is a popup on windows and the user is immediately alerted.This feature no longer works when the document is in Laserfiche. I know that a lock icon is displayed on Laserfiche when a document is already open but there is no notification when this document is available. The complaint from this client is that users need to constantly check LF and they have lost a feature previously available. Please advise how we can help them.

 

  • Once a document is imported in Laserfiche, users lose the ability to open a file with different programs as with Windows. Laserfiche opens a file with the default program set in windows. Some users work on the same type of file with different programs. The users find it counter-productive when they work on a number of files to export, modify with alternate application, import back into Laserfiche, fill in their metadata template again, leaving room for errors in filing. Please advise if there is any solution to allow same or any technical reason why this feature is not available.

 

  • When saving emails to Laserfiche, the client wants to remove email signatures to save space. These images embedded in the email are visible when saving attachments using the LF integration but only the actual attachment can be selected/ unselected. Is there any any technical reason why we cannot do so?

 

Many thanks for advising on the above.

 

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Answer

SELECTED ANSWER
replied on February 13, 2014

All the other three points looks like a feature request.

 

  • Release of entry lock notification can be partially implemented with workflow for all the checked-out entries only. Workflow has a starting rule for entries changed and within that we can set a condition to track only for entries that are checked-in. This workflow can send an e-mail to a group when any entry is checked back in and therefore notifying the release of entry lock.  In all other cases when an entry is locked, say because workflow is making changes to it, the locking period is only for a fraction of seconds, so we don’t need to worry about a notification in those cases. But in case a user opens an electronic file (instead of checking it out), the system places a lock on the e-document. There is no automatic way of tracking the release of such locks as of now.
  • All e-docs in Laserfiche open up in their default native application. If we need a feature to select from the list of all the installed applications, then that will be a new feature request. You have a good use case for it. Feel free to post it. One suggestion to make will be to make sure that the default application to open documents of a particular type/extension is chosen to be the one that the client usually work with, so that they don’t have to switch to another application every time. Laserfiche will automatically open e-docs in the new default application.
  • Because the images in an e-mail are embedded in the email itself, they must be saved along with the email else the email will lose its originality. If these images which are mostly company logos are removed from the email before saving them to the repository, it will also not appear as an attachment. That means users will need to clean up the email before saving them. While I will also wonder how much extra space we are concerned about here, if there is a need to have this feature please feel free to submit a request for it. By default it will be un-selectable when saving an email with images as shown in the attached screen shot. You may also want to check our Integration Marketplace for email archiving options.
Entry Checked-in rule.jpg
Email Attachment.jpg
Entry Checked-in rule.jpg (124.34 KB)
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Email Attachment.jpg (124.02 KB)
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Replies

replied on February 13, 2014
  1. Token Feature in Excel – We already have a feature request to include this feature for other office products including excel. Our team is evaluating that when it will be possible for us to release this feature. As of now, for your customer, you can create a Workflow which will be triggered for every excel that gets created in the repository. That workflow will add/update the excel footer to include all the information like path, etc. You will have to do some scripting in Workflow in order to edit the excel footer. Lots of references like this are available online.
  2. Version as token – A workflow can be used to add/update Laserfiche document version number in the document footer with the use of some custom script.
  3. Comparing word documents for changes – If you are talking about the “Track Changes” feature of Microsoft word, then it should work even for word documents stored within Laserfiche. There should not be any loss of feature irrespective of where it is stored. I tested the same on a document it works perfectly well. If this not what you were referring to, then please elaborate. The Microsoft track changes feature is one way of tracking changes. You can also use Laserfiche version control to compare the changes between versions of word document. Attached is a screenshot and here is a documentation on how it can be done.
Compare Versions.jpg
Compare Versions.jpg (198.02 KB)
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