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Question

Search Template with value derived from ZoneOCR process

Updated May 6, 2014
asked on May 6, 2014

Hello…………

Our HR department wants to store appointment letters into certain employee folders.

Each employee folder has the employee template assigned.  The employee template contains 3 fields: 

  1. Employee Name+Last 4 of SSN  (Last, First MI + last 4 of SSN)
  2. SSN 
  3. User Identification Number (UIN).  

 

The employee folder name is equal to Template field #1 ....ie     Joe, Curley 1234

 

The dataset that QF will retrieve contains 731 individual employee letters.

Each employee letter is one page.

Each letter contains the target employee UIN …(template field # 3)….. 

 

I would like to know if/how Quickfields  can use the ZoneOCRed  UIN to search the employee template to obtain the employee Folder name in template field #1.

 

 

Thank you.

 

Dennis   

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Answer

SELECTED ANSWER
replied on May 6, 2014

Sure thing, Dennis!  Glad I could help!

 

Keep in mind, there are many different ways to accomplish the same thing using Laserfiche. Quick Fields would be able to do this without using Workflow, but you'll have to either write a custom script to search through the repository or maintain a database that connects the UIN to the "Employee Name+Last 4 of SSN" field.

 

In my opinion, using the suggested workflow above would be the easiest way to accomplish this. Is there a reason that you're looking to use Quick Fields exclusively?

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Replies

replied on May 6, 2014

Hey Dennis,

 

This process sounds better suited for Laserfiche Workflow.  When you scan in the appointment letters, you can save those to an "Appointment Letters" folder in your repository.  Make sure you save those appointment letter documents with the UIN in the metadata.  Once an appointment letter is saved, you can have a workflow kick off that retrieves the UIN of the appointment letter document that kicked off the workflow, then perform a search in the repository for folders that have that UIN in their metadata (you might need additional search criteria if you have many folders with this information in the metadata).  

 

Once you can come up with a search that allows Workflow to find the employee's folder, retrieve the field that contains the information you want!  At that point, you should just be able to use a "Route Entry" activity to move the appointment letters into the appropriate folder.

 

Hopefully this helps!  Let me know if you'd like any additional clarification!

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replied on May 6, 2014

Hi Rob...

Thank you for your reply.  I will probably follow your suggestion but just to clarify....Are you saying that QF is not able to search template fields in the scenario I described above?

 

Thanks...

Dennis 

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replied on May 6, 2014

I think you'll find that while Quick Fields can do what you are asking, it's not going to be ideal. Quick Fields is very good at image processing and data extraction, but when it comes to acting on that data in an expressive and flexible way, you want Workflow.

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replied on May 6, 2014

Rob and Devin........Thanks for the guidance.....I appreciate it.

 

Dennis

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