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I just finished setting up Quick Fields to take my batch scans of the year's Tax Notices: separate the documents into the right numbers of pages (per account), rename them for the target folder, and fill in all the appropriate metadata. Works great!
I haven't found very many other good uses for QF's at our County. I'd like to use it more. All the incoming mail and invoices have too many variables to use QF for bulk scanning. I'm curious to know what other types of documents local governments use their QF's tool for.
We have several departments with Correspondence from taxpayers. I setup coversheets that capture the basics for each taxpayer and then use QF's to send it to dated folders. The coversheets have info like: FEIN/SSN, Taxpayer Name, Tax Year, Form#/ Description, etc. Then I will file the documents by Form # / Year / Month / Day folders. The coversheet is the only thing read by QF to use for processing and filing. Many of these documents range from 2 - 1000 pages.
I hope this helps you with some ideas! Ours are endless with this type of processing.
Good Luck,
Robin Haynes
Oklahoma Tax Commission
Here's a topic I'd like to start a debate on:
What is the best way (in Laserfiche) to set it up so that when staff do a search, they only see results for the most current policy or procedure, or bylaw, etc, on a certain topic?
Thx, Connie Prendergast, Flagstaff County
I just finished a little project for the Town Clerk's office where Quickfileds scans in all the approved resolutions and breaks them into individual files.
Another plan I have if to use QF to help clean up my property address files that have many legacy images in them. I have existing documents that need to be broken into smaller pieces. I plan on using QF to do the heavy lifting.
Thanks for sharing Connie!
My first thought is to use WebLink. That way you could make it available to all users whether or not they have license. Just have WebLink sign in automatically with one licensed user.
The other factor is the date. They date would have to be present in the metadata. Set the WebLink page to sort on the date and the most current will be at the top of the results list.
Couldn't think of how to tell the search syntax that you want the greatest (most current) date...
I guess you could also kick off a business process and have Workflow email the result to you. Since it will only be a single document, it will probably fit into an email.
Chris, you're right... our naming convention means that a person could check the dates. And the Workflow idea... hmmm, interesting. Not sure how I would do that. Some new thoughts:
If someone were to search for their own job description and we had made a number of changes over the years, they would get each version of it. So how would they know which one was current?
They could sort the name column as all our docs' names start with the year, or they could sort the Last Modified column and check the dates.
Would every person in this office know to do that? Many hate computers and do/learn only what they have to.
Is the Last Modified date a guarantee of the most current? (It wouldn’t be if someone had happened to go into an old one and played with some old wording that they might want to use elsewhere in another document.)
Location would be an indication… was it archived? … or is it residing in the current HR folders? We do an auto archive workflow at the end of each year, pulling out the year's documents to the retention folders (leaving behind shortcuts where needed) and changing the names to include the word ARCHIVED, which would be a good indicator.
Thx, Connie Prendergast, Flagstaff County