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Users without security rights will see a black or white area, instead of the image or text behind it. You can add comments, view the creator, view the creation date, and see when a redaction was last modified. You can also mark it as protected or private. Marking redactions as protected prohibits users from modifying them. Marking them as private prohibits users from viewing them. Laserfiche security can be divided into Feature Rights, Access Rights, Permissions and Tags. Feature rights make up the actions a user can take as part of their global security profiles, while Access Rights allow those actions to be fine-tuned based on the type of object to which rights are assigned. Access Rights control user access to folder structures, documents, document annotations, volumes, and metadata. Permissions provide the ability to distribute administrative functions without providing system-administrator level access. Security tags are a way of dynamically assigning security to documents. Tags are user definable and represent the sensitivity level of the documents to which they are assigned. The access level of users is determined by the tags to which they have been granted access. 24 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Encryption can be enabled for content in transit and at rest. Content in transit can be encrypted by leveraging Secure Socket Layer (SSL) and Transport Layer Security (TLS), which are cryptographic protocols used to encrypt and secure communications. Additionally, you can encrypt files in Laserfiche at rest, using Laserfiche’s built in (AES-128, AES-192, or AES-256) volume encryption option. D. Court calendar case management and integration features with Microsoft Exchange/Outlook and Teams. MS Office Integration Office Integration is a Laserfiche component that allows users to take advantage of Laserfiche features when working with Microsoft Word documents, Excel spreadsheets, PowerPoint presentations, and Outlook messages in their native Microsoft Office applications. With Office Integration, you can quickly save files to Laserfiche directly from Office applications, update Office documents already in your repository and easily attach Laserfiche documents to MS Outlook e-mails. The web client installation now includes the Laserfiche Document Preview Service, which allows you to display Microsoft Office documents directly in the document viewer or the folder browser preview pane without needing an Office Online installation or account. This allows users to easily view their documents without needing to download them or use Office Integration. Users can still take advantage of the Office Integration for editing documents, and sites with Office Online can also edit documents directly in the browser for co-authoring as well. Opening Office documents have also been streamlined, as they can be opened with a single click. In addition, users can now create Office documents directly in the repository without needing to first create them externally and import them. Save Files Directly to Laserfiche in Office Applications Save to Laserfiche from Microsoft Outlook Laserfiche offers two ways to import documents from Microsoft Outlook to your repository. You can automatically save selected emails to a default folder, or you can manually save documents and modify their destinations and properties during the import. If you choose to save documents automatically, you can configure how they will be saved, and you can use tokens to dynamically store them in your repository. Automatically Saving Emails to a Default Folder Automatic email import will send your emails to the default folder specified by your administrator in the Administration Console, using the default email settings configured there. (These options can be configured dynamically. For instance, your administrator could configure Laserfiche to store emails in folders corresponding to the email sender's name.) Because these settings determine how the emails will be imported, you can import them with a single click. 25 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Manually Importing Emails to Your Repository When saving an Outlook email to Laserfiche, you will be prompted to provide certain information about the document. You must provide a name and destination for the new document in Laserfiche. (By default, the document will use the subject of the email as its name.) You may also provide field and tag information for the document. Save Attachments to Laserfiche from Microsoft Outlook Just like when manually saving emails to your repository, you can choose to save only the attachments in a particular message or messages directly to Laserfiche. You must provide a name and destination for the new document in Laserfiche. (By default, the document will use the file name of the attachment as its name.) You may also provide field and tag information for the document. Microsoft Teams Integration with Laserfiche Using Power Automate (Microsoft), automation can be setup to retrieve new files added through Microsoft Teams since those files can be stored to a dedicated folder in SharePoint. Power Automate can then be configured to export that content to a network file location where Laserfiche Import Agent can be configured to retrieve those files and archive to Laserfiche in a preset folder structure in Laserfiche. E. Case statistics, tracking and fiscal reporting functions. Workflow business processes offer enhanced reporting features that provide a wide range of information. This information is available both during and after the business process instance runs. You can use the reporting tools to see which entries have been handled, which users and trustees have participated in the business process, and how long it took them to complete their assigned task. The specificity in business process reporting lets you see information such as: current instance name, status updates, participants, step instructions, and the duration of each step in your business process. The ability to see how long a business process waits at any given Business Process Step activity can be used to troubleshoot the business process. Information regarding the duration of sections of your business process can reveal bottlenecks and help you locate inefficiencies within your business process. Reporting and business process activities These activities, plus the Business Process Options dialog box, allow you to configure what information will be reported on and at what points during the business process that reporting will occur. • Business Process Step: The Business Process Step activity lets you define what sections of your business process should be reported on. Using this activity, you can also group together collections of activities that will be reported on as a single unit. Grouping activities that are not individually important, but are important as a whole, allows you to see reporting that is relevant to your business process. This activity can be configured to report on participants, instructions, resolutions, and due dates. • Update Business Process: This activity updates the business process's status and/or instance name. You can use this activity to update the business process to reflect a certain turn of events or a particular outcome of the Business Process Step in the reporting. Updating the status or instance name allows you to easily search entries related to a specific business process in the Laserfiche client applications. Learn more about searching by business process in the Laserfiche Client. • Update Participant: This activity, used inside a Business Process Step activity, will update the participant(s) configured in the Business Process Step activity. This allows you to assign step 26 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM responsibility without knowing the exact person who will participate; then, use this activity to retrospectively update the Business Process Step with the correct user. • Update Step Instructions: This activity, used inside a Business Process Step activity, will update the instructions of the step. This allows you to change this reporting information based on conditions or deadlines that have been met in the course of the step. • Update Step Due Date: This activity, used inside a Business Process Step activity, will update the due date for the step. This allows you to change the due date based on conditions or deadlines that have been met in the course of the step. • Associate Entries: This activity allows the business process details, shown in the Laserfiche client applications, to be added or removed from entries in your repository. You can also use this activity to replace currently associated entries with other entries; meaning that business process information will be transferred from one entry to the other. Forms Reporting Laserfiche Forms supports dashboards and reports that you can use to identify issues, glance at data, and filter time periods. Laserfiche Forms provides additional reports and functionality. • Process Overview - Process Overview reports detailed data about one process. The data includes instance, duration, and distribution overviews. • Performance - Performance reports detail the performance data about how quickly your process instances are being completed. The time it takes an instance to be completed is known as the cycle time. • Task Loads - Task Loads reports let you view which user tasks in a process are accumulating too many tasks and potentially creating bottlenecks. By selecting the process of interest and adding other criteria, you can generate a heat map that color-codes user tasks according to how many pending tasks they have or how many tasks they've accumulated per day. • Workload - Workload reports let you view how in-progress and completed tasks are distributed over users or teams. Custom Reports - Custom reports provide details about instance data for multiple processes on one report type. Only Process Admin and Business Managers (for all the processes in the report) can create and modify the custom report. Saved Snapshots - Saved snapshots capture a report when you take the snapshot. The snapshot includes the report type, filters, and column configuration, and excludes the underlying data in the snapshot. Report Schedules - Report schedules let you generate a saved snapshot based on a schedule, instead of generating one manually. Anyone who can view the custom report from which the snapshot is generated can also view the report schedule. 27 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM F. Public records request management. Public Records Request Proof of Concept Public Records Request Process This example shows how you can use Laserfiche to Automate Public Records Requests. In this sample you will see how Laserfiche Forms and workflow can automate Public Records requests. Create Your Process Diagram The Process Diagram will include how you would like to route the Form from start to finish. 28 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Forms Labeled for Each Step Once you have figured out your Routing destinations and end event, you will want to create a form tailored to who is submitting, reviewing, and fulfilling the request and what the archived request will look like. The Image here is what an individual will see when they click the link to Submit a Public Records Request on your website. 29 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Once an individual completes the request, they will be prompted with a Thank You Notification which alerts them of the request being fulfilled within X number of business days, they will also have the option to download, print or email the request for their own personal records. An Email notification is sent to the Department Manager/ Records Manager that a new request has been submitted. Within the email is a link to review the request submission Once the link in the email is opened the Department Manager/Records Manager can review the request and route to the correct department where the request needs to be fulfilled. On the right-hand side of the form, you can keep track of the action history for auditing purposes, at each step. 30 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Once the Department selected receives the email notification of the request, they can fulfill the request right within their form view. If the document is not in the Laserfiche Repository they can either upload directly to the form or drag-and-drop into their folder within the repository. In this example the Clerk finds the record and provides the Record ID. They can also add any comments to the request as well. Once the record is found the individual who requested the document will receive an email notification with a link to the document requested. 31 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Once the requestor clicks on the link in the email, they will be routed to the document in the Weblink. Here they can view, download, and print as a pdf the document they have requested. Reporting You can create custom reporting on any form that is created. With the Laserfiche Cloud You can track the progress of your team’s engagement. This can be done by selecting the Operational dashboard and the business process. 32 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Configuring a Secure Payment Gateway This is an option that can be provided as an additional form. Additional information would be needed on what type of payment gateway is being used. G. Secured data storage on-site and off-site. The County’s Laserfiche system is securely stored in the County server environment already. H. Technical support. The Laserfiche Support Assurance Plan (LSAP) is an integral part of keeping your software up to date and ensuring that you have access to all the latest features and functionality the software has to offer. The Laserfiche Software Assurance Basic Plan includes the following: ▪ Unlimited telephone support through your authorized reseller 33 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM ▪ Free copies of Software Version Updates, (updates are released an estimated 1-4 times per year). ▪ All the latest hotfixes, updates, and patches to keep your system running at peak efficiency. ▪ 24/7 access to the Laserfiche Support Site and Laserfiche Answers where users will find detailed technical information to help optimize the Laserfiche system. ▪ Comprehensive training opportunities are available to all staff including quarterly Regional Training opportunities and the annual Laserfiche Institute Conference ▪ 100% of the purchase price of your current Laserfiche software can be credited to any new product purchase. ECS Platinum Priority Support is an optional support plan to the basic Laserfiche Software Assurance Plan (LSAP). Where LSAP offers a response time within 24 hours, ECS Priority Support responds promptly to our client’s needs and concerns. Our experienced tech team will respond within 4 hours of our client’s call. Most calls are answered immediately and resolved within the same business day. Also includes admission to our complimentary user group workshops, webinars, and the ECS Annual Customer Conference. ECS Priority Support Plan includes a Toll-Free number with Unlimited Priority Phone Support with a 4- hour response time. Additional support avenues include a dedicated support email account (HelpDesk@ecsimaging .com), and Website with download/upload capabilities. We also offer Remote Desktop Assistance. ECS Priority Support plan is offered for remote technical assistance. Hours can be used for configuring workflows, forms, integrations, training, remedial support, additional consulting requirements, or for version upgrades/releases of the software. Support hours are 7:30 am – 5:00 pm, Monday – Friday PST excluding major holidays. All support will be provided through ECS Imaging, Inc. directly. ECS Platinum Priority Plan includes: 1. 1st Hour of support is free via Chat or Remote connection with ECS Helpdesk 2. Laserfiche software updates installed are included annually 3. 2 Hours of Training for any type of training ECS offers remotely annually 4. Annual performance check-up with an hour environment assessment and consultation • Starting package offered is 10 Hours at a discounted rate of $195/hour prepaid at start. • Utilize Platinum hours for any type of Laserfiche service ECS offers. Each customer maintains an experienced Customer Success Manager dedicated to your current and future needs. Your Customer Success Manager helps coordinate services, provides consultative advice to the project not only at the beginning, but also for planning out future requirements. This level of care ensures a smooth implementation and guarantees that our client’s expectations are met and always exceeded. 34 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM ECS Direct Support / Extended Support Hours ECS offers after-hours support on a case-by-case basis, typically for large upgrades to minimize downtime or emergency support. ECS does have customers that run 24/7 operations and provides support when needed for those clients. Laserfiche provides a 24/7 support portal website complete with videos, white papers, knowledgebase articles and Laserfiche Answers for Q&A. Laserfiche has the complete help manual online built into the system with screenshots and context sensitive search for help topics. I. Mobile/Remote Access. Laserfiche Mobile (Laserfiche App) The Laserfiche mobile app (available with the Web Client) allows you to capture, upload, and securely access and work with documents in and outside your Laserfiche repository. Users can download the Mobile app from Google Play or iTunes App Store. With the Laserfiche Mobil app you can: ▪ Browse for documents in a folder structure. ▪ Search the entire repository or a specific folder. ▪ Create, copy, move, rename, sign, download, print, and delete documents. ▪ Modify document fields. ▪ View annotations. ▪ Submit and approve forms. ▪ Start and view business processes. ▪ View ESRI maps and layers to view and search related documents. ▪ Search for documents by their location description. Mobile – Menu Mobile – Inbox Mobile – Form Web Access Web Access is the web version of the application that allows you to access and modify your Laserfiche repository from any computer using a Web browser. Web Access incorporates many of the features and options available in the Laserfiche Windows Client. 35 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM J. Customization features. Laserfiche is user friendly and easily customizable. Both users and admins have abilities to customize in a graphical user interface. ECS can customize and configure for the County or provide training for the County to be empowered. With Laserfiche Forms, customization is limited only by imagination. Laserfiche Forms allows you to build attractive forms which can easily be created with preconfigured templates or customized with editable fonts, colors, uploaded images, logos, and layouts. You will be able to Drag-and-drop form elements including fields, checkboxes, and radio buttons onto a form to collect the exact information needed, in the precise format required. Business Process activities are designed to perform actions specific to business processes. Furthermore, these activities allow you to customize business process reporting so that you can quickly and easily see information that is most important to your business process, such as: current instance name, status updates, participants, step instructions, and the duration of each step in your business process. Business process actions can be tracked using Audit Trail. For example, when a user starts a business process from the Client or Web Access, that user, plus the actions performed, can be recorded and a report can be created on this information. For the business process actions to be recorded, the Entry and Metadata event classes must be enabled under the Audit tab of the group that is being audited. The actions specific to business processes that can be tracked are: Create Business Process, Modify Business Process, Start Business Process, Delete Business Process, Create Business Process Details, and Delete Business Process Details. K. Training. Training is provided onsite by ECS trainers using the installed system. These training sessions can be scheduled for individuals or groups according to their role. Training sessions are developed and tailored specifically to our customers. The duration of training is typically between 1 – 2 days. Training can be provided for new installations, new users, refresher training, updated features and functionality, additional software modules, etc. Below is an overview of the type of training we offer: End-User Training Some of the topics covered in this training are: ▪ Annotations ▪ Customizing the Document Viewer ▪ Document Metadata ▪ Using the Folder Browser ▪ Electronic Documents ▪ Searching ▪ Importing Documents ▪ Exporting and Printing Documents ▪ Snapshot ▪ Emailing Documents One session will be comprised of scanning, batch scanning, advanced scanning, importing, and indexing. Topics discussed in the training are indexing, short-cut keys, batch processing techniques, and cleanup tools. The second session will be for retrieval and viewing only users. This will address the various retrieval methods including Quick Search and the Customize Search options, viewing options, printing, emailing, and customizing tool bar options. This session also covers search results and what information is returned, how to open and view documents, and how to utilize the information returned. Administrator Training 36 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM System Administrator Training begins with a comprehensive overview of the Laserfiche System. This includes each component reviewed in detail. Integration and installation issues are also addressed. The role of the trainer is to provide the participants with a thorough understanding of the Laserfiche system so that they can develop, integrate, and manage the system at their organization. As a Training Outline, they will be learning Template Creation and modification, folder design concepts, Laserfiche security setup and administration, database backup, other miscellaneous tips and tricks for the Laserfiche System Administrator, volume management, other Laserfiche products/plug-ins, most common Laserfiche problems and how to resolve them. Power-User Training - A user of a computer system or program whose skills and expertise are more advanced than most other users, especially a person in an organization who is assigned additional administrative rights and responsibilities for that system or program. ▪ Laserfiche Workflow Admin Training - This hands-on training is for users who will be designing workflows within the Laserfiche System. This class is not exclusive to IT, but users should be technically savvy and familiar with IF/THEN logic. Some of the topics covered in this training are: Parallel and Conditional Routing, E-mail Notifications, Reminders / Deadlines, and Repeat/Looping related to business processes. ▪ Laserfiche Forms Training - This hands-on training focuses on the design and configuration of electronic fillable forms. Power-users will be provided instruction on the functions of Forms submitters, approvals, assigned tasks, reports, performance monitoring, and forms as part of workflow configurations. ▪ Laserfiche Audit Trail Training - This hands-on or group training is for users who will be generating or viewing Audit Reports on the Laserfiche Repository. Laserfiche Audit Trail is typically used to investigate the viewing, retrieval, or export of a document from the Laserfiche Repository. This class is typically limited to Administrators and Power Users with comprehensive access to the Laserfiche Repository. ▪ Laserfiche Records Management Training - This is hands-on training which covers basic records management concepts for records managers and for general staff. This session provides training on the lifecycle of Records from creation to final disposition and includes setting up retention schedules, managing record series and record folders, determining cutoff instructions and disposition, and compliance requirements. ▪ Laserfiche Quick Fields Training - This hands-on training is for users who will be creating Quick Fields Sessions. Typically, this training is for IT or Power Users of Laserfiche and includes automating Quick Fields Sessions, data capture, extraction and validation, image enhancement, and customizing the handling, processing, and information capture for specific document types. Class material is dependent on the Quick Fields modules purchased. ▪ Integration Training SDK / LF Connector - Training for IT applies to integration with specified line of business applications. Complimentary ECS User Training We believe in providing continued added value to our clients on an ongoing basis and assisting them in utilizing the solutions we provide to the maximum potential. That is why we offer complimentary training opportunities throughout the year to provide added value to your Laserfiche investment. We offer free monthly Webinars and User Group Workshops scheduled in Northern and Southern California on a quarterly basis that are hosted by one of our clients at their facility. Our complimentary Annual Customer Conferences are also held in both Northern and Southern California and provide a full day of Laserfiche training, networking, and consultation opportunities. Our 37 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM monthly eNewsletter provides additional information about ECS events and Laserfiche news including product details, new software releases and updates, tips & tricks, client success stories, webinars, industry news with partners, and other on-line training resources. Upcoming Free ECS Training Events: May Webinar: Laserfiche 2024 Empower Conference Highlights – Wednesday May 15, 2024 (10:00 – 11:00 AM PT). Training Events are provided at no cost to ECS customers. Link to events and registration: https://ecsimaging.com/events/ Laserfiche Online Help Resources As part of your Laserfiche Software Assurance Plan, all licensed users of the system will have 24/7 access to the Laserfiche Support site where you will find additional online training opportunities. The Laserfiche Support Site offers a variety of resources to help you use your Laserfiche products more effectively including best practices and tips for using the products, troubleshooting information and hotfixes, technical papers on a variety of topics, product demonstration and how-to videos located on the Laserfiche YouTube site, and a Code Library and other resources for developers. The Support Site is updated regularly. Optional Online Training Opportunities Self-Guided Online Training - Laserfiche offers a Certified Professional Program (CPP) with online courses designed to provide users with step-by-step training on setting up, using, and optimizing Laserfiche software. The first course (ECM 101) is available at no cost and is recommended for anyone new to Laserfiche Support Site https://support.laserfiche.com Laserfiche Answers https://answers.laserfiche.com Laserfiche Cloud Developer Center https://developer.laserfiche.c om/ Laserfiche Video Gallery https://support.laserfiche.com/g allery/#/list#%2Flist Laserfiche Aspire – Learning Resources https://support.laserfiche.com Laserfiche Certified Professional Program (CPP) https://www.laserfiche.com/sup port-learn/certification Laserfiche User Manuals https://support.laserfiche.com/k b/1012253/current-onlinelaserfiche-product-help-files Laserfiche Case Studies https://www.laserfiche.com/c asestudy/ Laserfiche Cloud Trust Center https://www.laserfiche.com/pro ducts/trust/ 38 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Laserfiche. Additional courses are offered at a cost of $150 per course and provide detailed information to help users maximize the value of their Laserfiche investment. Certification includes a self-paced online exam, if users do not pass the exam on the first attempt, they can take it a second time at no additional