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is a selection of instance information based on a user-determined set of columns and filters. Reports are administered from the Results page. Reports and results can be filtered and downloaded so that you can see the exact information you need in the format that's most convenient. 54 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Workflow Reporting - For Process Reporting, the Reports page in Laserfiche Process Automation lets you visualize process and data in the form of graphs, heatmaps, and pie charts. You can apply filters to visualize data from only a certain period or for a specific process version. Reports are grouped into four major types: • Performance: View a scatter plot of when instances were completed, and a bar chart showing how many instances were completed over a time range. • Work in Progress: View statistics about in-progress instances, such as which stages of a process are possible bottlenecks. Includes forecasts of completion dates and how many in-progress instances to expect in the future. • Task Loads: View a color-coded heat map of which user tasks in a process are accumulating the most tasks. • Form Reports: Visualize data about the values your users entered for each field in a form, or view individual form submissions. • Workload: View which users or teams have the most in-progress or complete tasks. 55 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM On the Reports page, the Form Reports section lets you view individual submitted forms and aggregated data from submitted forms. The aggregated data can be viewed as tables, pie charts, and bar charts. On the Reports page, the Irregularity report shows you which tasks from a process have been suspended or terminated, and the number of times this occurred. This report displays statistics for both user tasks and service tasks. The Workflow Monitor page provides an interface for reviewing performance and troubleshooting issues. From here, every instance (or execution) of a workflow definition can be reviewed and terminated if required. Search for instances in progress to verify whether they are waiting for input or just stuck, and request termination of that instance if required. Review terminated instances to determine if there is an issue in a workflow definition in need of improvement. Finally, review completed instance performance, and locate possible bottlenecks in the process. ECS can provide training to allow County staff to configure and run reports or ECS can provide the services to develop the necessary reporting configurations for the County. Data Integration The ECS data integration and loading process involves the systematic collection, transformation, and loading of data into the repository. Data collection includes document source identification and metadata extraction (if any), data transformation includes consultation and recommendations on normalization to make consistent for document naming, folder structuring, and metadata standardization, data loading includes the import of the data and leveraging a workflow to implement the data transformation process. After these steps are completed, data validation is performed to ensure quality assurance, security and access controls are applied based on the organization’s requirements and ECS recommendations, then the solution is released to the organization for final testing and validation. ECS has a structured process and checklist for this process, as well as predefined index templates, folder structures, and naming conventions to use as a starting point. 56 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Laserfiche Product Descriptions and Features Laserfiche Directory Server - Laserfiche Directory Server controls licensing and activation for Laserfiche products in Laserfiche Rio and Laserfiche Avante installations. An administrator can generate application licenses for available Laserfiche applications, can allocate available licenses to user accounts, and perform other actions involving license administration. Improved log-in experience for Laserfiche desktop-based applications, such as Quick Fields, Scanning, Snapshot and Connector with support for SAML, AD FS and MFA authentication, Single Sign On and multifactor identification to provide for streamlined and secure sign ins. Laserfiche Directory Server 11 can also provide user authentication for Laserfiche 11 products. This allows single sign-on across the Laserfiche web client, Laserfiche Forms, Laserfiche App, and Laserfiche Discussions. For example, a user can sign-in to the web client and be automatically signed in when 57 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM viewing Laserfiche Forms. Directory Server administration is available through an administration website. Laserfiche Server is an extremely efficient and robust application that creates a very small network footprint yet can scale to support thousands of users, multiple databases, and an abundance of information. The base server is a security gateway to the suite of Laserfiche products. Images and OCR text are stored as TIFF documents and ASCII files (Group IV Compression) to guarantee document integrity as well as future availability. Laserfiche is optimized for Microsoft SQL Server database platform. Metadata information is stored within the database server to allow for scalable quick access. Since Laserfiche utilizes Microsoft SQL database as its backend, it is fully ODBC compliant, meaning it can communicate with most any standard data source. Laserfiche has several license types that allow users different levels of access to Laserfiche applications: Named User License – Gives a user a license that is specifically reserved for them. With this license they can access the repository and other Laserfiche applications. Each Named User License may be associated with only one user or device. There are three types of Named User Licenses: 1. Repository Account License are allocated to individual Laserfiche Servers, and only grant access for a single repository. 2. Directory Named License which includes Laserfiche, Windows, and LDAP directory accounts allow users to access multiple repositories. In most cases, these are managed through Laserfiche Directory Server. 3. Device License reserves a license for a particular computer and only applies to desktop applications. This license type is best for workstations set up to be used as kiosks where a single access portal or a scan station can be used by multiple users. Participant User License – Provide read-only access to repositories and the ability to participate in, but not design or manage, forms processes. These users are managed through Laserfiche Directory Server. Public Portal License – Allow public users outside your organization to access Laserfiche through Laserfiche Weblink only. These connections are read-only. If your Forms instance has a Forms Portal license, public anonymous users can submit publicly published forms. Subscription License – These licenses are administered through Laserfiche Directory Server and can be combined with an on-premises system: • Process User – These users have read-only repository access and the ability to administer and participate in processes. They can create and manage business processes, Workflows, Teams, and Reports. • Community User – These licenses are for users outside your organization. These users have read-only repository access and the ability to participate in forms processes. • Education User – These licenses are users associated with an accredited educational institution. Possible users include employees, students, alumni, and parents or guardians of students. They will have read-only repository access and the ability to participate in forms processes. 58 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Combining Subscription and Perpetual (on-premises) Licenses - You can purchase subscription full user licenses to add users to your Laserfiche Rio system. However, subscription full users cannot be added to a system with perpetual full named users. Only process users, participant users, community users, and education users can be combined with Laserfiche Rio full named users. Please see Subscription pricing under Laserfiche Price List. With Laserfiche Avante, combining subscription and perpetual licenses works the same way as it does for Laserfiche Rio. However, you cannot use subscription licenses with Laserfiche Avante if you’re not using Directory Server, or if you’re using an earlier version of Directory Server 10.4. Laserfiche Security - Laserfiche security provides fine control of user actions within the repository and what level of information they can access. Users can be authenticated to Laserfiche through username and password or through Windows Authentication (Microsoft Active Directory) and/or LDAP. To make security rights management more efficient, it is recommended that security profiles be created at the group level and all groups be tied to Windows groups through Active Directory. This strategy will automatically provide appropriate access to new users who are added to the domain and will remove access from users as soon as their network login is deactivated. 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. Access Rights - Showing Effective Rights Tab 59 | 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. Section 508 Compliance - Laserfiche content management and form submissions support Section 508 compliance. Laserfiche software has a built-in compatibility with text-to-speech (TTS) software; a built-in optical character recognition (OCR) engine generates searchable text from scanned paper and digital documents, making it accessible to all users. Content and processes can be made accessible for visually impaired users without additional configuration by leveraging existing accessibility options, e.g. inverting display colors, in web browsers and operating systems. In addition, user-configured hotkeys provide keyboard access to functionality. However, it should be noted that some select administrative features (such as designing processes) may only be achieved through a drag and drop interface. Document Viewer - Laserfiche has an easy-to-use document viewer that allows for flexible, userconfigurable display of index fields, document properties, predefined tasks, page thumbnails, document notes, and toolbars. The viewer also allows for single page viewing with multiple options for zooming in and out. Users can easily select preset page region views that can be both system and user defined. Automated zooming allows the document viewer to auto-position the view of newly opened pages based on the document type. Laserfiche Client - Laserfiche offers both a Web client and a Windows client. With the web client, staff can search, retrieve, and work on documents within the Laserfiche repository through their web browser (intranet or internet). Web client also includes the ability to scan, index, annotate and move documents via browser access. With web client full security is always maintained protecting your documents. Since web client is accessed through a web browser, you can log in to your repository from anywhere and still view and work with the same repository contents. Additional Web Client Features: ▪ The search bar at the top of the screen now includes several new options for performing quick searches. ▪ View contents of a folder or set of search results as icons. This will display images stored in the repository, such as JPG, Bitmap, and PNG images as thumbnails. ▪ Perform a batch print by selecting multiple documents from a folder or set of search results. The documents will be combined into one single PDF file. ▪ A compact view option has been added to the Folder Browser to allow users to see more documents at once. ▪ Many tools and options have been made more prominent and easier to find, such as column filtering in the folder browser, or annotation toolbar buttons in the document viewer. ▪ Colors assigned to templates are now more prominently displayed on the folder icon in the folder browser. ▪ All details pane tabs can be hidden or rearranged on a user-by-user basis, directly from the details pane. ▪ Media files can now be played directly in the document viewer, where previously they could only be played in the folder browser. 60 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Laserfiche Web Client Document Viewer showing Thumbnails, Image, and Document Template Panes Folder Browser showing Folder Structure, Contents and Metadata Panes 61 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Laserfiche Windows Client Laserfiche Windows Client showing Folder Browser View and Contents Pane Search Options - Laserfiche allows users to search for entries based on almost any property of the entry, from entry names and document text to metadata and creation date. For users, all searches are available in a single cohesive search interface. You’ll benefit from a multitude of powerful search methodologies, including ▪ Full-text, metadata, annotation or folder/file tree search. ▪ Search through spelling variations or misread OCR text with “fuzzy logic” tools. ▪ Save and load common searches. ▪ Copy text, pages or even entire documents from the Search Results pane. ▪ Speed searching through the repository with a Quick Search button from your toolbar. Quick Search 62 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Advanced search syntax gives you more flexibility when specifying the type of search to be performed. Although it is possible to perform most searches without using advanced search syntax, it is useful because it can be used to perform combination and Boolean searches. Advanced search syntax can also be used to refine search results when too many documents are returned. Customize Search Options Search Results - When you have performed a search, the results of your search will be displayed in the Contents Pane. If your search was a full-text search, or an annotation text search, the Context Hits pane will appear in the bottom half of the Contents Pane. A context hit is a selection of the text surrounding the search term, providing you information about the context in which that term was found. Double clicking on an item in the Context Hits pane opens the document to the page where the search term appears. Search Results showing Context Hits 63 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Scanning Interface - Laserfiche has a built-in scanning interface to both the Desktop Client and Web Client. Scanning may be done on your local network directly to the server or scan remotely with the Web Client directly to Laserfiche from outside facilities. You may scan pages as either a document or as a batch. If all the pages you are scanning belong together in one document, scan the pages as a document. If the pages will be divided up into various documents, scan the pages as a batch. Batches make it easy to scan large numbers of pages at once while utilizing the optimum speed of the scanner, and then organize the information later and even by a different user or workstation. Laserfiche works with the most common scanning drivers and supports scanner features such as multiple image resolutions, paper size, color scanning, duplex scanning, and automatic document feeders. It can display images as they are scanned so that the operator can visually verify image acceptability. The system will automatically collate a stack of double-sided pages even if only a single sided scanner is used. Document Scanning Interface 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. 64 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM ▪ 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 Laserfiche Workflow - Workflow is a powerful business process automation tool that improves productivity, provides rule-based routing, email notifications, activity monitoring and built-in reporting. It allows you to create repeatable processes that are built in the Workflow Designer to interact with entries (files) in the Laserfiche repository. A Workflow pattern can be easily designed to automate nearly any manual business process. Processes can be designed and created with simple click and drag functionality and can be triggered by numerous items both inside and outside of Laserfiche. ▪ More than 150 built-in activities help you create workflows quickly. ▪ Pre-built process templates for common processes such as contract management, new hire onboarding, accounts payable, expense reports, public records requests, and more (process templates require minimal configuration). ▪ Route documents for review and approval, and when new content is created. ▪ Review and approve submitted forms from a tablet, smartphone, web browser, or email. ▪ Automatically send email notifications when content is created, edited, or deleted. ▪ Rename and file documents in the correct folder automatically on import. ▪ Display documents and required actions at various stages of a process. ▪ Apply annotations to text. ▪ Set Records Management properties. ▪ Retrieve document location information. ▪ Format Forms Submissions with Rich Text Fields, Workflow can insert formatted text into Word document templates. ▪ Improve performance by monitoring and analyzing how long each process takes to run and which steps took the longest to complete. ▪ Track where documents are in the process and who is working on them. ▪ View a full history of all business process steps related to a document. 65 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM ▪ Update and modify Word documents, extract information from Forms and launch a Laserfiche Forms process from a workflow. ▪ Integrate with other business applications to run processes such as updating metadata from information stored in an external database. Laserfiche Workflow Designer (Showing E-Forms Contract Processing) Laserfiche Email - Allows users to send documents stored in the Laserfiche repository to internal and external recipients. ▪ Allows users to share documents with people who do not have access to Laserfiche. ▪ Select whether to include markups such as annotations, stamps, redactions, etc. ▪ Email specific pages of a document, the entire document, or multiple documents as an attachment. ▪ Or email a link to the document to licensed Laserfiche users, when a Laserfiche user receives the email they can click on the link and the document will open in the Laserfiche Viewer. 66 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Laserfiche Snapshot - Converts electronic documents into TIFF images and imports them into your digital repository. ▪ Functions like a standard Windows print driver and can process nearly any electronic document. ▪ Import Microsoft Word and Adobe PDF files, Web pages, CAD maps, audio and video files, and more. ▪ Options allow users to specify page orientation, resolution, color depth, and other properties. ▪ Snapshot dialogue box allows users to configure what folder to store the document in and what metadata you want to assign for each page. 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 attached 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 the 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 has 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 SharePoint Integration - With the Laserfiche and SharePoint Integration components included with Laserfiche Web Access, documents can be easily accessed from Microsoft® SharePoint®. List any part of your Laserfiche repository on a SharePoint page. Scan directly to a Laserfiche folder, right from your SharePoint site. Retrieve Laserfiche documents or folders using the SharePoint search box. Map Locations - Laserfiche provides the ability to associate a location on a map with a document or folder using Google Maps, ESRI cloud maps, or ESRI on-premises maps. Each location has both 67 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM associated GPS coordinates and a location description; by default, the location description is the street address of the location. This location can be viewed in the details pane of the folder browser or document viewer or used to perform a search. For example, maintenance requests might be associated with the location of the property that needs maintenance. The map can then be used to view the location of a request, or a search could be performed to find all such properties within a mile of a specific location, making it easier to quickly perform maintenance on close-by properties. They could also perform searches based on the location description. Payment Gateway Integration with Forms - Laserfiche Forms features integrations with Braintree and Authorize.Net so you can accept payments in form submissions. After you save your merchant account information, you can enable Collect payment in a message start event or user task to insert a payment gateway interface into a form. You can: ▪ Set up multiple Braintree and Authorize.Net accounts. ▪ Set up one gateway for sandbox mode before switching to a second gateway for production mode. ▪ Use different gateways for different types of transactions or currencies. Laserfiche Web Administration Console - The Laserfiche Web Administration Console is an administrative tool that provides secure access to your Laserfiche repository for authorized users via an Internet browser. Administrators can work in their repositories from anywhere, including remote sites, client computers, and even mobile devices, easily and securely. Here are just some of the actions that can be performed from the Admin Console: manage Users and Groups, manage Volumes, Templates, and Fields, manage Security Profiles, manage Repository Options, and much more. 68 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Laserfiche Audit Trail - Audit Trail enables you to track activities performed in a Laserfiche repository. The tracked information is stored in log files that Audit Trail uses to generate reports. Combined with other aspects of the Laserfiche system, auditing not only helps to show compliance with legal regulations, but also contributes to the security of the Laserfiche repository. Laserfiche offers three modules that monitor varying events in the Laserfiche repository: Starter Edition, Standard Edition, and Advanced Edition. Laserfiche Advanced Audit Trail tracks the following events: ▪ Login and logout. ▪ Creating, editing, printing, or deleting documents. ▪ Creating, editing, or deleting templates, fields, and annotations. ▪ Adding security tags. ▪ Exporting documents, volumes, or briefcases. ▪ Sending document to the Recycle Bin. ▪ Granting or revoking login rights for Windows accounts. ▪ Adding or removing users from Laserfiche groups. ▪ Modifications to access rights. ▪ Modifications to repository-wide settings. ▪ The creation, modification or deletion of users and groups. ▪ Password changes. ▪ Track all searches users perform. ▪ Require users to enter reasons for performing specific actions. ▪ Automatically add watermarks to printed or exported documents. 69 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Laserfiche Audit Trail 11 introduces a new audit reporting experience to make it easier to create and view audit reports. When adding columns to a report, available columns are now grouped together to make them easier to find. There are also many more columns, allowing you to view even more granular information about your repository activity. These include a set of Changes columns that pinpoint what changed during the audited operation. Laserfiche Audit Trail Reporting is a Web application that enables you to view, filter, and export audit data stored in binary log files. You can create reports to analyze audit data, view the information as a chart, filter it to include only the information relevant to you, and export the data for use in spreadsheet programs such as Microsoft Excel. You can also save reports for future use. The following demonstrates how reports can be run and viewed as a graph in various ways: 70 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Most Viewed Documents in Weblink Portal Displayed as a Line Graph Productivity Report Displayed as a Bar Graph Digital Signature Options Laserfiche Digital Signatures- Digital Signatures gives users the ability to automatically sign and validate documents as they are created, reviewed, and archived without leaving the Laserfiche environment. Digital signatures are a form of electronic signatures that act like a digital notary to your electronic assets, allowing you to verify the condition of your documents for the duration of their lifecycle. A digital signature is a way to indicate that a document is authentic, has been signed by a particular person, and has not been modified since the signature was applied. 71 | P a g e ELECTRONIC CASE MANAGEMENT SYSTEM Adobe Sign –This integration is for self-hosted customers and can be accessed through the Laserfiche Business Process Library. With this integration, Laserfiche can make requests for digital signatures using Adobe Sign as part of a built-in step for any automated process. DocuSign - The Laserfiche Integration with DocuSign enables users to initiate a signing process from within Laserfiche Web Access. Users may select the type of signing process they are initiating and attach documents that need to be a part of that process. Also, once the signing process is complete, documents are imported back into