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Quick Fields vs. Workflow Smackdown

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Melissa Henley
Melissa Henley

Presentation at Laserfiche Empower 2014 conference. This entertaining session - the first of its kind in Empower history - had participants "battling it out" in the ring over when to use Laserfiche Quick Fields or Laserfiche Workflow, and used real-life scenarios to illustrate each point.

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CC118: Quick Fields vs. Workflow Smackdown Jeffrey Russo Presales Engineer, Laserfiche Melissa Henley Director of Marketing Communications, Laserfiche Amy Johnson Michael Wells Deputy Commissioner of the Revenue, Hanover County, VA Lead Analyst, Chesterfield County, VA
When to use one or the other (or both!) to solve your dilemma
Audience: Everyone!
Objectives ‣ Using situations you’d encounter in your workday, we’ll “battle it out” in the ring over: • When do you use Quick Fields? • When do you use Workflow? • When are they better together?
Agenda ‣ Three rounds of Quick Fields vs. Workflow scenarios ‣ Lightning round – try to stump the experts! ‣ Where to learn more – at Empower and at home
Quick Fields vs. Workflow Smackdown
In this corner … ‣ Representing Quick Fields … ‣ Amy Johnson, Hanover County, VA
In this corner … ‣ Representing Workflow … ‣ Michael Wells, City of Chesterfield, VA
Your voice of reason … ‣ Jeffrey Russo, Laserfiche
And your ref … ‣ Melissa Henley, Laserfiche
ROUND 1
Invoice Processing ‣ Someone at your organization returns to the office from Empower 2014 fired up to make some changes! ‣ She wants to revolutionize AP processing, but right now your invoice processing procedures are tedious and manual, to say the least.
The Problems You Need to Solve: ‣ Invoices need to be: • Scanned. • Filed appropriately. • Searchable. ‣ Metadata should be filled out if possible. ‣ There is an existing AP database.
WHAT DO YOU DO?
What Have We Learned? ‣ Laserfiche Quick Fields: • Zone OCR can populate fields, create document names and make indexing decisions based on extracted text. • Real-Time Lookup can retrieve information from databases and third-party applications.
What Have We Learned? ‣ Laserfiche Workflow: • Routing Activities can assign a template to an entry, populate a field, assign a tag to an entry and even send emails. • Enterprise Integration Activities automatically retrieve and update information from third-party databases.
ROUND 2
Reorganize a Messy Repository ‣ Someone at your organization just took the Repository Architect CPP course and got lots of good ideas about restructuring your (very messy) repository. ‣ Your disorganized repository is too big to reorganize by hand.
The Problems You Need to Solve: ‣ It’s next to impossible to get information out of the repository. ‣ There’s a new structure already designed, but it needs to be implemented. ‣ Templates need to be applied, and metadata created and inserted. ‣ Folders need to be created and filled.
WHAT DO YOU DO?
What Have We Learned? ‣ Laserfiche Quick Fields: • Laserfiche Capture Engine pulls documents, metadata and annotations directly from the repository for reprocessing. • Real-Time Lookup or Zone OCR can standardize metadata in newly created templates.
What Have We Learned? ‣ Laserfiche Workflow: • Pattern Matching creates tokens to be used by other activities. • Create Entry Activity creates folders or documents. • Move Entry Activity moves Laserfiche entries to specified folders.
ROUND 3
Manage New Hire Paperwork ‣ You were inspired by Empower 2013 and implemented Laserfiche Forms to process employment applications. ‣ You also have an existing workflow to manage the hiring process. ‣ But once an employee is hired, a number of forms need to be completed by hand.
The Problems You Need to Solve: ‣ “Wet signature” forms need to be scanned and filed. ‣ Scanned paperwork needs to be integrated with job applications and records of associated approvals. ‣ You’d also like to automate and keep record of other new hire processes including setting up an email account and desk.
WHAT DO YOU DO?
What Have We Learned? ‣ Laserfiche Quick Fields: • The Run Workflow Tab enables you to start a workflow on processed documents after they are sent to the repository (Version 9).
What Have We Learned? ‣ Laserfiche Workflow: • Laserfiche Forms activities populate fields, retrieve content from Laserfiche Forms, change metadata, route information and more. • Business Processes group activities for simpler design and reporting and are accessible from Laserfiche Mobile (version 9).
Quick Fields vs. Workflow Smackdown
Quick Fields vs. Workflow Smackdown
Quick Fields vs. Workflow Smackdown
LIGHTNING ROUND
Takeaways ‣ Know what resources are available to you and when to use them. ‣ How is the whole greater than the sum of its parts?
Resources ‣ At Empower: • BPM101: Business Process Strategies • BPM102: Diagramming Processes • CC 202: Capture Workflow ‣ At Home: • CPP Course: Capture Workflow • Laserfiche Solution Exchange

More Related Content

Quick Fields vs. Workflow Smackdown

  • 1. CC118: Quick Fields vs. Workflow Smackdown Jeffrey Russo Presales Engineer, Laserfiche Melissa Henley Director of Marketing Communications, Laserfiche Amy Johnson Michael Wells Deputy Commissioner of the Revenue, Hanover County, VA Lead Analyst, Chesterfield County, VA
  • 2. When to use one or the other (or both!) to solve your dilemma
  • 4. Objectives ‣ Using situations you’d encounter in your workday, we’ll “battle it out” in the ring over: • When do you use Quick Fields? • When do you use Workflow? • When are they better together?
  • 5. Agenda ‣ Three rounds of Quick Fields vs. Workflow scenarios ‣ Lightning round – try to stump the experts! ‣ Where to learn more – at Empower and at home
  • 7. In this corner … ‣ Representing Quick Fields … ‣ Amy Johnson, Hanover County, VA
  • 8. In this corner … ‣ Representing Workflow … ‣ Michael Wells, City of Chesterfield, VA
  • 9. Your voice of reason … ‣ Jeffrey Russo, Laserfiche
  • 10. And your ref … ‣ Melissa Henley, Laserfiche
  • 12. Invoice Processing ‣ Someone at your organization returns to the office from Empower 2014 fired up to make some changes! ‣ She wants to revolutionize AP processing, but right now your invoice processing procedures are tedious and manual, to say the least.
  • 13. The Problems You Need to Solve: ‣ Invoices need to be: • Scanned. • Filed appropriately. • Searchable. ‣ Metadata should be filled out if possible. ‣ There is an existing AP database.
  • 14. WHAT DO YOU DO?
  • 15. What Have We Learned? ‣ Laserfiche Quick Fields: • Zone OCR can populate fields, create document names and make indexing decisions based on extracted text. • Real-Time Lookup can retrieve information from databases and third-party applications.
  • 16. What Have We Learned? ‣ Laserfiche Workflow: • Routing Activities can assign a template to an entry, populate a field, assign a tag to an entry and even send emails. • Enterprise Integration Activities automatically retrieve and update information from third-party databases.
  • 18. Reorganize a Messy Repository ‣ Someone at your organization just took the Repository Architect CPP course and got lots of good ideas about restructuring your (very messy) repository. ‣ Your disorganized repository is too big to reorganize by hand.
  • 19. The Problems You Need to Solve: ‣ It’s next to impossible to get information out of the repository. ‣ There’s a new structure already designed, but it needs to be implemented. ‣ Templates need to be applied, and metadata created and inserted. ‣ Folders need to be created and filled.
  • 20. WHAT DO YOU DO?
  • 21. What Have We Learned? ‣ Laserfiche Quick Fields: • Laserfiche Capture Engine pulls documents, metadata and annotations directly from the repository for reprocessing. • Real-Time Lookup or Zone OCR can standardize metadata in newly created templates.
  • 22. What Have We Learned? ‣ Laserfiche Workflow: • Pattern Matching creates tokens to be used by other activities. • Create Entry Activity creates folders or documents. • Move Entry Activity moves Laserfiche entries to specified folders.
  • 24. Manage New Hire Paperwork ‣ You were inspired by Empower 2013 and implemented Laserfiche Forms to process employment applications. ‣ You also have an existing workflow to manage the hiring process. ‣ But once an employee is hired, a number of forms need to be completed by hand.
  • 25. The Problems You Need to Solve: ‣ “Wet signature” forms need to be scanned and filed. ‣ Scanned paperwork needs to be integrated with job applications and records of associated approvals. ‣ You’d also like to automate and keep record of other new hire processes including setting up an email account and desk.
  • 26. WHAT DO YOU DO?
  • 27. What Have We Learned? ‣ Laserfiche Quick Fields: • The Run Workflow Tab enables you to start a workflow on processed documents after they are sent to the repository (Version 9).
  • 28. What Have We Learned? ‣ Laserfiche Workflow: • Laserfiche Forms activities populate fields, retrieve content from Laserfiche Forms, change metadata, route information and more. • Business Processes group activities for simpler design and reporting and are accessible from Laserfiche Mobile (version 9).
  • 33. Takeaways ‣ Know what resources are available to you and when to use them. ‣ How is the whole greater than the sum of its parts?
  • 34. Resources ‣ At Empower: • BPM101: Business Process Strategies • BPM102: Diagramming Processes • CC 202: Capture Workflow ‣ At Home: • CPP Course: Capture Workflow • Laserfiche Solution Exchange

Editor's Notes

  1. What do people need to know already to get the most out of this class? Describe who this course is appropriate for or who will benefit from it.
  2. What are they going to learn from you? If it’s not what they want, better to know now
  3. The things you’re going to talk about List what you will cover in the course.
  4. New hire paperwork needs physical signatures (tax paperwork), but a lot is completed online.
  5. You want to be able to automatically file the paperwork coming in, but still allow new hires to complete forms online. But it all needs to match up.
  6. http://www.laserfiche.com/SolutionExchange/Article/how-the-city-of-mount-pearl-recruits-new-employees-with-laserfiche
  7. http://www.laserfiche.com/SolutionExchange/Article/how-the-iowa-tribe-of-oklahoma-created-a-paperless-human-resources-department
  8. http://www.laserfiche.com/SolutionExchange/Article/how-dcd-group-streamlined-the-employment-process-with-laserfiche-forms