Laserfiche Workflow

Laserfiche Workflow enables organizations to design custom automated document workflows that adhere to their specific needs and rules.

What is it?

Laserfiche Workflow is a highly flexible and powerful tool you can use to mirror your manual, paper collaborative processes in an automated, digital form within Laserfiche. It’s a suite of automated activities that execute based on triggers. As a group, these activities allow administrators to automate the routing and processing of documents in the Laserfiche system. Workflows automatically perform specified actions at designated times, such as sending a document to a specific user, populating a field, adding a tag, or sending an e-mail.

Laserfiche Workflow Diagram

Suppose you’re a sole proprietor with a large quantity of invoices, which you generate using Microsoft Excel. You might send these invoices to the Laserfiche repository using the Send to Laserfiche feature or Snapshot, then, using Laserfiche Workflow, automatically route them to an “Awaiting Action” folder. Then, when you’ve performed an action on an invoice, such as setting its Status field to “Payment Due,” Laserfiche Workflow can route that invoice to a particular folder and perform other actions, such as e-mailing the invoice to a client along with notification that their invoice is due. Then, once you’ve received payment, you might set the document’s status to “Paid,” upon which Laserfiche Workflow could take further action. And if 30 days pass without payment, Laserfiche Workflow could generate a reminder e-mail to your client.

How does it work?

Building a workflow is as easy as selecting and configuring activities: pre-built, configurable processes designed to accomplish a specific task. Building a workflow involves using an intuitive interface that utilizes demonstrative icons that are placed in a design field using simple click, drag, and drop. Laserfiche Workflow contains over sixty activities, including Route Entry to User, Assign Tags, Assign Template, Email, and more.

Laserfiche Workflow Screen Shot

A Look at the Laserfiche Workflow Designer Interface: Activities on the left of the screen are simply dragged and dropped into the design field in the middle of the screen.

It contains branching activities that are designed to handle multiple scenarios and make decisions as to how a workflow should proceed. Decisions can be made based on a wide variety of criteria, including the value of a field, the number of documents in a folder, or the name of a document.

What else can it do?

Laserfiche Workflow also enables users to extend its functionality, allowing them to build workflows that interact with third-party software, databases or perform custom actions. Users can insert custom built VB.NET and C# scripts into one of Laserfiche Workflow’s scripting activities, or they can design their own activities.

Designing and Implementing Workflows

  • Simple, intuitive, and customizable interface lets you drag and drop activities onto a workflow and configure how they should perform.
  • Trigger workflows when specified events take place in your Laserfiche repository.
  • Define exactly which events should trigger a workflow using flexible conditions.
  • Limit starting rules to specific events, users, repositories, folders, etc.
  • Route documents based on conditions you define or different actions to be taken before or after a deadline.
  • Perform two activities in parallel based on specified conditions.
  • Configure a workflow to wait to proceed before a specified condition becomes true.
  • Create custom tokens using regular expressions.
  • Create and run custom Laserfiche Workflow activities with VB.NET or C# scripts.

Workflow Operations

  • Import and export workflows from one location to another, including exporting as Windows Workflow Foundation definition to share workflows with other applications.
  • View detailed information about the performance of workflows, such as current status, errors or warnings, names of documents they interacted with, and when completed.
  • Manually terminate, pause, or resume workflows as they run.

User and Group Properties and Security

  • Assign users custom properties for Laserfiche Workflow routing and decision-making, such as working folders in the Laserfiche repository, e-mail addresses, and supervisors.
  • Administrators can specify what actions users can perform in the Laserfiche Workflow Designer, such as permission to view a published workflow, but not to edit or delete it.
  • Set Laserfiche Workflow security based on Laserfiche or Active Directory trustees.

Here is just a partial list of all the activities available in Laserfiche Workflow:

  • Assign Tokens
  • Arithmetic
  • Error Handler Sequence
  • For Each Result
  • Custom Query
  • Insert Data
  • Update Data
  • Query Data
  • For Each user
  • User lookup
  • Read PDF Form Fields
  • Write PDF Form Fields
  • Verify PDF Signature
  • Track Data
  • Conditional Sequence
  • Create Link
  • Delete Annotation
  • Escalation
  • Generate Web URL
  • Migrate Entry
  • Move Page
  • Retrieve Text
  • Search Repository
  • Replicate Entries
  • Group Lookup
  • Manager Lookup
  • Import e-document
  • Toolkit Script
  • Create Date/Time Tokens
  • Change Starting Entry
  • Add Sticky Note
  • Assign Field Values
  • Assign Rights
  • Assign Tags
  • Assign Template
  • Conditional Parallel
  • Copy Metadata
  • Create Entry
  • Deadline
  • Delete Entry
  • Route Entry to Folder
  • Wait for Entry Change
  • Delay
  • Email
  • Retrieve Field Values

What are its benefits?

Laserfiche Workflow can be likened to a staff of endlessly diligent employees who execute tasks at staggering paces during the best times and are incapable of deviating from instruction. A properly administered Laserfiche Workflow installation can eliminate dozens upon dozens of manual processes, saving an astounding number of man hours while drastically speeding up these activities in the process.

Along with Quick Fields and the Laserfiche Client, Laserfiche Workflow represents a major leap in business process automation.