Explore our resources to discover insights, guides, and tools that can help your organization thrive. Learn More!
Top
Partner
Ask The Experts: Laserfiche Workflow
If you’re not using Workflow, you’re not getting the full value from your Laserfiche System.
Join us for our "Ask the Experts": Workflow Webinar where we’ll dig into:
​
• CPS’s Contract Management Workflow
• Auto-redaction and how it safeguards PII
• Best practices for building your very own workflows
​
Tom Ziencina, CEO of CPS and Greg Heim, VP of CPS are taking live questions through GoToWebinar’s Chat Function.
What You Will Learn
The final segment of the session demonstrates the "last mile" of the contract management lifecycle, emphasizing accountability and seamless integration. Key highlights include the use of Google Maps API within Laserfiche Forms to eliminate data entry errors and the utilization of authenticated electronic signatures, which carry the same weight as physical signatures due to system-level verification. The presentation illustrates how teams can "load balance" contract duties by delegating tasks within the platform, preventing administrative bottlenecks.
​
The session also showcases advanced reporting capabilities, where metadata-driven "Agreements Reports" automatically alert staff to expiring contracts or missing insurance disclosures. By integrating Audit Trail reporting, the system maintains a complete history of every interaction, ensuring full transparency. The webinar concludes with a practical Q&A, reinforcing the "start simple" philosophy for those new to workflow automation—recommending that users begin with basic filing tasks in a test environment before scaling to complex enterprise processes.
FAQ
How does the address field in the form prevent data entry errors?
The form incorporates a master address list—in this case, via Google Maps—that provides a drop-down list of valid addresses as the user types, ensuring the data is accurate and formatted correctly for filing.
What makes the signatures in Laserfiche legally considered "electronic signatures"?
Because the user must authenticate with a username and password before signing, the system captures their identity and the date automatically, satisfying the requirements for a secure electronic signature.
Can contracts be signed on mobile devices?
Yes. Laserfiche offers a mobile app for phones and tablets that allows users to sign documents using their finger or a stylus directly on the screen.
How does the "Team Task" feature prevent administrative bottlenecks?
The system allows a leader (like a Deputy City Clerk) to see a queue of incoming requests and delegate them to specific team members based on their current workload, effectively "load balancing" the work across the department.
What safeguards are in place to prevent a contract from being executed without proper documentation?
The workflow performs a check for "disclosures." For example, if a required proof of insurance is missing or has not been linked to the contract folder, the system will block the execution of the contract and notify the user.
What types of automated reports can the system generate?
The presentation demonstrates three main reports: 30/60-day renewal alerts, open-ended contract summaries, and expired contract reports, all of which are sent via email with direct links to the documents.
Can forms be made available to the general public?
Yes. While it requires specific licensing, Laserfiche allows for a public portal where citizens can submit forms (such as public records requests or employment applications) directly from a website.
What is the best advice for someone building their first workflow?
What is the best advice for someone building their first workflow?
Greg Heim suggests "picking the low-hanging fruit" by starting with a simple filing process (retrieving field values and routing them to a folder) and always working in a sample folder rather than with live production data.
