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5 Quick Wins to Wow Your Office
The document outlines five quick wins for optimizing office processes using Laserfiche, highlighting strategies that are low-cost, low-risk, and implementable within 60-90 days. Examples include saved column profiles for sorting applications, custom quick searches for efficient permit application reviews, and integration with Microsoft Office for streamlined document management. The document emphasizes the importance of communicating these wins to stakeholders and measuring their impact.
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5 Quick Wins to Wow Your Office
- 1. FIVE QUICK WINS toWow Your Office
- 2. What is a quickwin?
- 3. QUICK WINS ARE: ‣ Minimal or no cost ‣ Low risk ‣ Narrow and focused in scope ‣ Implementable within 60-90 days
- 4. ‣ Eliminating unnecessarysteps from a process ‣ Redesigning forms ‣ Changing inefficient procedures ‣ Starting to use available features that haven’t been implemented yet POTENTIAL QUICK WINS
- 5. Here are fivequick wins that are available out of the box in Laserfiche Avante and Rio.
- 6. QUICK WIN #1 SavedColumn Profiles
- 7. Laserfiche 8.3 andup gives you the ability to customize your column display for each folder by creating and saving column profiles. Once created, a user can switch between them quickly.
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- 9. Example Scenario: Admissions Clerk You’dlike to quickly sort applications by major in order to help with review. But when you need to contact an applicant to clarify something in his or her application, you’d like to view the contact information quickly. You can create two column profiles—one that lists the application type and major and the other that lists contact information—and switch between them quickly as the need arises.
- 10. Get step-by-step instructions Learn howto do this yourself on the Solution Exchange! Click Here
- 11. QUICK WIN #2 SavedSearches
- 12. Once you’ve configured asearch that you think will be useful later, save time setting it up in the future by saving it. When you need to run that particular search later, all you have to do is select the saved search. You can easily access all searches that you save, regardless of the computer that you use to access Laserfiche.
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- 14. Example Scenario: City Clerk Partof your job involves reviewing new permit applications. There are certain key words that you look for in each application. You can create a saved search to quickly find new applications with those key words without typing them in every time.
- 15. Get step-by-step instructions Learn howto do this yourself on the Solution Exchange! Click Here
- 16. QUICK WIN #3 CustomQuick Searches
- 17. You can modifythe searches listed in the Quick Search drop-down, located in the toolbar, to meet your organization’s needs. For example, if your organization uses the Created By search often, it can be added to the Quick Search drop-down menu for easier and quicker searching.
- 18. Any search typethat can be configured using advanced syntax can be created as a custom quick search.
- 19. Advanced search syntaxallows you to create various searches that are beyond the capabilities of the search interface. No matter how you would like to use it—whether to run a one-off search, add it as a frequently accessed quick search or make it a part of your business process workflow— advanced search is a powerful tool that will help you streamline and simplify day-to-day activities.
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- 21. Example Scenario: Compliance Officer AsCompliance Officer in a financial company, you need to make sure each employee has filled out and submitted a Non-Disclosure Agreement. You can use advanced search syntax to find all subfolders within the main “Employees” folder that do not contain a document named Non-Disclosure Agreement.
- 22. Because you’re verybusy, you don’t have time to manually run the search to find employees who haven’t submitted Non-Disclosure Agreements. You can use the “Search Repository” activity inside a workflow to e-mail you a list of employees with missing agreements on a weekly basis.
- 23. Next Thursday at9:00AM, you’ll receive this email in your inbox. Now you can follow up with these employees.
- 24. Get step-by-step instructions Learn howto do this yourself on the Solution Exchange! Click Here
- 25. QUICK WIN #4 CustomShortcuts
- 26. You can createa Laserfiche Client shortcut that will automatically run a specific search query or open a particular repository, folder or document within Laserfiche.
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- 28. i Example Scenario: AdmissionsClerk You work as an admissions clerk in the admissions department of a university and your duties include reviewing new graduate and undergraduate applications. These applications all have the “Need Review” tag assigned to them. You can create a shortcut on your desktop that automatically launches Laserfiche and performs the search for all new applications that need review.
- 29. Get step-by-step instructions Learn howto do this yourself on the Solution Exchange! Click Here
- 30. QUICK WIN #5 TheLaserfiche-Microsoft Office Integration
- 31. Laserfiche’s integration with MicrosoftOffice allows you to...
- 32. Save Microsoft Officefiles directly to the Laserfiche repository
- 33. Edit document metadata from insidea Microsoft Office application
- 34. View changes and savenew versions of an edited document from Microsoft Word
- 35. Save emails inLaserfiche directly from Microsoft Outlook
- 36. Automatically populate metadata fields onsaved emails
- 37. Attach documents stored inthe Laserfiche repository to outgoing Microsoft Outlook emails
- 38. Save emails toyour currently open folder in the Laserfiche Client Save email attachments to Laserfiche without including the associated email message Ac%ons Available in Laserfiche 9.0 and up
- 39. Get step-by-step instructions Learn howto do this yourself on the Solution Exchange! Click Here
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- 42. Quick wins areuseless if no one knows about them. Measure and report the benefits of your wins so stakeholders are aware of what you’ve quickly achieved.
- 43. TAKEAWAYS ‣ Quick winscan help onboard new departments or users. ‣ When you are project planning, have a healthy mix of quick wins and strategic projects.
- 44. Most importantly, what seemssmall to you may be huge to someone else.
- 45.