HomeMy WebLinkAbout01/11/2017 AGENDA PACKET
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345 6 Street, Suite 600, Bremerton, WA 98337 Phone (360) 473-5280
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9/27/2016
Dawn Williams
Court Administrator
The City of Bremerton
345 6th Street, Suite 600
Bremerton, WA 98337
Re: Laserfiche Avante
Dear dawn ,
Thank you for the opportunity to present a Laserfiche Enterprise Content Management Solution
Proposal for The City of Bremerton. The implementation of the proposed solution builds off the success
experienced by the many organizations Cities Digital has had the opportunity to consult in the past. Our
history providing award winning service and support makes us an excellent choice for your project.
There are a few points I would like to highlight for you while considering this information:
Cities Digital is a company focused exclusively on providing creative document imaging and
management solutions and responsive software support.
Cities Digital can and will be your one source for service and support for the proposed solution. We
are certified by the manufacturers of each product we are proposing and stand by our ability to be an
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We concentrate on building long term relationships with our clients so that we are able to help
support and plan for the initial implementation and continued growth into the future.
We work with a high degree of honesty, integrity and attention to detail.
For the purposes of this proposal, please contact Ryan Patalita at 206.858.9330 x122 or
Ryan@citiesdigital.com.
Regards,
Ryan Patalita
Solutions Consultant
By
Ryan Patalita
Cities Digital, Inc.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Project Overview ........................................................................................................................................... 4
Project Benefits ............................................................................................................................................. 5
Project Features ............................................................................................................................................ 6
{ƚƌǒƷźƚƓ /ƚƒƦƚƓĻƓƷƭ Α {ƚftware and Hardware ......................................................................................... 7
Service Components ................................................................................................................................... 15
Price Summary ............................................................................................................................................ 18
Price Estimate ............................................................................................................................................. 19
Additionally Available ................................................................................................................................. 21
Sample Training Courses ............................................................................................................................. 23
Sample Project Plan .................................................................................................................................... 27
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Project Overview
Cities Digital is proposing to provide and implement a complete electronic document management
solution (EDMS) with document scanning known as Laserfiche. The solution will provide users the
necessary tools to efficiently scan and store paper-based documents along with electronic documents
such as emails and Microsoft Office documents to a digital repository. The shared repository will form a
secured, online corporate knowledgebase for employees and departments alike to access necessary
information. In addition to storage, the system also provides a method to automate workflow through
integration into ERP and other manual business processes.
This scalable solution will allow all departments to share gains in efficiency and customer service as well
as increase security and ensure accountability for information access and distribution. Other savings can
come in the form of eliminating copying and shipping costs.
Key Laserfiche Benefits:
An EDMS will become your
orderly river of records,
letting information flow.
Fast and easy implementation This client-server based
An addition of this
solution is quick to install and easy to configure. No special
technology into your
programming knowledge is needed for managing any part of
organization is more than
the proposed solution.
just an
Simple management tools Manage configuration details such
investment in efficiency.
as security, indexing criteria, and volumes from an intuitive GUI
program.
Comprehensive support Cities Digital provides full end user
and administrator support. Included with the annual maintenance is unlimited telephone and
online support to help users and administrators work through any issue that may arise.
Powerful search Laserfiche allows users to search on many criteria including FULL TEXT and
Boolean searches. Users will quickly find the document and exact page they are looking for.
Scalable The Laserfiche Suite of products includes many advanced components such as forms
processing and workflow solutions. Solutions may be scaled up at any time to allow for
additional user licenses or advanced functionality.
We believe that this proposed Laserfiche solution will meet the needs of The City of Bremerton and will
improve operations and document accessibility for its members. We look forward to working with The
City of Bremerton to implement this solution.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Project Benefits
1. Create a secure repository that can be Laserfiche offers a document repository that meets
shared with multiple locations around the all requirements for secure document storage. The
system offers full text search of any text-based
country
document such as PDF, Word, Excel, TIFF, Msg and
more. Laserfiche turns your collection of client
records into a searchable knowledgebase.
2. Enforce standardized naming Using a document management system will
conventions and industry-standard indexing administer standard and more useful naming
on documents conventions on records. An indexing structure will
also be utilized for easy searching and location of
records.
3. Automate document filing and folder Intelligent capture and filing of account paperwork
and statements eliminates the need for employees
creation for client files
to manage this task.
4. Replace the network drive with an Moving documents from a network drive storage to
a document management system offers a document
intelligent archive that is easily accessible
audit trail, protection from deletion or misplacement
and version control.
5. Automate new business workflow and Using Laserfiche Workflow for new business
other critical document processes applications, change forms and mailroom processes
can speed review and approval processes.
6. Scan from existing network copiers & Existing copier scanners are able to scan directly to
desktop scanners Laserfiche. The system can also pickup digital faxes
and monitor any network folder for additional
content to import.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Project Features
1. Full Text & Structured Search Search for documents by the contents, name or
indexed fields to locate a document.
Send-to, open from, attach, check-in/check-out
2. MS Office Integration
available from MS Office. Version tracking and
version control included.
3. Workflow Automation & Email Build customized and automated document
workflow for compliance, new business and back
Notification
office. Email notification, deadlines and business
processes are part of the easy workflow designer.
Moving documents from a network drive storage to
4. Automatic Document Filing
a document management system offers a document
audit trail, protection from deletion or misplacement
and version control.
5. PDF Form Fill & Web Form Creation Use electronic PDF form fill tool to complete
standardized forms along with design and intelligent
routing of form data.
6. Granular Security, Encryption, DoD Security in the Laserfiche system is from the group,
Records Management Certification and user, folder, document and even word level. The
document Audit Trail entire system is subject to the audit trail. Records
can be managed through an integrated retention
plan.
7. All Scanning Software Included No additional scanning software is needed with
Laserfiche. The comprehensive scanning software is
available for all users within Laserfiche and works
with nearly all scanners with a TWAIN driver.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Laserfiche Avante Server
The Laserfiche Avante Server centralizes management of multiple types of information, including
digitized paper documents, electronic documents, e-mail and digital audio and video files.
In addition to industry-leading document management to help you store and retrieve your information,
Avante includes sophisticated workflow tools to automate business processes. Whether you have a
ex tasks, promote better decision making and keep
your organization moving forward.
Licensing Model:
The Laserfiche Avante Server is a per server license. Each Laserfiche Server that will be required for the
QL or Oracle database license (not included). Smaller
implementations may use the included free licenses of SQL Express.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Workflow: Laserfiche Workflow is a flexible framework for optimizing and automating
business processes enterprise-wide. With Workflow, documents are automatically
moved, copied or deleted based on predetermined rules you design, while automatic
notifications ensure prompt action and simplify supervision. Combine the extensive
security features of Workflow with the comprehensive security reporting of Audit
Trail, and you have the information you need to accurately assess your business
processes to identify bottlenecks, maintain performance comparisons and track
document-related activity to improve quality, accountability and productivity.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
At Cities Digital, we recently completed the entire Washington State Retention Schedule for easy import
into Laserfiche. Upon import, the selected records series will be created in the system, thus drastically
simplifyin
means that organizations are now able to have employees across the organization actively take part in
Records Management with little training. Simply fill out the appropriate Laserfiche Template, and
Workflow will file the document accordingly.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Laserfiche Avante Records Management Module
With Records Management Module, you:
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content.
Automate life cycle management from document creation to final disposition.
Run reports detailing where records are in their life cycle and which records are eligible for
transfer, accession or destruction.
Log all system activity, providing an audit trail that can be used to prove adherence to your
ƩĻĭƚƩķƭ ƒğƓğŭĻƒĻƓƷ ƦƌğƓΓğƓķ ĭƚƒƦƌźğƓĭĻ ƩĻŭǒƌğƷźƚƓƭ͵
Ensure the future accessibility of your archived records with storage in non-proprietary TIFF file
format.
Safeguard records with comprehensive access controls.
Support compliance with Sarbanes-Oxley, HIPAA, USA PATRIOT Act, SEC, FINRA and other
regulations.
Reduce litigation risks associated with expired and outdated records.
Licensing Model:
Records Management Module is a server add-on per Avante Server.
Laserfiche Full Named User
The desktop-based Laserfiche Client offers users intuitive, instant access to information. Each user has
their own connection through the Laserfiche Client, so they are always able to access their information.
The Full Named User License includes the ability to:
Laserfiche Scanning is an intuitive scanning interface to add paper documents into your
Laserfiche repository. An array of tools enables you to enhance images, so you get the most
accurate text capture possible.
Laserfiche Web Access and Mobile allows user to access the repository through a
web browser or mobile apps through Android, Apple and Windows mobile devices.
\[ğƭĻƩŅźĭŷĻ {ƓğƦƭŷƚƷξ ĭƩĻğƷĻƭ ğƩĭŷźǝğƌ LCC images of electronic documents, without
repetitive printing and scanning.
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stored in the Laserfiche repository.
Participate in Laserfiche Workflows to route, approve and auto-file documents.
Licensing Model:
The Full Named User is a named user license. This license includes access through the installed program
or Web Access thing client, in version 10 and later. Each user who will need read-write access to the
Laserfiche repository will need a Full Named User license. Number of licenses purchased should directly
reflect number of employees needing any type of edit capabilities in the Laserfiche repository.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Through the Microsoft Office Integration, users can send e-mails to the Laserfiche repository
from Outlook, and attach Laserfiche documents directly to e-mails being sent. Additionally, users
can also save to the currently-open folder in the Laserfiche Client, or save attachments to
Laserfiche without including the associated e-mail
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Laserfiche Public Portal
Laserfiche Public Portal allows you to generate a content portal site based on a database, without
coding or programming. Anyone with a connection to the Internet or a local intranet has access to the
information they needoften reducing the burden on staff of responding to requests for information.
Public Portal functionality enables your organization to make information available to more interested
parties than typically have access to your content repository. Specifically, adding Public Portal to the full
Laserfiche Client allows you to offer two views into the same active repository: full read/write access to
individuals who need to work with content (e.g., internal use with the Client), and read-only access with
no modify or delete capabilities for the public (e.g., external publication with Public Portal). In addition,
WebLink sites can now be crawled by Internet search engines, so your public documents can be found
the same way users find other pages on the Internet.
With Laserfiche Public Portal, access, security, and customization are easy. Your published Public Portal
site is browser and platform independent, so anyone who needs to access your content can find it.
Administrators put the power of Laserfiche access controls to work to allow or restrict public access to
appropriate information. And functiona
look and feel can be customized to match your branding.
Licensing Model: Public Portal is a per server, per processor license. The organization will need a Public
Portal license for each server that they wish to have Public Portal installed on.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Laserfiche Audit Trail
By constantly monitoring and recording events that occur in your document repository, Laserfiche Audit
sk management strategy. Additionally, the laws
governing data protection and preservation can create compliance challenges for all organizations; Audit
Trail can help you meet those challenges by automating the monitoring and reporting processes and
expediting preparation for formal audits.
Using an intuitive, Web-based interface, Audit Trail allows you to easily run reports on both current and
archived audit data, and because you can access the reporting interface through a standard Web
need to perform a client installation to run reports.
Laserfiche Avante Audit Trail tracks the following events:
Tracking Starter Standard Advanced
Repository login and logout
Document creation, editing, printing, or deletion
Template, field, and annotation creation, editing, or deletion
Security tag addition
Document, volume, or briefcase export
Documents sent to the Recycle Bin
Granting or revoking login rights for Windows accounts
Adding or removing users from Laserfiche groups
Unsuccessful attempts to perform actions
User specific tracking
Modifications to access rights
Creation, modification, or deletion of users and groups
Password changes
Searches performed by users
Watermarks
It can also track all the searches users perform, require users to enter reasons for performing specific
actions, and automatically add watermarks to printed or exported documents.
Licensing Model:
Audit Trail is a license add-on that is purchased on a per-user basis. When an organization chooses to
implement Audit Trail, they must add the cost to each user license that currently exists, as well as any
future user license purchases.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Service Components
Basic Laserfiche Software Assurance Program (LSAP)
LSAP Policy:
The initial purchase of a Laserfiche software system also requires purchasing LSAP for each component. LSAP is a
software assurance program initiated by Laserfiche to ensure that clients are able to receive regular product
updates and basic software support through their value-added reseller. Cities Digital has developed this policy
with regard to services that are included with the purchase of LSAP in order to serve all clients with the utmost
accuracy and efficiency.
Services covered in base LSAP costs:
Cities Digital website access at Support.CitiesDigital.com
Laserfiche website access at Support.Laserfiche.com & Answers.Laserfiche.com
Monthly Laserfiche User News (email newsletter with information and helpful tech tips)
Educational webinars from Laserfiche and Cities Digital
Periodic Cities Digital sponsored user groups
Unlimited Cities Digital telephone and remote support (weekdays, during business hours) 8:00
a.m. - 7:00 p.m. CST
Free access to Laserfiche product updates (does not include installation or training)
Services available on a per unit basis (not included with base LSAP):
Installation
Training
On-site support (available in packaged units by hours)
Custom integrations
Document conversions
Product consulting and configuration
Workflow, Forms and system design
Software development services
Rapid-response technical support: Cities Digital will promptly troubleshoot and resolve any issues
that arisebefore they impact operations or affect staff productivity.
The latest hotfixes, updates and patches: These critical items ensure that your Laserfiche system
continues to operate at peak efficiency.
New releases: These updates will help you make sure your system stays current, as new releases of
your licensed products are included at no additional charge.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Platinum Service Package
As a service premium to its customers, Cities Digital offers supplemental service packages to augment
the basic Laserfiche Annual Maintenance (LSAP) agreement. The benefits include:
Reduced professional services rate (normally $175/hr).
Receive priority support with guaranteed response times.
This Service Package includes:
80 hours of remote or onsite installation or training
Access to Priority Support Hotline
Additional discounted onsite support service hours available
Some services do not apply to the above packages. The services and their rates are as follows:
On-site Traveling: If a technician is traveling on-site, service package hours will be billed at 1/2
the normal rate during travel. Additionally, if the technician is driving, a rate of $.585/mile will
be charged - and if the technician is traveling by plane, the entire cost of the airfare will be
charged. A $225/day per diem will also be charged for on-site travel.
Off Hours Support: $250/hr. Regular support hours are 8am-7pm CT Monday through Friday. All
off-hours support requests must be scheduled two weeks in advance. Off Hours Support time
may be deducted from any Advanced Service Package at an adjusted conversion rate (rates
adjust based on average per hour cost of package).
Development Hours: $250/hr. Developer time may be deducted from the Advanced Service
Cities Digital Project Management Services
Cities Digital offers both remote and onsite project management consultation following installation to ensure
efficient use of implementations. Project management services can range from onsite daily implementation
management to periodic efficiency evaluations. Cities Digital Solutions Consultants can help determine the right
level of service to meet your needs.
Project Management services may include:
Develop Project Scope Statement
Set Up Project Environment
Develop Quality Assurance Plan
Develop Project Support Plans
Assemble and Coordinate Project Team
Direct and Manage Project Execution
Manage Project Team Performance
Monitor and Control Project Work
Product Periodic Project Status Reports
Assess End User Adoption Status
Summary Report of Project Results and Lessons Learned
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Bronze Silver Gold Platinum Diamond
Service Duration
(10 hours) (20 hours) (40 hours) (80 hours) (160 hours)
Installation 2-3
Kick-off meeting 1.5
Project Plan 1
Project Management + 20%
Laserfiche Client Training 1.5
Administration Console Training 1
Security 1
Scanning Training 1
Workflow Designer 1.5
Integration Configuration 1.25
Integration Training 1
Records Management Training 2
Audit Trail Training .5
Import Agent Training .5
Quick Fields Intro 2
Quick Fields Troubleshooting 2
Forms Intro 1
Forms Advanced 2
WebLink Administration 1.5
Weblink User Training .5
Forms Configuration 2 + Single Single Multiple Several
Workflow Configuration 2 + Single Multiple Multiple Several
Quick Fields Configuration 2 + Single Single Multiple Several
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Price Summary
Item Description Cost
Avante Software $53,850.00
Full Users (30 Full Named Users)
Records Management
Advanced Audit Trail
Workflow
Web Access
Public Portal (10 concurrent read-only
logins)
Laserfiche Mobile (for all named users)
SharePoint and MS Office Integrations
Distributed Computing Cluster
Quick Fields with Zone OCR, Pattern
Matching
Avante Plus Plug-in
Laserfiche Software One year of Software Maintenance that includes: $11,603.00
Assurance (LSAP) Rapid-response Technical Support, the Latest
Hotfixes, Updates and Patches, new Version
Releases
Trade-in Trade in credit for legacy Laserfiche United system $ (44,807.15)
1
components and maintenance
Professional Services 80 hours of professional services from Cities $ 12,400
Installation, Project Management, Training, and
Consulting.
1
This is a prorated amount that will depend on the date of a Rio purchase and its proximity to the annual
maintenance renewal date. The date of annual maintenance renewal is 1/26/2017
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Price Estimate
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Product Product ID Quantity Unit Price Ext Amount
Software
Forms Payment Integration CD2400 1 $5,000.00 $5,000.00
Laserfiche Forms for Licensed Users MFRM 30 $50.00 $1,500.00
Laserfiche Forms Portal Add-on MPFRM 1 $7,995.00 $7,995.00
Annual Maintenance
Forms Payment Integration Annual
Maintenance CD2400S 1 $1,000.00 $1,000.00
Laserfiche Forms Annual
Maintenance MFRMB 30 $10.00 $300.00
Laserfiche Forms Portal Add-on
Annual Maintenance MPFRMB 1 $1,600.00 $1,600.00
Laserfiche Forms User Add-on
With Laserfiche Forms:
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forms using preconfigured
templates that allow you to
specify colors, fonts, logos and
more.
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variety of fields, checkboxes and
radio buttons onto your form to collect the exacƷ źƓŅƚƩƒğƷźƚƓ Ǥƚǒ ƓĻĻķΓźƓ the precise format you
require.
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fields, improving the user experience and
ĻƓƭǒƩźƓŭ ƷŷğƷ Ǥƚǒ ķƚƓƷ ĭƚƌƌĻĭƷ ǒƓƓĻĭĻƭƭğƩǤ ķğƷğ͵
Θ /ŷğƓŭĻ ƷŷĻ ƌƚƚƉ ğƓķ ŅĻĻƌ ƚŅ ǤƚǒƩ ŅƚƩƒΓ
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without help from programmers.
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applications to pre-populate forms for known
audiences, reducing the need for staff to rekey or
manually validate information like name, address
and phone number.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Θ tƩĻǝĻƓƷƭ ĭƚƒƒƚƓ ǒƭĻƩ ĻƩƩƚƩƭ ƭǒĭŷ ğƭ źƓĭƚƒƦƌĻƷĻ ŅźĻƌķƭ ğƓķ źƓĭƚƩƩĻĭƷ ķğƷğ ƷǤƦĻƭͲ źƒƦƩƚǝźƓŭ
both the user experience and the quality of your data.
Θ
ƭĻƭ ƩƚƌĻΏĬğƭĻķ ƭĻĭǒƩźƷǤ Ʒƚ ĻƓƭǒƩĻ ƷŷğƷ ğĭĭĻss to submitted data is limited to authorized
personnel, guaranteeing the security of confidential information.
Licensing Model: Forms is a percentage add-on per user.
Laserfiche Forms Portal
Forms Portal expands the functionality in Laserfiche Forms to include publicly available forms that users
can fill out anonymously. In contrast, users must log in to Laserfiche Forms without the Portal Add-on.
Licensing Model:
The Laserfiche Forms Standard Portal Add-on is licensed per instance. You can allocate each
Forms Portal instance you have to one Forms Server. To use Forms Portal with a particular
Forms Server, you'll register the server as normal during installation and allocate the Forms
Portal to the desired Forms Server from the Rio License Manager.
With the Laserfiche Forms Enterprise Portal Add-on, every instance of Laserfiche Forms will
have the additional Forms Portal functionality.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Sample Training Courses
Course Name: Administrators Training
Duration: 1.5 hours
Type: Advanced Training
Synopsis Administrators training includes those designated as administrators of the system.
This course will focus on the Laserfiche Administration Console; it is from this
module that you can create new users/groups, provide rights and privileges to
users/groups, link accounts to active directory, manage volumes, manage metadata,
manage repository options, view current activity, and utilize the Audit Trail and
Records Management modules. Also during this training session Cities Digital
reviews how you can secure certain documents or folders.
Outline:
Administrative Console
Laserfiche Server Administration
Repository Layout
Repository Administration
Security
Metadata Administration
Volumes
Indexing
Auditing
Course Name: Full User Training
Duration: 2.5 hours
Type: General Training
Synopsis Full user training means that you will be using all components of the core
Laserfiche system (provided one has the necessary rights and privileges to do
so). Full users would import information into the system (by varied means),
manage information in the system, search for information in the system and
export information from the system. Full User Training will be presented as
though participants have little or no knowledge of the Laserfiche system.
Outline:
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Course Name: Records Manager Training
Duration: 2 hours
Type: Advanced Training
Synopsis Laserfiche Records Management aids in enforcing enterprise records policies
regardless of location or content. Records Management unifies management of
imaged, physical, electronic and email records securing tracking from cutoff to
final destruction or accession. During this training course Records Managers
will learn how to manage records in Laserfiche. Additionally, users will learn
how to configure records management and maintain the setup going forward.
Outline:
Records Security
Retention Schedule
Cutoff Instructions
Record Series
Record Folders
Basic Configuration setup
Cutting Off Records
Freezing Records
Destroying a Record Folder
Records Management Searches / Exporting a File Disposition Plan
Course Name: Laserfiche Scanning
Duration: 1 hour
Type: Hands-on
Synopsis During this training session, users will have the opportunity to solely focus in on
Laserfiche Scanning. While the training session will cover all of the same sorts of
topics found in full user training (regarding scanning), users will have the
opportunity to walk through the scanning process and even participate in hands-on
training.
This session is intended for those users who essentially only scan into the system
and would like additional training on scanning.
Outline:
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Course Name: Web User Training Web Access
Duration: 1 hour
Type: Basic User Training
Synopsis Synopsis: Laserfiche Web Access is a module that allows users the functionality of
the thick client, through a thin web client. Users will have the ability to import and
manage information, as well as searching the information. During this training
course users will become familiar with the features and functionality of the web-
based client.
Outline: Web User Training 1 hour
Course Name: Workflow Administration Training
Duration: 1 hour
Type: Administrative Training
Synopsis Laserfiche Workflow is a module designed to increase productivity by automating
document-centered work processes. During this training course administrators
will become familiar with configuration, searching and other common
troubleshooting techniques.
Outline:
Overview of the Workflow Designer
Trustee Configuration
Workflow Administration Console
Importing/Exporting Workflows
Workflow Templates
Subscriber Configuration
Default Connection Profile
Error Log
Workflow Searching & Troubleshooting
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Course Name: Workflow Design Training
Duration: 4 hours
Type: Advanced Training
Synopsis Laserfiche Workflow Designer is a module designed to increase your productivity
by automating document-centered work processes. During this training course
users will become familiar with the features and functionality of the Workflow
Designer. Additionally users will help to configure and test a sample workflow,
learning best practices, tips and tricks for having effective workflows.
Outline:
Overview of the Workflow Designer
Workflow Definition
Activity Toolbox
Configuring Activities
Publishing Workflows
Starting Rules
Search and Search Results
Error Log
Rule Manager
Testing Workflows
*Additional courses available
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Sample Project Plan
Cities Digital Solutions Consultants will work with The City of Bremerton
assistance that will help during the implementation period. In addition to scheduled progress reports, real-time
updates can be provided to The City of Bremerton
1.Planning and Consulting Meeting
The initial meeting after The City of Bremertonct Award will be for planning and consulting. This
meeting can take place on the start date of the contract, or shortly thereafter. The planning and consulting will
require time from the key decision maker and staff time to determine how the software will be used, identify
key resources and contacts, and set timelines. Planning and consulting will revolve around the recommended
processes and procedures, and initial planning of priorities for implementation and documentation.
Deliverables for this meeting will include an overall implementation strategy, implementation plan, and
project timeline.
2.Software and Hardware Order
Upon receiving a PO for the software and hardware, Cities Digital will order the products. This process takes
five business days to complete and will begin immediately after the PO is received.
3.Initial Documentation
Cities Digital staff will meet with The City of Bremerton
support the Laserfiche software. Our staff will consult with The City of Bremerton staff to develop policies and
procedures that will best meet the business needs and adhere to best practices for document management.
Cities Digital will then develop initial training materials that will illustrate the procedures and state the policies
for end users. This documentation will be available in editable format to The City of Bremerton staff.
4.Software Installation/Pilot User Training and Testing
The software will be installed on target test computers at The City of Bremerton. Any scanners that have been
purchased for the initial phase will also be installed and tested. Initial setup of the server and client computers
will be completed on this day. Generally, the next day will include onsite user and administrator training.
Training may include configuration of some system components if configuration was not completed by Cities
Digital installation personnel. When configuration is complete, pilot users will test policies and procedures.
During testing, Cities Digital staff will be available for consultation and guidance on the setup and making
adjustments to settings. Following testing, customized documentation will be adjusted.
5.All Other Training
When testing has been completed, and policies and procedures are in place, all other users may be trained on
how to use the system. Training will include full users and retrieval only users. This training will be completed
onsite and should be conducted in small groups.
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Cities Digital Project Client Project
Information Flow
Manager Manager
Project Technical
Trainer System Architect Internal IT Support
Lead
Departmental
Train the Trainers
CD Technical Support Stakeholders
(Power Users
(Decision Makers)
End Users
Organizational Chart Definitions
Title Role
Project Manager ŷĻ tƩƚƆĻĭƷ ağƓğŭĻƩƭ ƩƚƌĻ Ǟźƌƌ źƓĭƌǒķĻʹ
Centralizing communication for Staff about the project
Identifying key staff when participation is needed
Scheduling progress meetings
Securing resources such as conference rooms, IT resources, etc. needed for
training and consulting sessions
Ensuring that deadlines are met and that tasks and information requests are
fulfilled
Making final decisions when there is no consensus
Gathering system evaluation information needed for acceptance testing
Project Technical ŷĻ tƩƚƆĻĭƷ ĻĭŷƓźĭğƌ \[Ļğķƭ ƩƚƌĻ Ǟźƌƌ źƓĭƌǒķĻʹ
Lead
Making decisions about configuration options
Securing hardware necessary for configuration
Assigning roles to internal IT support staff
Authorizing remote or onsite access to technical resources when required by
Cities Digital staff
Internal IT Support The internal IT support staff will be responsible for:
Providing remote or onsite access to Cities Digital staff when necessary
Participating in train the trainer training sessions
Learning installation procedures
Gaining familiarity with software and hardware configuration from a
troubleshooting perspective
Participating in planning meetings so that IT perspective is present
Departmental The departmental stakeholders will:
Stakeholders
Make planning decisions on software configuration, policies and procedures,
software modules to be utilized by that department, user roles for their
department
Participate in planning meetings
Laserfiche-centered Document Management Solution Proposal
Prepared for The City of Bremerton
Date of Proposal: 9/27/2016
Title Role
Make final decisions for their department when consensus cannot be reached
Providing departmental testing information to Project Manager during
evaluation period
Train the Trainers Staff identified as train the trainer staff will be responsible for:
Participating in advanced training sessions
Training end users
Being a continual internal resource for end users
Identifying and reporting issues to Project Manager during evaluation period
End Users End users will:
Participate in training sessions
Participate in system testing tasks as assigned
Identify and report issues to Project Manager experienced during the testing
phase
Report positive and negative experiences with the system
Cities Digital
CD Project
Manager
Centralizing communication for Cities Digital staff about the project
Providing progress reports for Cities Digital projects
Ensuring that deadlines are met and that tasks and information requests are
fulfilled
Scheduling progress meetings
Customizing documentation for policies and procedures
System The System Architect will be responsible for:
Architect
Performing advanced configurations as required by the project within the
Laserfiche client, Workflow, Quick Fields and/or Forms or any other requested
software solutions
Testing the configurations o
Creating solutions
Trainer The trainer will be responsible for:
Customizing documentation for policies and procedures
Providing information to Hadassah Project Manager regarding recommended
training sessions
Conducting training sessions
CD Technical
Support
Providing professional installation services
Providing technical infrastructure recommendations as requested by the Project
Manager
Responding to and resolving technical support requests during all phases of
implementation
Responding to and resolving ongoing technical support requests from users of all
levels
Cities Digital, Inc.
Ryan Patalita
2107 Elliot Ave, Suite 3000
Seattle, WA 981216
www.citiesdigital.com
E: Ryan@citiesdigital.com
P: 206-858-9330 EXT 122
F: 866-592-7343
Workflow Name Court - Criminal Files Sub Sub Folder Rename
Starting Rules When an Entry Changes and the following conditions are all true
1.Path does not contain \\Municipal Court\\Probation
2.User does not equal the Workflow user
3.Path contains \\Municipal Court\\Active Case\\Criminal Files
4.Template Name = Muni Court Folder Template
5.Court Case Status field <> Warrant
Description This workflow renames the entry to %DefendantName - %CaseNumber
Workflow Name Court - Search Warrant Rename Files
Starting Rules When an Entry Changes and the following conditions are all true
1.Path starts with \\Municipal Court\\Court Administration\\Search Warrants
2.User does not equal the Workflow user
3.Template Name = Muni Court Folder Template
4.Document Type (Court Administration) Field = Inventory and Return of
Search Warrant or Search Warrant Document
Description This workflow renames the entry to %(Document Type (Court Administration)) -
%(Document Date)
Workflow Name Court - Administration
Starting Rules When an Entry is Created and the following conditions are all true
1.User does not equal the Workflow user
2.Template Name = Municipal Court Administration
3.Path
a.starts with \\Municipal Court\\Court Administration\\Search
Warrants OR
b. = \\Municipal Court\\Active Cases\\*Intake
When an Entry Changes and the following conditions are all true
1.User does not equal the Workflow user
2.Template Name = Municipal Court Administration
Description This workflow files the entry to \\Municipal Court\\Court Administration then the
appropriate sub-folder based on Document Type (Court Administration)
Workflow Name Court - Administration Daily Cutoff
Starting Rules When an Entry is Created and the following conditions are all true
1.User does not equal the Workflow user
2.Template Name = Municipal Court Administration
3.Path = \\Municipal Court\\Active Cases\\*Intake
4.Document Type (Court Administration) field = Daily Cutoff
5.Document Date field is not empty
When an Entry Changes and the following conditions are all true
1.User does not equal the Workflow user
2.Template Name = Municipal Court Administration
3.Document Type (Court Administration) field = Daily Cutoff
4.Document Date field is not empty
Description This workflow files the entry to \\Municipal Court\\Court Administration\\Daily
Cutoff\\%(Document Date_YEAR)\\%(Document Date_MONTH)\\%(Document Date)
Workflow Name Court - Check ImportAgent Folder Document Unable to rout
Starting Rules Runs on Schedule (On Demand)
Description Creates a report of all items created on the day it is run within the \\Import
Agent\\OCourt\\*Intake folder. Then emails the report to the email address
specified.
Workflow Name Court - CodeSmart Workflow
Starting Rules When an Entry is Created and the following conditions are all true
1.User does not equal the Workflow user
2.Entry Type = Document
3.Path = \\Import Agent\\OCourt\\*Intake
Description This workflow will file the entry when the CaseNumber token matches the
required format. Then a search will be performed for any folders with that
CaseNumber within the Municipal Court folder (this excludes the Probation sub
folder). For each case folder found the path is retrieved and the starting document
is filed to that location.
Workflow Name Court - CodeSmart Workflow (Run on schedule)
Starting Rules Runs on Schedule (On Demand)
Description This workflow will file the entry when the CaseNumber token matches the
required format. Then a search will be performed for any folders with that
CaseNumber within the Municipal Court folder (this excludes the Probation sub
folder). For each case folder found the path is retrieved and the starting document
is filed to that location.
Workflow Name Court - Criminal File Creation and Routing
Starting Rules When an Entry Changes and the following conditions are all true
1.User does not equal the Workflow user
2.Entry Type = Document
3.Template Name <> Municipal Court Infraction
4.Template Name <> Municipal Court Infraction Template
5.Path does not contain \\Municipal Court\\Closed Cases\\Criminal DUI
6.Path does not contain \\Municipal Court\\Probation
7.Case Type field <> Infraction Non-Traffic
8.Case Type field <> Infraction Traffic
9.Defendant Name field is not empty
10.Case Number field is not empty
11.Document Type (Municipal Court) field is not empty
12.Document Date field is not empty
Description This workflow routes the entry to the \\Municipal Court\\Active Cases\\Criminal Files
or \\Municipal Court\\Closed Cases folders and then the appropriate sub folder
based on Case Type.
Workflow Name Court - Disposition, Court Date Routing, and Renaming Files
Starting Rules When an Entry Changes and the following conditions are all true
1.User does not equal the Workflow user
2.Template Name <> Municipal Court Administration
3.Template Name <> Probation
4.Template Name <> Probation Template
5.Path starts with \\Municipal Court
6.Path does not contain \\Municipal Court\\Probation
7.Template Name =
a.Municipal Court Infraction Template OR
b.Municipal Court Parking Template OR
c.Muni Court Folder Template
Description This workflow files the entry to the \\Municipal Court\\Active Cases\\Criminal Files
then to the appropriate sub folder based on the Case Type, Template Assigned,
and Case Status fields.
Workflow Name Court - Duplicate Case Number Folder Workflow Email2
Starting Rules Scheduled to run weekly on Mondays @ 9:00 AM
Description This workflow queries the JIS database Court_FindDuplicateCaseNumber4 table.
Then for each row returned workflow searches for that case file folder. A report is
sent of all folders returned.
Workflow Name Court - eHearing - Court Date Routing
Starting Rules When an Entry Changes and the following conditions are all true
1.User does not equal the Workflow user
2.Path = \\Municipal Court\\Active Cases\\*eIntake\\eHearings Request\\Cases
to be Set
3.Template Name =
a.Municipal Court Infraction Template OR
b.Municipal Court Parking Template
Description This workflow routes the entry to the \\Municipal Court\\Active Cases\\Court
Hearings folders and then the appropriate sub folder based on template assigned,
hearing type and whether it is tracked to a criminal case or not.
Workflow Name Court - eHearing - File Creation
Starting Rules When an Entry Changes and the following conditions are all true
1.User does not equal the Workflow user
2.Type = Folder
3.Template Name =
a.Municipal Court Infraction Template OR
b. Municipal Court Parking Template
4.Path =
a.\\Municipal Court\\Active Cases\\*eIntake\\eHearings
Request\\Contested OR
b.\\Municipal Court\\Active Cases\\*eIntake\\eHearings
Request\\Mitigation
Description This workflow routes the entry to the \\Municipal Court\\Active Cases\\Court
Hearings folders and then the appropriate sub folder based on template assigned,
hearing type and whether it is tracked to a criminal case or not.
Workflow Name Court - eHearings Request Form Routing 4
Starting Rules When an Entry Changes and the following conditions are all true
1.User does not equal the Workflow user
2.Path starts with \\LFFORMS\\eHearings Request
3.Type = Document
Description This workflow routes the entry to the \\Municipal Court\\Active
Cases\\*eIntake\\eHearings Request\\ folders and then the appropriate sub folder
based on template assigned if a folder exists or not and the hearing type.
Workflow Name Court - File Creation
Starting Rules When an Entry is Created and the following conditions are all true
1.User does not equal the Workflow user
2.Type = Document
3.Violation Date field is not empty
4.Request Interpreter field <> Yes
5.Case Number field is not empty
6.Path = \\Municipal Court\\Active Cases\\*Intake
When an Entry is Changed and the following conditions are all true
1.User does not equal the Workflow user
2.Type = Document
3.Path does not contain \\Municipal Court\\Closed Cases
4.Violation Date field is not empty
5.Interpreter Language field is empty
6.Case Number field is not empty
7.Template Name =
a.Municipal Court Infration OR
b.Municipal Court Infration OR
c.\\Municipal Court\\Active Cases\\*Intake
Description This workflow routes the entry to the \\Municipal Court\\Active Cases folders and
then the appropriate sub folder based on template assigned and the hearing type.
Workflow Name Court - Find All Closed Cases in Active Folder
Starting Rules Runs on Schedule (On Demand)
Description This workflow queries the JIS database Get1ZClosedCases table. Then for each row
returned workflow searches for that case file folder. A report is sent of all folders
returned.
Workflow Name Court - Find All JIS Closed Cases in Active Folder
Starting Rules Runs on Schedule (On Demand)
Description This workflow queries the JIS database GetAllClosedCases table. Then for each
row returned workflow searches for that case file folder. A report is sent of all
folders returned.
Workflow Name Court - Find Closed Cases in Active Folder
Starting Rules Runs on Schedule (On Demand)
Description This workflow queries the JIS database GetPRandDCaseNumberIsNotNull table.
Then for each row returned workflow searches for that case file folder. A report is
sent of all folders returned.
Workflow Name Court - Find CRClosed Cases in Active Folder
Starting Rules Runs on Schedule (On Demand)
Description This workflow queries the JIS database GetCRClosedCaseCriminalFiles table. Then
for each row returned workflow searches for that case file folder. A report is sent
of all folders returned.
Workflow Name Court - Find IN Closed Cases in Active Folder
Starting Rules Runs on Schedule (On Demand)
Description This workflow queries the JIS database GetINClosedInfractions table. Then for
each row returned workflow searches for that case file folder. A report is sent of
all folders returned.
Workflow Name Court - Find PR & D Closed Cases in Active Folder
Starting Rules Runs on Schedule (On Demand)
Description This workflow queries the JIS database GetPRandDCaseNumberIsNotNull table.
Then for each row returned workflow searches for that case file folder. A report is
sent of all folders returned.
Workflow Name Court - Find Z Closed Cases in Active Folder
Starting Rules Runs on Schedule (On Demand)
Description This workflow queries the JIS database GetZClosedCaseCriminalAndInfraction
table. Then for each row returned workflow searches for that case file folder. A
report is sent of all folders returned.
Workflow Name Court - Infraction File Creation and Routing
Starting Rules When an Entry is Created and the following conditions are all true
1.User does not equal the Workflow user
2.Type = Document
3.Violation Date field is not empty
4.Request Interpreter field <> Yes
5.Case Number field is not empty
6.Path = \\Municipal Court\\Active Cases\\*Intake
When an Entry is Changed and the following conditions are all true
1.User does not equal the Workflow user
2.Type = Document
3.Path does not contain \\Municipal Court\\Closed Cases
4.Violation Date field is not empty
5.Interpreter Language field is empty
6.Case Number field is not empty
7.Template Name =
a.Municipal Court Infration OR
b.Municipal Court Infration OR
c.Path = \\Municipal Court\\Active Cases\\*Intake
Description This workflow routes the entry to the \\Municipal Court\\Active Cases folders and
then the appropriate sub folder based on template assigned and the hearing type.
Workflow Name Court - Move Closed Cases Back to Open
Starting Rules When an Entry is Changed and the following conditions are all true
1.User does not equal the Workflow user
2.Path contains \\Municipal Court\\Closed Cases
3.Template Name = Muni Court Folder Template
Description This workflow is used to move Closed Cases back to the \\Municipal Court\\Active
Cases\\Criminal Files folder.
Workflow Name Court - Move Infraction and Parking Closed Cases Back to Open
Starting Rules When an Entry is Changed and the following conditions are all true
1.User does not equal the Workflow user
2.Path starts with \\Municipal Court\\Closed Cases
3.Closed field = N
4.Closure Date field is empty
5.Template Name =
a.Municipal Court Infraction TemplateOR
b.Municipal Court Parking Template
Description This workflow moves the entry to either the \\Municipal Court\\Active
Cases\\Infractions or the \\Municipal Court\\Active Cases\\Parking Tickets folders
based on which template is assigned.
Workflow Name Court - Order Interpreter for Already Created Cases
Starting Rules No Starting Rules
Description This workflow deletes all current shortcuts to the document and then creates a
new one in the \\Municipal Court\\Active Cases\\Infractions\\Order Interpreter folder.
Workflow Name Court - Order Interpreter for New Hearing Requests
Starting Rules No Starting Rules
Description This workflow files the entry to the Court Hearings folder, then an email is sent
requesting an interpreter. Once an interpreter has been ordered a shortcut to the
document is placed in the Active Cases folder.
Workflow Name Court - Probation File Movement
Starting Rules When an Entry is Created and the following conditions are all true
1.User does not equal the Workflow user
2.Template =
a.Probation OR
b.Probation Template
When an Entry is Changed and the following conditions are all true
1.User does not equal the Workflow user
2.Template =
a.Probation OR
b.Probation Template
Description This workflow files Probation documents into the appropriate folder based on Case
Status and Case Type.
Workflow Name Court - Public Records Requests
Starting Rules When an Entry is Created and the following conditions are all true
1.User does not equal the Workflow user
2.Type = Document
3.Template Name = Municipal Court Administration
4.Document Type ( Court Administration) field = Public Records Request
5.Path starts with \\Municipal Court\\Active Cases\\*Intake
When an Entry is Changed and the following conditions are all true
1.User does not equal the Workflow user
2.Type = Document
3.Template Name = Municipal Court Administration
4.Document Type ( Court Administration) field = Public Records Request
5.Path starts with \\Municipal Court\\Active Cases\\*Intake
Description This workflow moves the entry to \\Municipal Court\\Court Administration\\Public
Records Requests\\%(Filing Date_YEAR)\\%(Filing Date_MONTH)\\%(Filing Date)\\.
The entry is renamed to %(Requestor Name) - %(Filing Date) - %(Time)
Workflow Name Court - Scan Closed Cases
Starting Rules When an Entry is Changed and the following conditions are all true
1.User does not equal the Workflow user
2.Type = Document
3.Path does not contain \\Municipal Court\\Probation
4.Path does not contain \\Municipal Court\\Closed Cases\\Criminal DUI
5.Template Name <> Municipal Court Infration
6.Template Name <> Municipal Court Infration Template
7.Case Type field <> Infraction Non-Traffic
8.Case Type field <> Infraction Traffic
9.Defendant Name field is not empty
10.Case Number field is not empty
11.Document Type (Municipal Court) field is not empty
12.Document Date field is not empty
Description This workflow renames the document to %(Document Type (Municipal Court)) -
%(Case Number) - %(Document Date) - %(Entry ID)
IF the Case is Closed then the file is moved to:
\\Municipal Court\\Closed Cases\\%(Case Type)\\Year Closed Month
Closed\\%(Defendant Name) - %(Case Number)\\
IF the case is still open then the file is moved to:
\\Municipal Court\\Active Cases\\Criminal Files\\First Initial of %(Defendant
Name)\\%(Defendant Name) - %(Case Number)\\
Workflow Name Court - Warrant Workflow
Starting Rules When an Entry is Changed and the following conditions are all true
1.User does not equal the Workflow user
2.Court Case Status field = Warrant
3.Template Name = Muni Court Folder Template
Description This workflow Moves the file to \\Municipal Court\\Active Cases\\Criminal
Files\\*Warrants\\
IF
Court Case Status field does not equal Warrant
AND
Court Case Status field = Closed
OR
Court Case Status field is empty
OR
Court Case Status field = Open
THEN
All Shortcuts to the document are deleted.
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345 6 Street, Suite 600, Bremerton, WA 98337 Phone (360) 473-5280