Laserfiche Agenda Workflow Training Submitting an Agenda Item Through Laserfiche Web Access Version 10.2 May 2017
Contents LASERFICHE LASERFICHE AGENDA REVIEW WORKFLOW... 3 IMPORTING DOCUMENTS INTO WEB ACCESS... 3 AGENDA ITEM SUBMITTED TO AGENDA REVIEW... 8 AGENDA ITEM - APPROVED BY AGENDA REVIEW... 9 AGENDA ITEM - REVISIONS REQUIRED BY AGENDA REVIEW... 9 Updating your WORD document:... 10 Updating your PDF document (Uploading a new version):... 14 UPDATING TEMPLATE INFORMATION (not through Word)... 16 AGENDA ITEM - REVISIONS REQUIRED BY CITY CLERK... 17 ERROR MESSAGES... 18 APPENDIX A... 19 APPENDIX B... 21 CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 2
LASERFICHE AGENDA REVIEW WORKFLOW You will be saving or importing your agenda items into Laserfiche. Agenda items will reside in Laserfiche during Agenda Review including City Clerk Review. The Reviewers will open the document and utilize Track Changes for any modifications. Email notifications are sent throughout the approval process, notifying of any status changes. Once Agenda Review is complete and updated (if required) by the submitter are complete, the agenda item (Report and Attachments) will be sent to the City Clerk for review and ultimately assembled into the agenda packet. Laserfiche can be accessed in multiple ways. Laserfiche can be opened through the web using two different programs. Most users already use Laserfiche Weblink to search and view records in Laserfiche. Laserfiche Web Access is new software that will allow access to the Laserfiche Agenda Workflow component. Only users submitting and reviewing agenda items need to use Web Access. IMPORTING DOCUMENTS INTO WEB ACCESS Before logging into Web Access, the agenda documents must go through departmental approval and be named correctly. Be sure to name the document similarly to what is listed on the Pending list of items schedule for Council. After your own Departmental Approval process, submit documents to Laserfiche. In your own common drive, rename your document with the date of the City Council meeting in mmddyy format with no slashes or dashes or spaces, then a shortened Title from the Subject of the Staff Report (i.e., 052817 CDBG Grants, 052817 2017 Budget Calendar, 052817 CAP Security). Resolutions, Ordinances and Contracts must be submitted in Word. In the document name, after the date and subject, include the word Reso/Ord/Contract and the word Attach and number (i.e., 052817 CAP Security Contract Attach 1). For all other Attachments, include the word Attach or Attachment(s) and the number(s) at the end of the name of the document (i.e., 052817 CAP Security Attach 2-3). All attachments need to be correctly labeled on the document (Attachment 1, Attachment 2, etc.) IF you have attachments to the attachments, identify them as such so they are not confused with the attachments for the staff report. To make the importing process very simple, use the Import feature in Web Access. 1. Open Web Access by going to: http://webaccess.toaks.org/ 2. Sign in using the Name and Password given to you by RecordsManagement. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 3
3. Click on the arrow (>) in front of AGENDA ITEMS folder. Click on the plus (+) in front of your departmental folder. Click on the For Submission folder. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 4
4. Click on File and then Import. Click on Browse in the window that pops up and navigate to your your document(s) OR just drag your file(s) into the box. Click OK. OR OR drag your file(s) directly into the For Submission folder. 5. On the window that pops up, click on the General tab and fill in the NAME of the document. Do not change anything else in this window. Name: automatically filled in with the document name when imported Make sure the name is similar to what is listed on the Pending List with Staff Report or Attachment included For example: 052817 CAP Security Staff Report.docx NOT 052817 BEST GUARDS IN THE WEST Staff Report.docx CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 5
6. In the same window, click on the Fields tab and fill in the Template information. You will need to fill out Template information for each document that is imported, including attachments. The data in the template fields will be seen in the notification emails. Title: This should match the Subject on your staff report and/or what is listed on Pending City Council Meeting List AND shortened as needed. Please include Staff Report or Attachment. it does not necessarily need to match exactly the Name of the document. When saving Resolutions, Ordinances, Contracts or Attachments, use the same title as your staff report, add the word Reso/Ordinance/Contract and the word Attachment or Attach. For example: CAP Security Contract Attach 1). Agenda Section: select the section where your item will appear on the agenda from drop down menu (i.e., Consent Calendar, Public Hearing, Department Report). Please note that the City Clerk can update this field if your Agenda Section is later changed. Submitted: change status from Pending to Submitted. If you don t change status to Submitted, your item will will not move and will not be reviewed. Department Notes: helpful if want to let reviewers know something about the report or if responding to a question or comment from a reviewer. In this section, may want to acknowledge requested changes were made. Meeting Date: select the meeting date from drop down menu CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 6
7. Click Import and the import process will start. 8. As your item(s) is importing, another small window will pop up. This window tells you which item is currently being imported. 9. Your staff reports and all attachments are now in your department s Pending Approval folder under the AGENDA ITEMS folder. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 7
AGENDA ITEM SUBMITTED TO AGENDA REVIEW 1. Once you submitted the documents, they moved from the For Submission folder to the Pending Approval folder. The documents are now available for review by the Agenda Review group. An email is sent to each reviewer advising that an agenda item is ready for review. 2. While your documents are in Agenda Review you can view the status of each document. In your Pending Approval folder you can view the columns with the approval status and notes for each reviewing department. PLEASE DO NOT MAKE ANY CHANGES TO THE DOCUMENT WHILE IT IS IN THE Pending Approval FOLDER. You must wait until CMO, CAO and FIN have reviewed the document and you have received an email stating that the document has either been approved or if revisions are needed. View approval statuses in these columns 3. Agenda Review departments review the document. After reviewing the document, each reviewing department will update its Approval section on the template. The three possible status are: Approved No changes required. Additional Info Needed (Resubmit) Changes required and item MUST be resubmitted. This re-review only goes to the Agenda Reviewers that select this status. Conditionally Approved Minor changes required, report will NOT be resubmitted to Agenda Review. Changes and/or requests for information may be added to each reviewing department s Notes section of the template and within the document utilizing Track Changes. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 8
AGENDA ITEM - APPROVED BY AGENDA REVIEW 1. Submitter will receive an email following the Agenda Review process. If document is marked as Approved by all reviewers, it will remain in the Pending Approval folder and CCD will review format, wording, etc. Sample email indicating item is approved by Agenda Review CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 9
AGENDA ITEM - REVISIONS REQUIRED BY AGENDA REVIEW If a document is marked as Additional Info Needed by at least one reviewer, it will move to your department s Requires Revision folder and its submitted status will be changed to Pending again. You will receive an email indicating that revisions are required. Note that any shortcuts to Laserfiche in the email will not work for Web Access. Sample email indicating that revisions are required by Agenda Review Updating your WORD document: Open Web Access (http://webaccess.toaks.org) and login. The first time you go into Web Access and try to open a Word document, you will be prompted to install or update the Laserfiche Office Plugin. (See Appendix A.) Go to your department s Requires Revision folder and check the box in front of the document. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 10
On the far right side, click on the three dots and choose Check Out Document. This will allow you to make changes and will lock anyone else from accessing the document at the same time. Note: If you get a pop up asking, Do you want to allow this website to open a program on your computer?, uncheck Always ask before opening this type of address and click Allow. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 11
You will be prompted to check the document out to a location on your computer. Click on the button and choose Desktop or wherever you want to save it on your computer. This is a temporary location for the document as you edit it. Click OK. Make the updates by accepting the changes in Track Changes under the Review tab or making other changes as needed. DO NOT RESUBMIT THE DOCUMENT TO REVIEW WITH ANY OF THE CHANGES STILL HIGHLIGHTED IN RED OR ANY COMMENTS, ETC. (See Appendix B.) While still in Word, click on the Laserfiche tab at the top of the Word document. Click on Laserfiche Metadata on the ribbon. Change template submitted status from Pending to Submitted and click OK. The document will be routed again to Agenda Review (only the department that requested to review again will receive). Your document will once again move from the For Submission folder to the Pending Approval folder. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 12
Check in the document. You may be asked what you want to do. Always choose Overwrite the existing document. (This will save the document back into Laserfiche.) Click OK. You will then be asked if you want to close the document. Click Yes. Next, you will be asked if you want to delete the local copy (the one on your desktop that was put there while you made changes to the document). Check Don t ask me again if you do not want this window to pop up each time. Click OK. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 13
3. Your document is closed and resubmitted back to Agenda Review for those requesting it to be resubmitted. If your document was Conditionally Approved it will be routed to the City Clerk for review. 4. After all updates from Agenda Review are made and approved, all reports and attachments are sent through workflow to the City Clerk. City Clerk may mark the document as Approved or Additional Info Needed. Updating your PDF document (Uploading a new version): Open Web Access (http://webaccess.toaks.org) and login. Go to your department s Requires Revision folder and check the box in front of the document. On the far right pane, click on the Metadata tab and click on Versions link. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 14
Click on the Upload icon near the top Drag file into Import New Version box OR choose File by browsing to correct PDF on your computer Click OK Click on Fields tab on pop-up window and update template to Submitted, then click Import at the bottom CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 15
UPDATING TEMPLATE INFORMATION (not through Word) Open Web Access (http://webaccess.toaks.org) and login. Navigate to document and check the box in front of the document. On the far right pane, click on the Fields tab. Update as needed and Click Save at bottom CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 16
AGENDA ITEM - REVISIONS REQUIRED BY CITY CLERK 1. If document is marked as Additional Info Needed by the City Clerk, it will move to your department s Requires Revision folder and you will receive an email indicating that revisions are required. 2. To update your document, following the Agenda Item - Revisions Required By Agenda Review instructions starting on page 10. 3. When the changes are made and the template status changed back to Submitted, your document is resubmitted back to City Clerk. 4. Once City Clerk marks document as Approved, your reports/attachments will move from your Department s folders into City Clerk s folder for final processing and printing. You will receive another email. You will not have access to the document once it is moved to the City Clerk. Sample email indicating that item is approved by City Clerk. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 17
ERROR MESSAGES Please note that if another person has the document open, you will receive one of the following error messages: CLICK NO If you get a Security Warning about Macros along the top of your document, click on Options and choose Enable this content. This will allow the Laserfiche integration to work properly. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 18
APPENDIX A Web Access General Tips and Instructions Web address: http://webaccess.toaks.org/ This first time you open a Word document through Web Access, you will be prompted to install or update the Laserfiche Office Plugin. Click on the middle of the screen that pops up on the Word Download. YOU MUST EXIT ALL OFFICE PRODUCTS (WORD, EXCEL, POWERPOINT, PUBLISHER, ACCESS) BEFORE INSTALLING OR UPDATING THE LASERFICHE OFFICE PLUGIN When prompted, choose to Run the.exe file. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 19
You will see the progress of the installation on another pop up window. When prompted, please choose I accept the terms in the License Agreement When finished, click on Finish. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 20
APPENDIX B Using Track Changes In Word (Courtesy of Colleen Hernandez and other Help Sources) Track Changes is a great feature of Word that allows you to see what changes have been made to a document. The tools for track changes are found on the Reviewing tab of the Ribbon. Begin Track Changes To keep track of the changes you ll be making to a document, you must click on Track Changes icon. To start Tracking Changes: Click Review Tab on the Ribbon Click Track Changes Make the changes to your document and you will see any changes you have made. Document Views There are four ways to view a document after you have tracked changes: Final Showing Markup: This shows the document with the changes displayed Final: This shows the changed document, without the changes displayed Original Showing Markup: The original document with the changes displayed Original: The original document without any changes. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 21
To change the view, click the appropriate choice in the Tracking Group of the Review Tab on the Ribbon. The Show Markup feature allows you to view different items (comments, formatting, etc.) and choose to view different authors comments. Accept or Reject Changes When you view the changes in a document you can either choose to accept or reject the changes. This allows you to review the document by each change to accept or reject each change. Comments The New Comments icon also lets you add comments to the document. To add a new comment, put your cursor where you would like to add the comment and click on New Comment. CCD:170-10\lm\h:\common\rm\training\10.2 Web Access Training-Submitter.doc 22