Ebook Guide To Integrating Document Management Software

The Guide to Easily
INTEGRATING DOCUMENT
MANAGEMENT SOFTWARE
How to Plan an Effective
THE GUIDE TO EASILY INTEGRATING DOCUMENT MANAGEMENT SOFTWARE
Document Management
Integration
3 Things Organizations Often

Overlook When Starting an
Contents
Integration
Expert Perspective:
IT Infrastructure
as Middleware
How to Plan an Effective Document Management Integration 2
3 Things Organizations Often Overlook When Starting an Integration 10

Expert Perspective:
Integration and the Open Expert Perspective: IT Infrastructure as Middleware 14
Digital Innovation Revolution
Expert Perspective: Ingratiation & the Open Digital
How Loudoun County
Innovation Revolution 18
Integrated Laserfiche with
Numerous Applications
How Loudoun County Integrated Laserfiche with
Numerous Applications 21
One-Click Document
One-Click Document Management Integration 27
Management Integration
Document Management
Integration

Integration
Expert Perspective: How to Plan an Effective

Document Management
IT Infrastructure
as Middleware
Expert Perspective:
Integration and the Open
Integration
An integration is the process of linking together different software
How Loudoun County applications functionally to act as a coordinated whole within the context
of a business process. The goal of an integration is fluid communication
that allows multiple systems to talk to each other as needed based on
activities that occur within a process.
One-Click Document
2
Document Management
Integration
There are many reasons for integrating document management software into
3 Things Organizations Often your existing software systems, such as:
Integration ▪▪ Saving time and money by automating manual tasks and making business
processes more efficient.
Expert Perspective: ▪▪ Reducing end-user training by delivering additional functionality through the
IT Infrastructure user’s line-of-business application.
as Middleware
▪▪ Eliminating data transcription errors.
Expert Perspective:
Integration and the Open THREE COMMON TYPES OF DOCUMENT MANAGEMENT INTEGRATIONS
How Loudoun County There are three common types of integration between a document
Integrated Laserfiche with management system and other applications:
Creating content from

One-Click Document Sharing data Image enablement
external data
3
Document Management
Integration

Integration
1 Sharing data:
Expert Perspective:
Information is synchronized
IT Infrastructure in multiple systems. All of the
as Middleware systems share the same data.
Expert Perspective:
Integration and the Open Data is captured from an invoice
Digital Innovation Revolution using high-volume capture
tools. This data is then synced
to the accounting system.
How Loudoun County The invoice totals are cross-
referenced and approved in the
accounting system. The status
Numerous Applications is updated in the document
management system.
One-Click Document
4
Document Management
Integration

Integration
2 Image enablement:
Content is delivered to and documents
Expert Perspective:
IT Infrastructure
are scanned from the interface of another
as Middleware application. Basically, documents
stored in the repository are accessed
from another front end and data in
Expert Perspective:
that application is used to populate the
Digital Innovation Revolution metadata of scanned documents.
How Loudoun County

Integrated Laserfiche with Information from an incoming order can be
automatically extracted directly from an internal
Numerous Applications service order system using the Laserfiche Connector
tool and is populated between systems and documents.
One-Click Document
5
Document Management
Integration

Integration 3 Creating content from external data:
Content is created inside another system and then saved immediately in the
Expert Perspective: document management system.
IT Infrastructure
as Middleware
An accounting system is used to

Expert Perspective: create reports which are then
Integration and the Open archived directly in a document
Digital Innovation Revolution repository.
How Loudoun County

One-Click Document
6
Document Management
Integration
How should I approach integration?

Overlook When Starting an When thinking about integration, the best policy is to describe the actual
Integration business process first, and then look at a possible solution (which may or may
not include integration). Listing integration requirements upfront defines your
Expert Perspective:
options in terms of technology and approach.
IT Infrastructure
as Middleware
1 Analyze your business process.
▪▪ What is the final outcome of this process? ▪▪ Can you use business process
Expert Perspective:
Integration and the Open automation tools or high-volume
▪▪ Who needs to be involved?
Digital Innovation Revolution capture tools to look up information
▪▪ How can the existing process be from an external database as well as
streamlined? run a custom database SQL query?
How Loudoun County
Integrated Laserfiche with ▪▪ Can you use business process
▪▪ What systems/applications are
currently involved? automation functionality to embed
data sharing around a process
▪▪ What is the function of each of using workflow activities or custom
One-Click Document
these systems? Can the document scripting?
management system take over any of
those functions?
7
Document Management
Integration

Integration
2 Define what an integration can do for you by asking yourself:
Expert Perspective: ▪▪ What is this integration supposed to accomplish?
IT Infrastructure
as Middleware
▪▪ What problem is it supposed to solve?
▪▪ Why is this integration important?
Expert Perspective:
How Loudoun County Integrations should measurably extend the value of the enterprise
Integrated Laserfiche with content management (ECM) system. If integration does not add
Numerous Applications clear value, then the necessity of it should be reconsidered.
One-Click Document
8
Document Management
Integration

Integration
3 What integration tools does the document management system offer to help
Expert Perspective:
IT Infrastructure with integration?
as Middleware
▪▪ Wizard-driven image enablement tool: This is a simple, code-free way to
integrate other applications with your document management system. Users
Expert Perspective:
can search for documents in the repository or scan in documents based on
field values in their primary Web-based or Windows desktop application, such
as an ERP or CRM system.
How Loudoun County ▪▪ Software development kit (SDK): Most integrations will be largely written using
Integrated Laserfiche with one or more of these libraries.
▪▪ Web-driven integrations: Both of these applications are URL driven, so issuing
searches or bringing up a document through the Web interface is as simple as
One-Click Document linking the particular application to the Web server with the correct URL.
9
Document Management
Integration

Integration
Expert Perspective:
IT Infrastructure
3 Things Organizations
as Middleware
Often Overlook When
Expert Perspective:
Starting an Integration
How Loudoun County
Software integrations are a powerful tool for expediting business
Integrated Laserfiche with operations. Many organizations use integrations to combine the
Numerous Applications information and functionality from one system with that of another,
saving valuable time and resources in the process.
One-Click Document
10
Document Management
Integration
Here are three things to consider before starting a software integration.

Overlook When Starting an 1 Integrations Should Begin with Process Analysis
Integration
Before dedicating time and resources to building an integration, it is important to
conduct a thorough analysis of the processes the integration will improve. Useful
Expert Perspective:
IT Infrastructure questions to ask include:
as Middleware
▪▪ What software systems are involved in the process?
Expert Perspective: ▪▪ Which employees are involved in the process?

Integration and the Open ▪▪ What specific operational benefits is the integration meant to achieve?
How Loudoun County For instance, if an accounting department wants

Integrated Laserfiche with to automatically archive invoices generated by its
Numerous Applications bookkeeping software, it would need to identify the
accounting and document management systems
that need to be linked together to achieve that
One-Click Document goal. Having this information helps the department
envision an integration that fits its specific
operational needs.
11
Document Management
Integration
2 Quality Integrations Depend on Flexible Tools

As you plan your integration, it is beneficial to use flexible platforms that can
Integration
easily interact with other systems. Using software that allows you to modify its
source code to link with other systems will help you achieve the goal of your
Expert Perspective: integration without being limited by built-in software constraints.
IT Infrastructure
as Middleware
For example, Laserfiche enterprise content management (ECM) can seamlessly
integrate with line-of-business applications, such as:
Expert Perspective:
Integration and the Open ▪▪ Customer relationship management (CRM) systems. Laserfiche can extract
Digital Innovation Revolution contact information from a CRM system and automatically route it to other
applications to quickly process client contracts and transactions.
How Loudoun County ▪▪ Accounting or bookkeeping software. Laserfiche synchronizes with accounting
software by pulling financial data from third-party documents or systems,
storing it in the repository and routing it to the accounting system for
verification and approval.
One-Click Document ▪▪ Student information systems (SIS). Laserfiche can easily pre-populate student
Management Integration enrollment forms, transcript requests, financial aid documents and more by
allowing a seamless and secure flow of information from the repository to the SIS.
12
Document Management
Integration
3 Things Organizations Often 3 Laserfiche Connector Offers One-Click Integrations

Integration
If you want to merge the information storage capabilities of a robust ECM system
with a primary line-of-business application, take a look at Laserfiche Connector.
This module offers one-click, code-free integration with nearly any third-party
Expert Perspective:
application that displays readable text, including:
IT Infrastructure
as Middleware
▪▪ Gmail ▪▪ Junxure
▪▪ Salesforce ▪▪ Banner by Ellucian
Expert Perspective:
Integration and the Open ▪▪ Microsoft Dynamics
Using Laserfiche Connector to link applications with your

How Loudoun County
Integrated Laserfiche with organization’s content can save valuable time and money
Numerous Applications otherwise spent customizing third-party applications.
One-Click Document LEARN MORE ABOUT LASERFICHE CONNECTOR

13
Document Management
Integration

Integration
Expert Perspective
Expert Perspective: CIO Stephen diFilipo on
IT Infrastructure IT infrastructure as middleware
as Middleware
Expert Perspective: Stephen diFilipo, now a vice president and CIO in higher education, has had a
Integration and the Open rather unconventional career trajectory: As a classically trained musician, he
spent years performing throughout the United States. He earned a Master of Arts
in media ecology, including mass media adoption of emerging technology. He
How Loudoun County then produced and directed television programming. In addition, he has consulted
Integrated Laserfiche with about technology leadership with a number of private sector companies including
Campbell Soup, Comcast, and Pfizer. About 10 years ago, diFilipo made the move
to higher education because he thought it would be “a cool place to go.” With his
One-Click Document interest in emerging technology, he is focused now on social media, particularly to
Management Integration reach young people in higher education. The Huffington Post recently ranked him
as the No. 2 most social CIO in higher education.
14
Document Management
Integration
You have some interesting research on the benefits of Bring Your Own
Everything (BYOE)—not just Bring Your Own Device (BYOD)—that was
sponsored by EDUCAUSE. Can you tell us about it?
Integration The report was the conclusion of a comprehensive research project initiated by
the EDUCAUSE Center for Analysis and Research (ECAR). It is, to our knowledge,
Expert Perspective: the first effort to conduct research on the topic of consumerization of technology
IT Infrastructure in higher education. During the process of collecting data, it became apparent
as Middleware that the challenges for higher education IT leaders went beyond BYOD. The
greater issue was the appearance across campuses of consumer technology,
Expert Perspective: including devices of all types—not just smartphones and tablets, but also Google
Integration and the Open Glass, smart watches, wearables such as fitness trackers, and cloud services. It
Digital Innovation Revolution has truly become a Bring Your Own Everything issue.
How Loudoun County

Some of the key findings included:
Numerous Applications ▪▪ Planning doesn’t necessarily precede action.
▪▪ A solid security presence and plan can adjust to most BYOE security challenges.
One-Click Document ▪▪ Cost savings from BYOD/BYOE can be elusive.

▪▪ Support strategies will need to adapt to BYOE environments.
▪▪ Implications for teaching and learning are the most exciting developments
surrounding BYOD/BYOEv for IT professionals.
15
Document Management
Integration

Integration You identify yourself as an “early adopter.” What are the advantages and
disadvantages of that, and how do you advise corporations about the degree to
Expert Perspective: which they should be early adopters as well?
IT Infrastructure
as Middleware
First, you have to clearly define the term “early adopter.” The definition may be
influenced by the culture of the organization and the industry vertical. An early
adopter in Silicon Valley might be very different from an early adopter on Wall Street.
Expert Perspective:
Any person who falls into the category of early adopter has some characteristics
of a maverick, rogue, rebel and pirate. When that same person has the
political acumen to navigate the organizational “channels,” the early adopter
How Loudoun County characteristics can provide significant competitive advantage. On the other hand,
an overly aggressive early adopter may be too far ahead of the curve and have
less-than-hoped-for results.
CTA: Top 5 trends in ECM code. Free Integrations + Anywhere Access (IDC)
One-Click Document
16
Document Management
Integration
Expert Perspective
Integration
Expert Perspective:
IT Infrastructure
Dr. Rob Abel, CEO of IMS Global Learning Consortium, on
as Middleware integration and the open digital innovation revolution
Expert Perspective:
Integration and the Open Dr. Rob Abel is CEO of the IMS Global Learning Consortium, a nonprofit
Digital Innovation Revolution collaboration of universities, school districts, government organizations, content
providers and technology suppliers. It has been described by Learning Solutions
How Loudoun County
magazine as an international organization that develops open standards for
Integrated Laserfiche with communicating information and for application compatibility in the field of
Numerous Applications education. To demonstrate his interest in education, he has a fistful of degrees:
a doctorate in education from Fielding Graduate University; a master’s degree
in Management from Stanford University; a master’s degree in Computer
One-Click Document Engineering from the University of Southern California; and a baccalaureate
degree in Computational Physics from Carnegie Mellon University.
17
Document Management
Integration
What technological methods is IMS using to simplify learning processes?

The IMS community has developed open interfaces to make it easy to connect
Integration
software applications that support teaching and learning.
Expert Perspective: In the 1995-2005 time frame, most educational institutions moved into the Web
IT Infrastructure era. Along with the adoption of Web technologies came the adoption of various
as Middleware software “platforms” that have become the hub for teachers and students to gain
access to digital course materials and tools. While this was a step forward (and in
Expert Perspective: some segments, such as U.S. K-12, we are still relatively early in the adoption of
Integration and the Open such software), each of these “platforms” was quite isolated or siloed.
So from 1995 to today, educational institutions have been adopting digital
How Loudoun County resources, tools and apps, but linking them has required about six months on
Integrated Laserfiche with average. Six months of time and resources turns out to be challenging for most
Numerous Applications institutional information technology support organizations, especially if you
consider that integrations often need to be reprogrammed when a software
application is upgraded.
One-Click Document
Management Integration This has led to a common scenario in educational institutions, where there may be
good adoption of some software applications, such as student information software,
18
Document Management
Integration

Integration learning management software, classroom response software, classroom capture
software, assessment software, library software. But these different software
Expert Perspective: applications are rarely integrated in a seamless fashion for the users: teachers,
IT Infrastructure students and administrators.
as Middleware
So IMS gathered the sector participants around the table and said, “Is there
a common way that we can connect all these applications to exchange useful
Expert Perspective:
information and also make switching among these applications seamless for the
Digital Innovation Revolution users?” And, the answer turned out to be “yes.”
From 2010 to today, IMS has granted conformance certifications to 280 products
How Loudoun County and 25 platforms (the “hub” applications for teachers and students) that use these
common techniques. We call this the open digital innovation revolution, because it
is indeed a revolution, for both the users and the suppliers. It opens up a whole new
world of connectivity and reduces the fear and trepidation historically associated with
One-Click Document adopting digital technology in education.
19
Document Management
Integration

How Loudoun County
Integration Integrated Laserfiche with
Expert Perspective:
IT Infrastructure
as Middleware
Part of the Washington, D.C., metropolitan area, Loudoun County is known for its
Expert Perspective: rich history, diverse business opportunities and excellent public services. Between
Integration and the Open 2000 and 2010, its population grew by roughly 84 percent, making it one of the fastest
growing counties in the U.S.
How Loudoun County

The rapid growth of the population, high expectations of high-income residents and
Integrated Laserfiche with recession-related budget cuts put pressure on the county to enhance its ability to
Numerous Applications efficiently deliver services. After one department started looking for a replacement
for its old document imaging system, the county realized that implementing a true
enterprise content management (ECM) system would allow the IT department to
One-Click Document
Management Integration build the deep expertise necessary to support employees across the county with the
ability to digitize content and automate business processes.
Laserfiche Solution Contributed by: Jakub Jedrzejczak, Enterprise Imaging Team Manager, Loudoun County, VA
20
Document Management
Integration

Integration Laserfiche is integrated with 19 different systems at Loudoun County, VA—both
large and small. Here are a few of our different integrations.
Expert Perspective:
IT Infrastructure Laserfiche Fax Solution
as Middleware
The Family Service department provides services such as food stamps to eligible
people in the county. In order to be eligible for services, citizens must provide
Expert Perspective:
proof to the city, which in turn faxes it to the county. This is equivalent to some
Digital Innovation Revolution 200 pieces of paper faxed every day.
In order to eliminate all the paper faxes, we integrated Laserfiche with AutoStore.
How Loudoun County
Integrated Laserfiche with Fax forwarding on several fax machine models places faxed documents in a network
folder. The poll directory component grabs the files from this network directory and
saves them in a special folder in Laserfiche. From there, an administrative assistant
One-Click Document
distributes them to various individuals based on the case number.
21
Document Management
Integration

Integration
IMAP Capture
Expert Perspective:
IT Infrastructure The Commissioner of Revenue gets thousands of emails from county citizens. Some
as Middleware of these are standard emails with attachments generated from the tax Web forms.
The department was using email forwarding and rules within Microsoft Outlook
Expert Perspective:
to distribute these emails. Such mechanisms work fine for five emails but not for
Digital Innovation Revolution 30,000 emails.
IMAP Capture is a capture component that is capable of retrieving email messages

How Loudoun County from a mail server that supports IMAP protocol.
The component can work with several mail accounts. It sends emails and their
attachments directly to Laserfiche along with metadata.
One-Click Document
22
Document Management
Integration

Integration
Expert Perspective:
Emails that are sent
IT Infrastructure to the Commissioner
as Middleware of Revenue and
have the word “tax”
Expert Perspective: in the subject are
Integration and the Open automatically saved
in the Commissioner
of Revenue folder
How Loudoun County in the Laserfiche
repository along
with the attachment.
One-Click Document
23
Document Management
Integration
3 Things Organizations Often Tyler CAMA

Integration Using the Laserfiche SDK, we were able to tightly integrate with our
Commissioner of Revenue – Real Estate application. The screenshots below
Expert Perspective:
show documents from Laserfiche for that particular parcel along with metadata
IT Infrastructure in the columns.
as Middleware
Clicking the upload

Expert Perspective:
Integration and the Open button lets users
Digital Innovation Revolution send documents
directly to Laserfiche.
How Loudoun County Documents and
Integrated Laserfiche with Laserfiche tabs on
the left enable users
to interact with
One-Click Document Laserfiche.
24
Document Management
Integration

Integration
Expert Perspective:
One-Click Document
IT Infrastructure
as Middleware
Expert Perspective:
Laserfiche Connector is a wizard-driven tool that provides a way to
How Loudoun County
integrate other applications with Laserfiche without programming.
One-Click Document
25
Document Management
Integration

Integration
Laserfiche Connector makes it easy to search the Laserfiche repository from third-
party applications and scan content from these applications into Laserfiche. Here
Expert Perspective: are the three simple steps for configuring scanning through Laserfiche Connector.
IT Infrastructure
as Middleware
Expert Perspective: 1 In the set up wizard, 2 Select your scanning 3 Map the data points
Integration and the Open select the data options. to Laserfiche fields.
points to be used in
mapping fields.
How Loudoun County

One-Click Document
26
Document Management
Integration
Search the Laserfiche Repository from Third-Party Applications

Overlook When Starting an ▪▪ Perform a search in Laserfiche based on readable elements, such as an
Integration account number, customer name or date.
▪▪ Eliminate the need to re-type or copy and paste text from one program
Expert Perspective: to another by using information in the primary application to find related
IT Infrastructure documents in Laserfiche.
as Middleware
▪▪ Use Laserfiche Connector with any third-party application that displays
readable text, including Web-based or Windows desktop applications.
Expert Perspective:
How Loudoun County

Search the Laserfiche repository
Numerous Applications directly from a third-party
application like Gmail.
One-Click Document
27
Document Management
Integration

Integration Push Content into Laserfiche Directly
from Third-Party Applications Laserfiche Connector is
Expert Perspective:
▪▪ Automatically launch Laserfiche perhaps the most important
IT Infrastructure
as Middleware
Scanning from any active enhancement that Laserfiche
application, populate metadata has ever made available.
and store the new document in the
Expert Perspective:
correct folder. It allows you to pull up all
Laserfiche information in another
Digital Innovation Revolution ▪▪ Launch an application, such as
application with one click.
a custom script, directly from
How Loudoun County another application. No coding is required, which
Integrated Laserfiche with ▪▪ Choose whether actions are makes integrations a breeze.
triggered from a keyboard
shortcut, a button embedded in the Joel Bruckenstein
One-Click Document application or both.
Founder and Publisher,
Management Integration Technology Tools for Today
28
Document Management
Integration
Want to learn
Integration
Expert Perspective: more about

Laserfiche?
IT Infrastructure
as Middleware
Expert Perspective:
Integration and the Open Get a 30-minute demo of how
Laserfiche helps organizations
capture, store, automate and
How Loudoun County secure information.
One-Click Document GET A DEMO

29

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The Guide to Easily

3 Things Organizations Often

3 Things Organizations Often Overlook When Starting an Integration 10

3 Things Organizations Often

Expert Perspective: How to Plan an Effective

Creating content from

3 Things Organizations Often

3 Things Organizations Often

How Loudoun County

3 Things Organizations Often

An accounting system is used to

How Loudoun County

How should I approach integration?

3 Things Organizations Often

3 Things Organizations Often

3 Things Organizations Often

Here are three things to consider before starting a software integration.

Expert Perspective: ▪▪ Which employees are involved in the process?

How Loudoun County For instance, if an accounting department wants

2 Quality Integrations Depend on Flexible Tools

3 Things Organizations Often 3 Laserfiche Connector Offers One-Click Integrations

Using Laserfiche Connector to link applications with your

One-Click Document LEARN MORE ABOUT LASERFICHE CONNECTOR

3 Things Organizations Often

How Loudoun County

One-Click Document ▪▪ Cost savings from BYOD/BYOE can be elusive.

3 Things Organizations Often

What technological methods is IMS using to simplify learning processes?

3 Things Organizations Often

3 Things Organizations Often

How Loudoun County

3 Things Organizations Often

3 Things Organizations Often

IMAP Capture is a capture component that is capable of retrieving email messages

3 Things Organizations Often

3 Things Organizations Often Tyler CAMA

Clicking the upload

3 Things Organizations Often

3 Things Organizations Often

How Loudoun County

Search the Laserfiche Repository from Third-Party Applications

How Loudoun County

3 Things Organizations Often

Expert Perspective: more about

One-Click Document GET A DEMO

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3 Things Organizations Often Overlook When Starting an Integration 10