Review Error records from Workflow that applies a Parcel ID to a Laserfiche Entry

OVERVIEW

During the bulk import of departmental scanned files for Laserfiche most of the files have been entered without a Parcel_ID. The Parcel_ID is a value that can be used to identify a known location that is tied to the Assessor database, and is able to be used in GIS mapping.

A Master Address Table has been created in SQL server and is in use for ViewPointCloud, also PeopleGIS needs, and can be leveraged to provide a Parcel_ID to a file.

A Laserfiche Workflow "Enter parcelID from MAT" has been enacted that crawls the Properties branch of the repository and identifies files (not folders) that have a Street Name entered and a Street Number entered but the Parcel_ID field is null. This workflow uses a connection into the SQL based MAT to match records in Laserfiche to records in the Assessor Database and populate the Parcel_ID field.

If the system is unable to identify a matching record in the assessor data the workflow will capture the record and enter it to a SQL table with identifying information so that it can be manually reviewed.

If the system is able to match a laserfiche entry to an assessor record, and populate the Parcel_ID field, it will by using the currently available Parcel_Id; the workflow will also write this completed action to a SQL table with a date/time stamp for archiving.

NEED

Laserfiche license to retrieve record in Laserfiche Repository.

PeopleGIS web page, https://www.mapsonline.net/salemma/, this is updated on a daily basis with current Assessor Data that can be used in the investigation.

SOLUTION

Navigate to https://web-01/Forms/Parcel_ID_match_Investigate in a browser (chrome preferred), this is the GUI where the review will be documented through by the person investigating, and then Laserfiche Workflow manages updating the SQL table as necessary.

The following form will be shown:

The form will populate some of the fields during the process, and it will only offer up records from the table that are not marked as Corrected or Reviewed in the error table, so any record shown in this form is a viable investigation.

The user will start by choosing a Street Name to investigate. "14 Ash Street" was unable to be matched a Parcel ID in the matching process and so will be used as the example.

When the Street Name has been chosen the Street Number field is then populated with those Street Numbers in Laserfiche that were not able to be matched to a parcelID in the Master Address Table; the user will choose a street number to investigate out of the drop down list.

After the Street Number has been chosen the user will then click the "Autofill" button. This will populate the Laserfiche Entry ID, LF Path and Attempted Match Date with the relevant information.

Laserfiche Entry Id # is the unique identifier for the record in question, this value will be used to find the entry in the repository
LF Path identifies where the file is located by nested folder addressing, this can be followed to find the file if using the Entry ID is not used
Attempted Match Date identifies when the Workflow attempted to match this record to a parcelID in the Master Address Table

When the Laserfiche Entry ID number is retrieved the user can go into the Laserfiche Repository and search for that distinct file to investigate, or follow the LF Path to see the file.

When the file is retrieved in the application the metadata should be reviewed against the actual file contents to see if the Street Number was accidently entered incorrectly in the metadata. Any corrections needed should take place in the Metadata of the file, including entry of an appropriate ParcelID(s), many of the unmatchable files are because the StreetNumber field has an array of street numbers that the file is attributed to, to correct this issue all of the pertinent ParcelIDs should be entered into the file's Metadata.

The user should look up the street in the People GIS web page to review the current assessor data for the location(s). Search for the street in the PeopleGIS tool.

If the Laserfiche entry attributes multiple locations then the ParcelID for each location can be identified and added to the Laserfiche Entry.

For the example of "14 Ash Street" notice that the original document was to demolish a building, and that in PeopleGIS there is no other street numbers besides "7". This is an instance where the parcelID has been lost for this record.

Once the record has been investigated to identify why the system could not match to the Assessor Data, the record needs to be noted if the record was "Reviewed" or "Corrected" and comment should be added to the record as to what was found in the investigation. The date the record was reviewed needs to be entered as well to capture the date of investigation.

Once these fields are entered the record can be submitted.

The webpage will then show a copy of the record, with notation by the investigator, and allow the user to print off a copy of the entry to the record, this is not necessary for the process.

After the record has been saved it will not be available to pull up in this web form again, as it has already been marked as reviewed.

REFERENCE

In the related KBA (KB0000071 now retired) the solution was set up to review the error table in SQL server and then manually update the "Corrected" and "Notes" field with comments and determination. This process has been updated to use Laserfiche Forms to update those fields as SQL server access is limited.

Applies to:

General Type of Articles > How-To
Systems > Laserfiche

Article ID: KB000072

Modified Date: 6/22/2020 11:49:40 AM

Version: 1.0

Knowledge Base