HomeMy WebLinkAboutDPW Planning Document Scan ProcessDPW Planning Documents Scan Process
Prerequisite:
Set up access accounts for Relay Resources to Kiteworks
Set up access accounts for DPW (Shannon & Josiah) to Kiteworks and file share \\lffinfiles\CMD_LF
Relay Resources upload pdf.zip and xml.zip to Kiteworks.
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Notification email send to DPW staff (Shannon & Josiah).
DPW staff download the zip files to the file share \\lffinfiles\CMD_LF
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First unzip the pdf.zip file to the PDF folder \\lffinfiles\CMD_LF\PDF\
Then unzip the xml.zip file to the XML folder \\lffinfiles\CMD_LF\XML\
Laserfiche is monitoring the XML folder and will start to process the files as soon as the files show up in the folder.
Wait for a while (the time depends on how many files need to be processed) and then check the Error folder \\lffinfiles\CMD_LF\Error\. The incorrect xml files will be moved here, and
unprocessed pdf files will remain in the PDF folder.
The common error for xml file is that the pdf file name indicated in the xml file does not match the real pdf file name.
To fix the error, edit the xml file and put the correct file name in the fileref area highlighted below. Then move the updated xml file back to the XML folder for reprocessing.
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All matching xml and pdf files will be removed from the XML and PDF folder and pdf files will be filed into the proper location in Laserfiche.
In case wrong record number is entered in the xml, the filed pdf will remain in the ‘Planning Work In Progress’ folder instead goes to the correct final folder.
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You can open the Metadata window for the pdf file and fix the Record Number. The update file will then be reprocessed by Laserfiche to the correct final locaiton.
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After all files are filed into Laserfiche correctly. The PDF, XML, and Error folders in the file share should be all empty. Delete the PDF.zip and XML.zip in both file share and Kiteworks
if you want a clean start for the next upload. Otherwise, the zip files in the Kiteworks will be overwrite next time when Relay Resource upload the new set of zip files. And the zip
files in the file share will get override when you download the new set of files form Kiteworks.