Streamlining Document Capture with Laserfiche Cloud Capture Profiles
Efficient document capture is essential for businesses looking to improve productivity, reduce manual data entry, and ensure seamless information management. Laserfiche Cloud Capture Profiles is a powerful tool that automates document processing by standardizing how files are scanned, classified, and indexed before being stored in your Laserfiche repository.
With Capture Profiles, organizations can eliminate repetitive tasks, improve accuracy, and automate data extraction, making document intake faster and more reliable. In this post, we’ll break down how Capture Profiles work and how they can benefit your business.
What Are Capture Profiles in Laserfiche Cloud?
Capture Profiles allow organizations to automate document classification and data extraction from scanned files, emails, or uploaded digital documents. Instead of manually processing each document, users can set predefined rules to automatically identify document types, extract key data, and route files to the right destination.
Key Capabilities of Capture Profiles:
✅ Automatic Data Extraction – Capture fields like invoice numbers, dates, and customer names
✅ Document Classification – Identify document types such as invoices, contracts, or HR forms
✅ Seamless Integration – Process documents from scanners, emails, or direct uploads
✅ Smart Validation Rules – Ensure extracted data meets business requirements
✅ Predefined Indexing – Automatically apply metadata for better searchability
By implementing Capture Profiles, businesses can eliminate time-consuming manual indexing, reduce errors, and accelerate document processing.
How Capture Profiles Work
Capture Profiles are designed to simplify document intake and classification through a structured, automated approach. Here’s a step-by-step breakdown:
1️⃣ Capture the Document
Documents can be captured from:
- A scanner (direct scanning into Laserfiche Cloud)
- An email inbox (automatically importing attachments)
- A folder watch process (monitoring and processing files from a designated folder)
- Manual upload (users dragging and dropping files into Laserfiche)
2️⃣ Identify the Document Type
Laserfiche Cloud uses templates and pattern recognition to classify incoming documents. For example:
- Invoices can be identified based on keywords like “Invoice #” or vendor names
- Contracts can be recognized based on specific headers and document structures
- Employee records can be identified by predefined form layouts
3️⃣ Extract Key Data Automatically
Once the document type is identified, Capture Profiles can extract essential data using:
- OCR (Optical Character Recognition) – Converts scanned text into searchable, editable content
- Zonal OCR – Targets specific areas on a document to extract text
- Regular Expressions (RegEx) – Identifies and extracts patterns (e.g., phone numbers, invoice numbers)
- Barcodes – Reads barcodes to classify and sort documents automatically
4️⃣ Validate & Apply Metadata
Before a document is stored, Capture Profiles can:
✅ Validate extracted data to ensure accuracy (e.g., checking if an invoice number follows a specific format)
✅ Assign metadata based on extracted information (e.g., linking an invoice to a vendor record)
✅ Ensure consistency in naming conventions and filing structures
5️⃣ Store & Route the Document
Once processed, documents are automatically:
📂 Stored in the Laserfiche repository with the correct metadata
🔄 Routed to the right department or workflow (e.g., invoices sent to accounting, HR forms to HR)
🔎 Made fully searchable using OCR
How Laserfiche Capture Profiles Benefit Your Business
🚀 1. Eliminates Manual Data Entry
🔹 Employees no longer need to manually enter document details
🔹 Automated metadata tagging ensures files are correctly indexed
🔹 Reduces human error and inconsistencies
📌 Example: A finance team processing hundreds of invoices per month can use Capture Profiles to automatically extract invoice numbers, dates, and vendor names, eliminating manual data entry.
⚡ 2. Speeds Up Document Processing
🔹 Documents are classified, indexed, and stored instantly
🔹 No delays waiting for someone to manually sort or name files
🔹 Workflows can trigger automatically once documents are processed
📌 Example: A legal firm scanning contracts can have them automatically routed to the legal team with relevant metadata applied, reducing processing time.
🎯 3. Improves Accuracy & Compliance
🔹 Data validation rules ensure captured information is correct
🔹 Audit trails track document processing for compliance purposes
🔹 Retention policies can be enforced automatically
📌 Example: A healthcare organization processing patient records can ensure that documents meet HIPAA compliance by automatically validating extracted patient IDs and securing files with access permissions.
🔄 4. Standardizes Document Intake Across Departments
🔹 Every department follows the same structured capture process
🔹 Reduces inconsistencies in naming, indexing, and storage
🔹 Makes document searches easier across the organization
📌 Example: A company with multiple locations can standardize how HR forms are processed, ensuring uniform document naming and indexing across offices.
💰 5. Reduces Costs & Improves Productivity
🔹 Fewer manual tasks = more time for high-value work
🔹 Less paper handling = lower printing and storage costs
🔹 Faster document retrieval = improved customer service
📌 Example: A customer service team handling client contracts can retrieve documents in seconds instead of minutes, leading to faster response times and better service.
Getting Started with Capture Profiles in Laserfiche Cloud
Setting up Capture Profiles in Laserfiche Cloud is simple:
1️⃣ Go to the Capture Profile Settings in Laserfiche Cloud
2️⃣ Select the document source (scanner, email, upload)
3️⃣ Define document classification rules
4️⃣ Set up data extraction fields (OCR, barcodes, RegEx)
5️⃣ Validate extracted information with built-in rules
6️⃣ Apply metadata and storage rules
7️⃣ Test the Capture Profile before full deployment
🚀 Final Thoughts: Transform Your Document Capture with Laserfiche Cloud
Capture Profiles in Laserfiche Cloud offer a game-changing way to automate document intake, classification, and data extraction. Businesses can eliminate manual entry, improve accuracy, speed up workflows, and ensure compliance—all while making documents instantly searchable and accessible.
✅ No more lost files
✅ No more manual indexing
✅ No more bottlenecks in document processing
💡 Ready to streamline your document capture? Start using Laserfiche Cloud Capture Profiles today and take your document management to the next level! 🚀