Meet the Client
The City of Fullerton sits in northern Orange County. Over 300 city employees serve residents across residential, commercial, industrial, and educational zones.
Daily Detour: Election paperwork piles up faster than you can process it
City Clerk Lucinda Williams needed to move candidate filing online. The COVID-19 pandemic pushed the timeline forward. Paper forms created bottlenecks during nomination periods. Manual verification slowed down the approval process. Candidates waited days for confirmation. The clerk’s office needed a better way.
Before automation, candidate filing meant:
- Manual data entry from paper forms
- Phone calls to verify eligibility requirements
- Email chains to schedule meetings
- Tracking document submissions across multiple systems
- Missing documents that delayed approvals
“The process was taking too much time,” Williams explains. “We needed a way for candidates to submit everything online while ensuring we captured the exact information required for verification.”
The city clerk needed to verify voter registration, residency requirements, and filing deadlines for each candidate. Missing information meant starting over. Paper trails made audit compliance difficult.
About our Client
CLIENT NAME:
CHAMPION:
Lucinda Williams
City Clerk
POPULATION:
est. 143,000 residents
SOLUTIONS:
The Solution: Digital forms that guide candidates through every step
MCCi built an automated workflow that starts when candidates complete an online registration form. Required fields prevent incomplete submissions. Field constraints ensure data accuracy.
Here’s how it works:
- Initial Registration
Candidates fill out the online form. The system validates their information in real-time. Both the candidate and city clerk receive automatic email confirmations. - Eligibility Review
The city clerk opens the task in Laserfiche Forms. A read-only version displays all candidate information. The clerk selects “Registered” or “Not Registered” based on eligibility requirements. The system emails the candidate the decision immediately. - Document Collection
Approved candidates receive nomination forms by email. Each candidate gets a unique access token. They upload completed documents through another electronic form. The access token links all their submissions automatically. - Final Approval
Laserfiche Workflow moves documents to the candidate’s folder and updates metadata. The city clerk reviews submissions and adds comments. One click approves or rejects the application. The system notifies candidates of the final decision.
The Result: Zero manual data entry, faster approvals, happy candidates
Moving to Laserfiche Cloud eliminated server maintenance costs. Software upgrade expenses disappeared. The automated workflow saves the clerk’s office approximately 15 hours per election cycle.
Candidates now receive decisions within 24 hours, rather than several days. Document tracking happens automatically. Audit trails exist for every submission. The city clerk processes more applications with the same staff size.
“The system ensures we capture exactly what we need upfront,” Williams notes. “That means fewer follow-up calls and faster processing times.”