Meet the Client
The Town of Palm Beach sits on a barrier island in South Florida. It’s home to historic estates, pristine beaches, and a year-round community of about 10,000 residents. Like any municipality, the town manages infrastructure projects, tracks financial documentation, and processes purchasing requests. But here’s the catch: they needed to keep revenue bond documentation for 33 years. That’s the IRS requirement for bond life plus three years.
Daily Detour: When 60,000 documents become a storage nightmare
Staff spent hours hunting through filing cabinets. Revenue bond documentation piled up across departments. Each bond project could generate up to 5,000 related documents. Requisitions, purchase orders, change orders, and invoices all needed tracking. The town used Tyler Eden financial management software, but attachments were scattered across an aging content management server. Files went missing when someone renamed them or moved them to a different folder. Links broke. Documents vanished. Nobody could find what they needed when auditors came calling.
Meanwhile, the purchasing department had its own headaches. Requisitions sat in limbo when permissions weren’t set correctly. Missing tokens in workflows caused routing failures. Blank fields that should have been populated stopped processes cold. Staff members who needed additional training kept making the same mistakes, but there was no easy way to identify who needed help.
About our Client
CLIENT NAME:
POPULATION:
est. 9,500 residents
SOLUTIONS:
The Solution: One integration eliminated 33 years of manual headaches
MCCi implemented Laserfiche to handle both challenges at once. The system integrated directly with Tyler Eden through the SDK. Now when staff scan a requisition into Tyler Eden, it flows straight into Laserfiche. Workflow populates account numbers and project numbers automatically. Each document gets tagged with its related bond name.
The real magic happens in the automation. A workflow runs every twenty minutes, checking requisitions against the Tyler Eden database. When it finds a new purchase order, it links everything together. Multiple requisitions per purchase order? No problem. The system handles multi-value fields without breaking a sweat.
For revenue bonds, the clerk’s office scans resolutions, agreements, and contracts directly into Laserfiche. When a requisition gets approved and becomes a purchase order, Tyler Eden pulls the attachments forward automatically. Staff see them as if they’ve always been there. Change orders update account numbers across all related documents instantly.
Email notifications keep everyone in the loop. When someone without proper permissions tries to upload a requisition, the system rejects it and alerts the document management coordinator. Missing tokens trigger immediate investigation. Blank required fields generate alerts with direct links to fix the problem. This isn’t just error prevention; it’s built-in training identification.
The team designed workflows in segments, not bulk processes. This makes troubleshooting individual entries much easier. Instead of searching through massive batch runs, staff can pull up specific workflow results for any document. When something goes wrong, they know exactly where it happened and why.
For the 60,000 legacy documents trapped in the old Tyler Eden content management system, MCCi used Laserfiche’s .lst file import capability. File paths came straight from the SQL database tables. Staff compiled them into import files with metadata and folder structure included. One drag-and-drop operation moved everything into Laserfiche. About 3,000 documents had broken links from the old system. Departments provided updated file paths, and those got imported too.
Even user notes made the jump. Tyler Eden’s rich text editor notes now save directly in Laserfiche alongside their related documents. A workflow creates blank documents, attaches RTF files, copies metadata, and builds .lfe shortcuts automatically. When users enter notes in Tyler Eden, those notes open, update, and save in Laserfiche without any extra steps.
The Results: Staff found hours back in their day
The town now manages 33 years of revenue bond documentation without breaking a sweat. Documents never sit in limbo. Problems get flagged immediately, not weeks later during an audit. Staff who trigger frequent errors get identified for additional Laserfiche training right away. The integration between Laserfiche and Tyler Eden means financial data and supporting documents stay connected no matter what.
Requisitions move through approval faster because the system catches permission errors upfront. Purchase orders link to their source documents automatically. Change orders update related records across the board. When auditors ask for documentation from a project that started 20 years ago, staff can find it in seconds instead of days.
The segmented workflow design changed how the IT team troubleshoots issues. They can track individual entries through the entire process. Missing tokens get caught before they cause problems downstream. Blank fields trigger immediate fixes instead of stopping work for hours.
Most importantly, the town went from storing 60,000 documents in a failing system to having everything searchable, accessible, and properly tagged in Laserfiche. Staff stop wasting time on document management. They focus on serving residents instead.