Scan Jobs

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Scan Jobs

Scan Jobs Settings

Each Scan Job is a saved configuration that consists of scan settings, document separation, filing rules, post scan options and barcodes. You can add or edit the scan settings to suit your preferences for page size, resolution, color mode, simplex or duplex scanning, rotation, blank page deletion, OCR the page, auto naming a file and more.

 

You can create your own scan jobs or use the predefined jobs. By default Docsvault will set the most recent Scan Job each time you open the Scan form unless you create or select another scan job.

 

A Scan Job can consists of:

 

Scan settings

Doc. Seperator

Filing Rules

Post Scan Options

Barcodes

 

Multiple Scan Profiles settings can be defined based on the type of jobs such as batch scanning, scanning images or pages.

 

 

Scan Settings:

 

Scan From: Do one of the following:

 

Select the Scanner option to scan the pages from a scanner or

Select Folder to process images without a scanner - importing them from a folder.

 

To scan using Folder:

Use Folder scan to import images to Docsvault without connecting a scanner to your computer. Instead of scanning physical sheets, scan them from a folder.  

 

Folder: Set the path to the folder you want to import or scan images from. Click Select... to navigate to the folder. A folder containing a set of sample image subfolders is available from your Docsvault installation.
 
Default path: C:\Program Files (x86)\Docsvault <edition>\Client\Sample Docs\Folder Scan
 

File Types: Select the check box next to each file type you want to scan.

 

File Format: All the file will be converted to PDF.
 

New document per file: Automatically creates a new document for each file imported. Once the new document is created, any additional document separation settings if configured are applied.

 

Delete files: Automatically deletes files from the source folder after they are scanned into Docsvault.

 

Skip blank page if blank pixels are > x This feature allows you to automatically discard blank pages while scanning. You can specify the ink density threshold to 'Treat as blank... '.

 

      The Folder scan path is saved per job.

 

To scan using scanner:

Scanner: Select the scanner attached to the workstation. Only devices with a TWAIN driver will be displayed in the Select Source Dialogue. If your scanner does not appear in the list, verify that it is configured properly.
 

Scan Mode: You can set one of the following mode while scanning a document:

 

 Black and White : the output will be in Black and White

 Gray scale           : the output type is 256 shades of gray

 Color                   : the output is millions of colors.

 

Quality: The most important consideration in assuring the quality and usefulness of the scanned image is determining the correct resolution for your scan. Resolution is the sharpness of an image. The optimum resolution depends on two factors -- the resolution capacity of the scanner device and the type of document you are scanning. Note that higher the resolution, the greater will be the final file size. Resolution are measured in dots per inch (dpi). In general, 300 dpi is the best for OCR accuracy. 400 dpi may be better for very small print.

 

oYou can increase the quality of a black-and-white scan by increasing the resolution to 200 - 300 dpi for fax output.

oWhen you scan an item for printing or DTP work, the scanning resolution should be high, whereas when you scan an item for general purpose document storage the scanning resolution should be low.

oHigh resolution settings create larger files that occupy more disk space on your computer.

 

note Note:

OCR conversion generally requires a minimum resolution of 300 or 400 dpi.

 

ScanProfile02

Scan Settings

                                   

 

Paper Size: You can select the page size depending on the paper size of the document being scanned ex.  US Letter, US Legal, A4, Auto etc.

 

File Format: You can scan and save pages in TIFF, PDF, JPG, BMP and PNG format.

 

Feeder: Select YES setting if you are going to use an automatic document feeder (ADF) to scan pages. This option is to be set if you have a scanner with ADF and Flatbed.

 

Skip Blank pages: This feature allows you to automatically discard blank pages while scanning. You can specify the ink density threshold in 'Treat as blank... '. This will check the percentage of written matter on a page. If it is greater than specified, it will treat that page as blank.

 

Use Scanner's Interface: To scan using scanner's interface, select the checkbox next to Scanner's interface.

 

Auto Straighten: Click box next to 'Auto Straighten' to let the program determine the straightening line. It will automatically straighten crooked pages by an angle of up to 10%.

 

Duplex Scanning: You can use this option only if your scanner has duplex capabilities. This will allow a single pass scanning for both the front and back sides of your document. Docsvault will treat this as two subsequent images.

 

Hide Scanner Progress Bar: Select this option if you don't want the system to display scanning progress bar.
 

Threshold: Adjusting threshold is like a cut off point to determine which pixel should be considered as black or white when a document is being scanned as black and white image.
 

Brightness: Select a number from the drop-down list, to make the scanned image lighter or darker.
 

Contrast: Select a number from the drop-down list, to set the contrast for highlights.

 

Doc. Separator

 

Docsvault provides following document separators for true batch scanning. Place a separator on top of each document, then put a stack of documents on your ADF scanner. Docsvault will automatically separate the documents into individual files for you. With separators, it is possible to scan, convert, and save large volumes of documents with the touch of a button.

 

Blank Sheet: Place blank pages if you want to save your document to multiple output files using the Create a new file at each blank page option. Set the blank page recognition threshold to consider the page as file separator. With duplex scanning, both sides of a sheet must be blank in order to qualify as a document separator.

 

Every x number of pages: Enter the number of sheets that should scan before a new file is created. For example, if you specify the count as 10, a new file is created each time that 10 pages are scanned.

 

Barcodes: With the Barcode document separation method, a new file is created automatically each time a certain barcode is detected. With Barcode document separation, you can place the barcode on either the front or back of the separator sheets. From the list click the bar code that you want to use for file separation.

 

Automatic Document Recognition: With the Automatic Document Recognition separation method, a new file is created automatically each time a page with a certain formatted is scanned. You can easily scan and add the format of documents to consider as separator in Docsvault. For example. The format of invoice or check to easily to identify documents.

 

DocSeparator

Doc. Separator

 

Filing Rules

 

Manual Filing: Select this option to manually file the scanned documents.

Select "Auto Filename" if you want the default file name to be applied once the pages are scanned and imported. The format of file name is divided into three sections: Prefix, Text, Suffix. You can create your own combination for the file name. For example, selecting <date/time>doc<counter> will display file name as "09-24-2010_doc_1".
 

Date Format: Select the format of date as practice in your organization.
 

Counter: You can reset the counter from where the document to start the numbering the file. Once the first document is created in a batch, any subsequent new document is assigned a number directly following the previous document number.
 

Preview text box will the display the final output of the combination selected and will signal if an incorrect combination is selected.

 

Profile Based Auto Filing: Select this option to automatically file documents based on a Profile.

 

Profile: Select the Profile from the drop list. Only profiles with filing template will be listed. To learn how to set profile based filing, see Filing Templates.

 

Location Rule: This will display the path where document will be filed.

 

Filename Rule: The will display the pattern set for filename.

 

manualFiling

profileBasedFiling

Manual Filing

Profile Based Auto Filing

 

 

Post Scan Options

 

OCR Scanned Files: Select this option to OCR the scanned pages to searchable PDF file. OCR process runs in the background as a separate service on the machine where Docsvault Server is installed. The OCR process identifies text in each scanned page with near perfect accuracy and create a hidden text layer within the same PDF file in such a way that each text word is exactly positioned behind its appearance in the image.  For more information on OCR process and optimizing OCR accuracy, click here.
 
To process OCR, you must enable the OCR service in Docsvault Server Manager. For more information on Performing OCR, seeOCR section in Server Manual.
 
If you have not selected OCR while scanning pages into PDF file, you can OCR it at the later stage. For more information, see Re-OCR PDF file.

 

Auto Deskew: Select this option to automatically straighten an image that is skewed.
 

Edge Fillup: This tool allows you to change or fill up page edges with the desired color. This is useful to remove black edges placed around a scanned page by some scanners.

 

 

Barcodes

 

note Note:

This feature is available as a Barcode Reader add-on and requires separate purchase and activation.

 

 

Enable Barcode Detection to configure barcodes for document separation or inclusion in index fields.

 

Doc. Separator Barcode: Sets the barcode types to use for document separation. Only one barcode type can be selected for document separation.

 

oSeparate on Value Change: Enable this option to separate documents when a barcode value changes.

oSkip Barcode Page: Enable this option to skip the page with a barcode.

 

Barcodes to Detect

You can simplify your business processes with barcodes. For example, You receive a lot of invoices that you would like to scan and store in the system. You can achieve this by attaching a barcode label to the first page of every invoice and scan all your documents in one batch together. Each new barcode identifies a new document. You can configure the setting that Docsvault reads out the barcode number as an invoice number and uses it for the indexing.

 

Sets the barcode types to use as index field values. Docsvault will require the barcode types that you select and ignore the other types.

 

Value Breakers: Setup rules for breaking barcode values. 
For each barcode you can specify the rules. Check Enable barcode rules and specify the setting for captured string and date.

 

oString: Define the barcode rules for string index field. 

 

Enter maximum number of values to extract. 

 

Specify the Delimiter -  Some 2D bar code can contain values for multiple index fields. You can separate these values by defining a delimiter say as semicolon( ; ), hypen (-). The Delimiter can be a character or group of character. Any data following the special characters is moved to the next barcode default value.  
 

oDate:  Define the barcode rules for date index field. 

Capture Dt. Format: Specify the date format you wish to capture. Ex: mm/dd/yyyy (12/31/2017), dd/mm/yy (31/12/2017)
 

Month Format: Specify the format for month. Ex: m (4),mmm (Apr),mmmm (April)

 

Year Format Specify the year format: YY(17), YYYY(2017)

 

All the bar codes that pass the defined bar code filters are stored in sequence in the index default values named {Barcode1_1}{BarCode1_2}{BarCode2}{BarCode3_Date} etc. You can use these barcode to link index fields in Field Mapping. 

 

Ex: Joe Smith; ACME;02APR2017
 
Using the semicolon as a separator, the barcode reader automatically separates the content into three barcode values.

 

Barcode1_1 = Joe Smith

Barcode1_2 = ACME

Barcode1_3 = 02APR2017

 

Field Mappings: You can select the Profile from the list and map the index fields with the barcode as the image below:

 

scanjob-barcode

 
Set 'Pass On' to automatically apply the value used for the same index field in the previous document unless the value is changed.

 

 

doc_securitySecurity:

The creator of the Scan Profile can restrict another user to modify the profile by selecting 'Disallow edits by other user".

 

 


See also

Scanning a document

Scan Ribbons and Tools

Optical Character Recognition