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Using Scan app

Using Scan app


Scanning Documents

With Scan app end-users can scan, upload to SharePoint and tag the result file/s in one-shot.

Users can use the Scan app in document libraries as well as in list items (scan and add attachments).

Once Scan app is activated in the site, when browsing a document library, the Scan button is available in the modern toolbar:

 

 

 

For lists – in the “View Item” page:

 

When clicking the “Scan” ribbon button end-user will see the following dialog*:

End-user can choose between:

·    Edit settings & Scan
in this mode user will see the scan settings page and will be able to configure the scan settings before scan starts.
Once scan is done, user will see the result image and will be able to edit it before it is uploaded to SharePoint.

·    Scan using default settings
in this mode user will not see the scan settings page, scan will use the default settings configured for the library/list.
Once scan is done, user will see the result image and will be able to edit it before it is uploaded to SharePoint.

·    Quick Scan
In this mode user will not see scan settings page and not the result image/s. the entire scan and upload process will be done in “silent” mode, and the user will be redirected to the library view to see the new uploaded file/s.

* As described in the previous section, you can configure the Scan app not to show this dialog, instead set one of these scanning options as default behavior for the list/library or site.


When clicking the “Edit setting & Scan” option, end-user will see the following dialog, which allows him to configure the current scan settings:

 

These settings include:
  • Output format - Select the format of the created file.
  • Single/Multiple files - In case you are scanning multiple papers (batch scan), you can select between 2 options:
    • One file per scan - a single file will be created for all the scanned pages.
    • One file per page - a file will be created for each of the scanned pages, so if you do a batch-scan of 20 pages - 20 files will be created.
  • File name - Name of the created file. You can use also the following tokens:
    • [User] - current user name
    • [Date] - current date
    • [Time] - current time
    • [ScnCnt] - scan counter. This token is useful when you do a batch-scan that creates a file per-page.
  • Show Preview - check to open the Scan client window to display the scanned file and allow additional post-scan actions.

When clicking the “Scan” button, scan will start and then the Scan Client window will open showing a preview of the scan result:

 

To save the scanned file/s in your SharePoint library/list item simply click the “Upload & Save” button. 
More details about the Scan Client are available in the next section.

IMPORTANT:

1.  When clicking “Scan” for the first time, end-user will be prompted to install the “KWizCom Scan Client” and "KWizCom Client Agenet" executables on his desktop. This client utility is used to connect to local scanners, scan documents, OCR and additional image manipulation functions.

2.  After allowing the installation of this utility, the user will be prompted to add a scan profile which defines which exact scanner should be used for the scan operation.

More details are available in the next section.

  

After the files are saved in your SharePoint library, the "Edit properties" page will appear, enabling you to update the created file/s properties.

KWizCom Scan Client

Part of KWizCom Scan App is the Scan Client software. This utility is installed on every end-user’s desktop when clicking the “Scan” ribbon button for the 1st time.

So how does it work?

When end-user clicks the “Scan” toolbar button in the SharePoint library, the scanner will start scanning your papers, and a file/s will be created locally on your desktop.
You will then see the created file/s preview in the Scan Client window:

 

To save the created file/s in your SharePoint library/list item simply click the “Upload & Save” button. 

 

The Scan Client provides additional options you can select prior to saving the file/s to SharePoint:

Scan additional papers, the result files will be added to the current scan.

 

In case the created file is a PDF file, you can make it searchable by checking the “make PDF’s searchable” checkbox (checked by default).
You can also add additional languages to be supported by the OCR engine.

  Click to open the property-mapping editor. Use this option to create OCR property-mapping templates that enable mapping zones in the scanned paper to your library columns. This way, when scannong one or more papers of the exact same layout, their properties can be extracted and updated automatically. 

Click to import additional images to the current scan.

This button is enabled when selecting one of the images from the current scan.
Clicking it to perform basic image processing (crop, brightness, contrast).

Click to rotate the selected image.

Click to reorder the images in the current scan. You can also drag & drop images to change the order in the created file.

Delete selected image/s.

Deletes all images from the current scan.

Click to create/edit scan profile.

Change the Scan Client user-interface language

Property-mapping with zonal OCR

Zonal-OCR enables you to create templates that map between fixed areas on a scanned page, to matching columns in the target SharePoint library.

   

When you need to scan the same type of document many times, using such a template will save you the time manually updating column values for each scanned and uploaded document.

 

Creating a property-mapping template

To create a new property-mapping template follow the steps hereunder:
  1. Scan a page for which you wish to create a template.
    example: a price quote.

  2. In the Scan Client window, click the "Map Properties" button:
  3. The Map Properties editor will open:

    On the left side you see your scanned document and on the right side your mapped library columns (by default none).
    To map your columns, click the "Add a column" button and select a column:

    After you select a column, you will see a highlighted area on the top-left corner of the document. Now drag that area to cover the zone which displays the value you want to be extracted for that column. In our example we mapped an area showing the Account ID, to the "Account" column:

    Continue to map all other columns to their matching regions on the scanned page.

  4. When finished mapping all library columns, click "Extract Values" button to run the OCR engine and extract the mapped areas to their matching library columns:

    You will the extracted values for each of the mapped columns.

  5. To save this property mapping template click "Rename Template" to give it the preferred name and then click "Save Template".
    You can save the template on your local desktop for your own usage, or in the list settings - in that case it will be available to other users that need this template to scan same types of documents. 
 
 

Using existing property-mapping template

To use an existing property-mapping template simply scan 1 or more pages of the same layout that matches the template you want to use.
In our example, we scanned 3 price quote pages:
Now, click the "Map Properties" button - the map properties window will open showing the default template for your library. In our example we have the "KWizCom Quote" default property-mapping template showing all mapped properties:
If there is no default template, select one of the existing by clicking the "Select Template" button.
Now that you have your selected template, and you see that all properties are mapped as you expect, click the "Extract Values" button to extract the property values from the scanned pages:
Comment: This might take a while, depending on the number of the scanned pages.
To save the property-mappings click "Save & Close", and in the Scan Client window click "Upload & Save":
 
This will upload all scanned documents to your SharePoint library, and will also update all mapped library columns with the extracted values:
 
 
Created at 10/28/2021 10:51 AM by Nimrod Geva (UTC-05:00) Eastern Time (US and Canada)
Last modified at 1/24/2022 5:55 AM by Nimrod Geva (UTC-05:00) Eastern Time (US and Canada)
Total Views: 294

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