Importing by scanning

In the company, a certain proportion of documentation exists in paper form (e.g. received via standard mail). Instead of storing it in paper folders, documents can be scanned, converted into the e-document format and imported into eDocumentation. This done, paper archives in folders are no longer needed.

Hint The e-documents saved in this way can then be sent via e-mail, e-route provider, etc. Read more about this in the chapter eExchange - Sending or exporting.

This chapter presents how to process the digitization of paper documents by scanning.

Case summary In the administration, the person responsible wants to scan and archive a received contract from the company Alianz d.d., which was received in paper form by mail. This is done by following these steps: Running the eWorkflow 'Scan and import documents' Equipping document with metadata Reviewing documents imported by scanning

1. Running the eWorkflow 'Scan and import documents'

The person responsible navigates to the menu Settings | Documentation | Documents and opens the Documents form to scan and import the signed contract from Alianz d.d.

The person responsible performs the scanning and importing into eDocumentation with the help of a predefined eWorkflow 'Scan and import documents', which is accessed:

• In the  (Wizards)
• Selecting the Scan and import documents from the drop down.

Warning Importing documents is controlled by the eWorkflow Scan and import documents, which must be previously downloaded via the Web Service.

This opens the Scan/Import documents form.

From the drop-down in the Scanner field, the person responsible selects the device (if more than one device is available) detected in the computer's operating system and then clicks on the  (Scanner) button.

The person responsible scans the paper document on the scanner, which is then displayed on the form.

From the drop-down in the Subject field, the person responsible selects the sender: Allianz, d.d.

From the drop-down in the Classification field, the person responsible selects the appropriate classification: 661 - Insurance contracts.

2. Equipping document with metadata

After selecting the Classification, the metadata set for that classification is available to be entered.

The person responsible clicks on the Metadata tab of the Scan/Import documents form.

In the Valid Until field, the person responsible enters the date of validity of the contract. Here, it is 31. 12. 2024.

Hint You can read more about metadata in classifications in the chapter Metadata.

The person responsible clicks the Continue button to complete the scanning process and import the document into eDocumentation.

Warning To use the eDocumentation service, the latter must first be activated and its settings edited.

3. Reviewing the documents imported by scanning

In the second step, the person responsible wants to review the scanned and imported document in eDocumentation. First, the person responsible filters the list of documents by classification, in this case: 661 – Insurance contracts.

HINT The detailed process of additional filtering and sorting of the list of documents is described in the chapter Searching in Documentation.

The entered metadata is also visible in the document’s Metadata tab.