When saving scanned images to Document Manager, choose the location to save the new document and the pages that make up the document. The document type you select may
determine the file storage location and save images in a different format (for example, as PDF, TIF or JPEG). Depending on the document type, scanned PDF files can be saved as image files.
To save a scanned document:
1. Before saving images, check each scanned page to make sure all are acceptable. It is recommended that you do not save poor quality images that may be used for many years.
2. Click the Save button. The Select Images for Document dialog box displays.
3. Double-click on the pages in the Available Pages list to move them into the Selected Pages list. A preview of the page displays on the right of the window (see image below). Double-click a page (or press the left arrow key) to remove the page from the Selected Pages list.
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If all pages in the Available Pages list are required, click the All button to move them into the Selected Pages list.•
To select all pages by default when the Save button is clicked, select the Always select ALL pages checkbox. For the duration of the session, this will select all pages scanned and automatically display the Save Document to Document Manager dialog box (described below) without opening the Select Images for Document dialog box. This is useful for speeding up the scanning process. Once the Scanning Module is closed, this setting will be lost.4. If the order of pages in the Selected Pages list is not correct, the individual pages can be moved by selecting the page and clicking the up and down arrow buttons.
5. Click OK. The Save Document to Document Manager dialog box displays (see image below). Select the folder where the document is to be saved. If the required folder is not listed, you can browse or search for it using the buttons along the top of the dialog box.
6. This dialog box initially lists ‘Open Folders’ in the Save in field. These are folders that are currently open in Document Manager. To select one of these folders, click on it in the list on the left of the screen and click OK.
If seeking a different folder, click the Show Drawers button to display all the drawers in the database and then double-click on the required drawer. Continue double-clicking to find the folder or sub-folder in which you want save the documents. Refer to Table 28 for a description of the Save Document to Document Manager options.
The right side of the dialog box displays the image being saved, which is a useful reminder of the document content when trying to find a location to store the document:
7. Once the relevant folder has been selected, click Ok. The Create New Document dialog box displays (see image below), enabling you to index the new document. The relevant document index fields can be completed while referring to the image preview.
NOTE: If some buttons cannot be seen in the Create New Document dialog box, increase the size of the dialog box by clicking on and dragging the window border.
8. Enter the relevant information in the index fields, select the document type in DocType, and set access permissions. (For instructions on creating a new document, refer to 11.3 Creating a New Document on page 66.)
NOTE: For scanned images, only image documents types are available. Additionally, the document types may be limited if the System Administrator has placed
restrictions on the selected drawer. If this is not enforced, a plus button [+] displays to the side of the DocType field (see image above). Click this button to access the full list of available document types.
9. When finished, click OK.
10.The Document Created dialog box displays, confirming the save and asking to remove the pages from the scanned batch in the Scanning Module:
11.Click Yes to delete the pages from the Scanning Module. Click No to leave the pages; the Select Image for Document dialog box displays again with the pages shown in the Available Pages list (the first step in saving a batch – see step 3 in 14.13 Saving Scanned Documents on page 163). This allows the pages to be saved as part of another document. Select Don’t ask me again this session and click Yes to automatically remove the pages from the scanned batch when saving a new document. This ensures the Document Created dialog box is not displayed again in the current Scanning session.
12.If all pages were selected in the Select Image for Document dialog box, the document is saved and the user returned to the Document Scanning window in readiness for another batch to scan. If there are still pages to be saved, the Select Image for Document dialog box displays again. Repeat steps 3-10 for any additional scanned images to be saved as documents.
TIP: To reduce the number of steps when saving a scanned image into Document Manager, browse to the required folder first. When the document has been scanned, click Save to Folder: the Create New Document dialog box then opens for you to index the document. Once completed, the document is saved to the selected Document Manager folder. All pages from the scanning session will be saved to one document.
Table 28 describes the options in the Save Document to Document Manager dialog box:
Item
Description
Save in Select a database, drawer, or open folder from this drop-down list. Selecting a drawer
displays a list of all the top-level folders in that drawer.
Confirm the Selection Click to proceed with saving the document into Document Manager. Cancel the Selection Cancels the save to Document Manager and closes the dialog box.
Move to parent Moves up one level from the selected folder in the Document Manager hierarchy. Show Drawers Displays a list of all the drawers available in the database.
Show Open Views Displays a list of all folders currently open in Document Manager.
Search for Folders in a Drawer Opens the Search for Folder dialog box to search for a specific folder.
Create a new folder If a drawer is selected, click this icon to create a new top-level folder. If a top-level folder is selected, a new sub-folder is created.
Show Details Displays the list of folders with their index fields in columns. Show List Displays the list of folders as a single column list.
Show Documents
Select whether documents display in the selected folder:
• Select to see documents currently stored in the selected folder.
• Clear to hide any other documents stored in the selected folder.
Table 28: Save Document to Document Manager Dialog Box Options
14.13.1
Closing the Scanning Module without Saving a Batch
If a batch of images has been scanned and Document Manager needs to be closed (e.g. at the end of the day), you can close the Scanning Module without saving and indexing the documents. The system automatically saves the scanned images. The next time the Scanning Module is opened, a dialog box displays asking whether to recover the pages from the previous session:
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Click Yes to display the recovered images in the Document Scanning window. Click No to open the Document Scanning window ready to scan a new set of images.NOTE: Problems encountered with scanning are usually related to hardware or scanner drivers. Always ensure the scanner is connected and turned on before the workstation’s computer is turned on. Never attempt to scan from two different applications at the same time; always close one down first. In the case of Document Manager, close the Scanning Module before scanning using another application (such as Document Logistix Batch Scan).
14.13.2
Saving Scanned Documents for Indexing Later
When saving scanned images, you can choose to index the new documents later. To save scanned documents for later indexing:
1. Once a quality check has been performed on the scanned pages, click the Save button. The Select Images for Document dialog box displays.
2. Click the Index Later button:
3. The Batch Details dialog box displays (see image below). Name the batch to identify it when ready to index the batches. The default batch name is the user name, date and time stamp of the batch. If changes to permissions are needed, click the Access Permissions button.
4. When finished, click OK. Document Manager returns to the Document Scanning window, ready to scan in a new batch.