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The WebChart system has integrated scanning functionality designed to streamline all scanning and indexing needs. The following information provides a basic introduction to these scanning and indexing capabilities, along with details on how to access and utilize these features.
In order to access and use WebScan, users must have the appropriate security permission granted. If users experience any issues accessing or using WebScan, ensure their MIEWebScansecurity setting is set to Edit.
To begin scanning, simply click the Add Batch link found in the upper-right corner of the screen. Once clicked, a new window will open. Here, users may scan and index documents, accordingly.
Align and insert the document(s) into the scanner tray according to the scanner specifications. Scanning can be done in portrait or landscape orientation.
Using the Priority dropdown, set the priority of the batch. Select Low, Med, or High.
If any comments need to be associated with a batch, simply type them into the Comments field, as necessary.
Use the Select Partition dropdown to specify the partition to which the scanned document(s) need assigned. This field displays if the Show Partition Restrict system setting is enabled. Once a batch is assigned to a specific partition and scanned, only users with access to that partition will be able to see the scanned batch in WebScan.
To review and ensure the scanner settings and preferences are enabled, click the Settings button. Users may change these settings, as needed. For instance, barcodes on form documents will be read regardless of page orientation if the Auto-Rotate to Find Barcodes preference is set to Yes.
- Resolution: It is recommended that Resolution be set to 200 dpi. It is not recommended to scan with a dpi resolution lower than 150.
- Color Depth: It is recommended that Color Depth be set to B/W (black/white). Users should only use the Color setting when absolutely necessary. This can set per page by simply changing the preference for each page being scanned.
- Duplex: Users may scan the front and back of documents by setting Duplex to Yes.
The connected scanner should automatically be detected by the WebScan program. However, users can confirm the established connection by clicking the Select Scanner button and viewing the listed scanner is correct and highlighted for use.
When ready, click the Scan Image button to begin scanning the documents. If any of the pages become jammed during the scanning process, simply acknowledge the error on the screen and click the Scan Image button, again. The system will resume scanning the remaining documents and automatically attach them to the previously scanned pages (i.e., the current batch of scanned documents).
Once the documents have been scanned in, WebScan will display the last document scanned, along with the total number of pages scanned into the batch. Using the Prev or Nextbuttons, users may view the documents of the batch.
Users may use hotkeys for certain functions within WebScan. To see the list of available hotkeys for WebScan, click the help bubble (encircled question mark) next to the Close button.
Acquire ([Ctrl] + a): Performs the same function as the Scan Image button on the toolbar. Upload & Index ([Ctrl] + i): Performs the same function as the Upload & Index button on the toolbar. Upload ([Ctrl] + u): Performs the same function as the Upload button on the toolbar. Delete ([Delete]): Perform the same function as the Delete Page button on the toolbar.
Once documents have been scanned into the WebScan module, users may make any necessary edits to the batch, before uploading the scanned documents into the respective charts.
Once scanning and editing is finished, users may choose to upload, upload and index, or close the batch. The following information provides details regarding each of these processes.
Users may close a batch by clicking the Close button from the toolbar. Performing this action will close the entire batch, not saving any of the work, and the user will be exited out of the Add Batch screen. Users will not be warned of losing the batch when the Close button or the X (from the corner of the window) is clicked.
To save a batch for later, users may use the Upload button. Clicking the Upload button from the toolbar will save the scanned batch to the Checked-In queue. A checked-in batch contains documents needing indexed into the respective charts. Once a batch is successfully uploaded, a confirmation message will display, along with the batch ID number. Users can click the OK button to proceed scanning additional documents, or close out of the Add Batch screen.
To upload and index the scanned documents, click the Upload & Index button. This will upload the batch and allow the user to index each document, accordingly. For detailed information on how to index scanned documents, see our Indexing online help documentation.
If a user must index the documents at a later time, after clicking the Upload & Index button, he/she can simply click the Close button from the Indexing screen. Comments can be added and the priority updated in the Close Batch dialog window, if necessary. Once the dialog window is closed, the batch will automatically be saved to the WebScan Checked-In queue for indexing later.