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Introduction
The Batch Manager in SCScan serves as a pivotal tool for overseeing grouped documents within the scanning process. It is the first interface seen upon opening SCScan and is designed to streamline the management and handling of document batches. The Batch Manager’s functionality includes comprehensive filter options, batch operation tools, and integrations with client profiles which enhance document processing efficiency.
A. Problem Statement
Users often face challenges managing a large volume of document batches within SCScan. Without effective management tools, it can become difficult to navigate, edit, and configure batches, potentially leading to operational inefficiencies such as unnecessary batch duplication, confusion from an overloaded interface, and errors during document handling.
B. Solution
SCScan’s Batch Manager addresses these challenges by offering robust features for managing document batches. These features include date filtering to manage display of batches, functions for batch editing, deletion, and export, and integration with client profiles for initial configuration. By leveraging these functionalities, users can maintain a clear and organized overview of their document batches, ensuring accurate processing and exportation.
The Batch Manager is a high-level manager for groups of documents. When SCScan is opened, the Batch Manager is the window you will see first.
Date Filter - The filter at the top of the window (1) limits the number of batches shown in the manager at any given time. This is important because we recommend not deleting batches. This reduces confusion from too many batches being shown at once.
Batch List - The list of batches show in a grid view (2). You can see multiple details about the batch, with the most important being the Name, Document Number, Indexed Number, and Last Exported date.
Batch Functions - The grouping of batch functions (3) on the lower left of the grid are fairly basic. The Open button opens the selected batch. Only a single batch can be open at a time. The Cancel button closes the Batch Manager. The Delete button deletes the selected batch(es).
Client Profiles - Provides configuration for the application for documents and indexes (4) . Support may ask you to open this window, but it is generally not used outside of initial configuration.
Edit Batch - Allows you to edit both the name and the description of the selected batch (5).
New/Import Batch - Used when scanning/importing a new batch to be worked with (6).
Export Batch - Creates an CSV export file of the currently selected batch (You have the option to export as XML by clicking that checkbox) (7). This is used for troubleshooting by support and can also be manually imported into SCView instead of using the Upload Batch button.
Upload Batch - Used to send files over to SCView. (8) If your batch has a date listed in the Last Exported column, you'll want to double-check that your files do not already exist in SCView before using this again. This will duplicate any existing images already in SCView.
C. Best Practices
- Regular Use of Date Filters: Utilize the date filter to limit the view to relevant batches, reducing visual clutter and focusing on current tasks.
- Caution with Batch Deletion: Avoid deleting batches unless absolutely necessary. Instead, manage batch visibility through filters to prevent confusion and data loss.
- Consistent Batch Exporting: Regularly export batches for backup and troubleshooting purposes, ensuring data is not lost and is readily available for support needs.
- Careful Duplicate Checking: Before uploading batches to SCView, always check the 'Last Exported' date to avoid duplicating files that already exist in the system.
D. Troubleshooting
- Batch Not Displaying: If expected batches are not visible, adjust the date filters or refresh the interface to ensure it’s not a display issue.
- Issues with Batch Functions: If buttons like Open, Delete, or Export do not respond, confirm that the correct batch is selected and that you have the required permissions for these actions. Restarting SCScan can also resolve unresponsive button issues.
- Export and Upload Errors: Ensure file paths for exports are correct and accessible. For upload problems, verify network connections and server accessibility, as these can impede the uploading process.
E. Related Articles
SCScan: Document and Image Manipulation
Conclusion
The Batch Manager in SCScan is a critical feature designed to enhance the management and operational efficiency of document scanning processes. By understanding and utilizing its full range of functionalities—from managing batch visibility to performing detailed batch operations—users can significantly improve their document management workflow. Implementing best practices and effectively troubleshooting common issues will further maximize the benefits of using SCScan’s Batch Manager.