SCScan must be installed locally and cannot be moved from a previous installation. 

If you are having your computer replaced or re-imaged, you will need to send an email to support@scview.com stating this information in order to obtain a new license. Installations must be scheduled ahead of time whenever possible.

Introduction

SCScan is a specialized Windows application designed to efficiently index and transfer images into the SCView archival system. This guide provides a comprehensive walkthrough for setting up and using SCScan, tailored especially for users who employ either individual or network scanners.

A. Problem Statement

Users new to SCScan often face challenges in installation, configuration, and operation, particularly when connecting different types of scanners and managing document batches. This can lead to inefficiencies and errors in document management processes.

B. Solution

SCScan addresses these challenges by offering a structured yet flexible system for managing scanned documents. With initial support from IT personnel for proper setup and configuration, users can harness SCScan's capabilities to streamline the digitization and indexing of documents, whether using a network or desktop scanner.

SCScan is a Windows program used to index and send images into the SCView archival system. It must be configured by support staff on initial setup as the program must be activated.

Getting Started

Before you can use SCScan, you'll need to decide on the method of scanning you'll be using. If you are using a network scanner, you'll follow different steps than those using an individual scanner.

For those using a network scanner, skip the remaining steps in this section.

If you are using a desktop scanner, you'll need to have the following before SCScan will work with the scanner:

• TWAIN drivers are what we recommend but SCScan also still supports ISIS drivers if they are previously installed.  

Once the drivers are installed, any settings changes for the scanner can be made through SCScan.

Batch Manager

"Batch" - a high level folder for holding all of your Documents
"Document" - a low level folder for holding all of your images.
"Images" - individual pages of a document

When SCScan first opens, you'll be greeted by the Batch Manager window. This shows a quick high-level view of your batches. You'll also find buttons for batch manipulation on this screen. Any existing batches will be shown in the grid. For more detailed information about the Batch Manager functions, click here.

Importing Documents

If you have documents that have already been scanned or sent to you via email, you do not need to print them out just to scan them back in. If you choose the Import Batch option, you can pull these images in. Clicking Import Batch will open an additional dialog to select the appropriate files or folder.

Files - If this option is chosen, you can select any number of files. Simply click Browse, and the dialog window will open, allowing you to choose your files to import.

Folders - When using folders, the options that appear will change. You'll be asked for the type of file that the folder contains. You'll also be asked how you'd like to split the documents within the folder.

Per each TIFF - Inside of the selected folder all files are TIFF type. This includes multi-page documents. If they are not TIFFs, this option will not work. *This is the option we recommend.

Per each folder - This assumes that inside the selected folder there are sub-folders with TIFF types inside. If the files are not TIFFs or there are no sub-folders, this will not properly sort the documents.

Matching characters - This option is selected much less often because it requires a specific naming convention for all files within the folder. It does exactly as advertised and groups things into a document when the number of selected characters all match for file names. This means if you have a file named "1INV" and a file named "1INV-2" and had 4 characters as the match, they would both go into the document. However, if you had chosen 5 characters, they would be separated.

You also have the ability to delete or keep the chosen files after import. We recommend keeping the files in case something goes wrong with the import and then manually deleting the files after. However, both options are available.

The final step in importing is to create a Batch Name. You can choose any name for the batch, but we recommend at least using the date as it helps to troubleshoot if something goes wrong. You can also add a Batch Description, but it is not required. Once the name is chosen, click Import and this will open your batch with all imported files.

Once the batch is imported, you can immediately jump to indexing as long as the documents imported correctly.

Scanning Documents

When scanning documents, you'll choose the option for New Batch (or open an existing batch if you have one going already). You're required to name the batch, but description is optional. Once you've named your batch, click Save and you'll be taken into the open batch.

Prior to scanning, you'll need to make sure your scanner is selected. If you do not see anything in this box you will need to turn on your scanner. Click the drop-down box (1) and find the make/model of your scanner in the list and select it. You may be prompted with a dialog to confirm. Confirm the scanner in the dialog and it should now appear in the drop-down box. Once the scanner is listed, click the Scan button next to it (2) to start the scanning process.

After clicking Scan, a smaller dialog window will open. This is how you will separate your images into each document.

There are multiple ways to scan images into document folders. This dialog also contains access to the Scanner Settings page.

New Folder - When this is pressed, anything currently loaded into the scanner will be scanned and added into one document folder.

Continue Scanning - Use this only when an image needs added to an existing document. It will scan all images currently loaded in the scanner and add them to the selected document.

Scanner Settings - This will open up the settings menu for the selected scanner. This will be an external window as it uses the default scanner menus and options, not SCScan.

Cancel - Indicates that you are finished scanning and would like to close this dialog window.

Pages per New Folder - When this box is checked and a number is placed into the box next to the header, the number of pages indicated will automatically be split at that number. For example, if the number 1 was entered, every page loaded into the scanner would be put into its own document when New Folder was clicked.* Use this if you have many documents that are the same number of pages. 

Note: If there is an image on both sides of the page, two separate documents will be created.

After you've finished scanning and manipulating your documents, it's time to index.

Indexing Documents

After closing the scan dialog or importing the batch, you'll need to open the indexing section. To do this, in the upper middle of the screen is a button labeled Index that must be clicked on.

Once indexing has been activated, another window will appear. This is how the scan application will determine where to place the document on the archival side. Each individual document will need to be indexed. All images within a document will be sent to the same indexing location; each image does not have to be indexed. The first step of indexing is to choose a Document Type. Select the drop-down to get a list of the available document types in your scan application. The list will vary depending on how the application was configured and can be updated at any time.

After the Document Type is selected, text boxes will appear with labels. These boxes are the indexes that need to be filled out so that the program knows where to send the documents. Certain types of documents will trigger additional windows, such as invoices. For additional invoice scanning information, click here.

Once the fields have been filled out, you would click the arrows to go to the next document. You'll repeat the process until all documents have been indexed. If you are using the OCR feature, you will notice a green or red dot underneath the arrows. A green dot means that OCR is ready to use. A red dot means that OCR will not work until the dot turns green. The arrows may also become disabled if OCR is taking too long. If this happens, clicking the next document header will allow you to move on.

After indexing is complete, simply click Close at the bottom of the Index window next to the arrows or click the Index button along the top of the screen. This will close the indexing dialog.

TIP: There is a thumbtack icon on each index. When that is clicked and pointing downward, the next document we reach will copy that same information so it does not have to be retyped. If the icon is pointing left, it will not copy the data onto the next document.

Exporting into SCView

After indexing, the next step is sending the documents over to the archival side of SCView. To do this, you'll need to open the Batch Manager once again. Click the button in the navigation bar to open.

Before sending the documents over, they need one final check. SCView will reject the import if the document number does not match the index number. You can check this on the Batch Manager screen. You'll also want to verify that the documents were not already sent to SCView. If you see a date listed in the Last Exported column, it means an upload was already attempted. If the upload was successful and a batch is uploaded twice, the images will be duplicated. If the images don't exist in SCView and the Documents match the Indexed number, we can click the Upload Batch button.

After clicking Upload Batch, a dialog will appear prompting for credentials and some other information. For most users, these settings will always be the same and simply clicking Upload will suffice.

After upload, a message will appear showing import was successful. At this point, you've completed your batch and can continue processing more batches or move on into SCView.

C. Best Practices

• Driver Management: Ensure that the correct ISIS drivers are installed and that TWAIN drivers and third-party scanning software are removed to prevent conflicts.
• Batch Organization: Utilize the Batch Manager effectively to keep scanned documents well-organized, which facilitates easier retrieval and management.
• Document Importing and Scanning: Use the appropriate import options for your document types and carefully set up scanning settings to match document specifics.
• Regular Updates and Maintenance: Keep SCScan and scanner drivers up to date to ensure compatibility and efficiency.

D. Troubleshooting

1. Driver Issues: If SCScan does not recognize your scanner, recheck the driver installation. Ensure that ISIS drivers are installed correctly, and TWAIN drivers are removed.
2. Scanning Errors: For issues during scanning, verify that the scanner is correctly connected and recognized by SCScan. Check the scanner settings in the software to ensure they are configured correctly.
3. Document Import Problems: If issues arise when importing documents, ensure you have chosen the correct file type and import settings. Make sure the files are accessible and not corrupted.
4. Batch Exporting to SCView: Before exporting, confirm that all documents are properly indexed and match the index numbers. Ensure there are no duplicates in SCView to prevent re-uploading the same batch.

E. Related Articles

SCScan: Get a Clearer Image 

SCSan: Document and Image Manipulation

SCScan: Scanning Invoices with Line Items  

Conclusion

SCScan is a powerful tool in the SCView suite designed to simplify the process of scanning, indexing, and archiving documents. By following the outlined setup and usage instructions, along with adherence to best practices and troubleshooting advice, users can maximize the efficiency and reliability of their document management operations. This guide ensures that you can navigate SCScan with confidence, leading to improved productivity and document accessibility within SCView.