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Quantum VS Help: Document Scanning |
There are various prerequisites and steps to follow to set up document scanning for use in Quantum VS.
Users performing document scanning will need a TWAIN-compatible A4 scanner attached to their PC, with drivers installed.
A Document Scanner is installed by plugging it into the USB port of the PC of the Quantum VS User who will be performing document scanning. The appropriate scanner drivers must also be installed (from the CD provided when the scanner was purchased, or downloaded from the manufacturer's website).
To check whether the Document Scanner drivers are installed on your PC, open your PC's Control Panel and navigate to Hardware and Sound > Devices and Printers. Your Document Scanner should be listed as a device.
The following Optional Enhancements must be switched on within Quantum VS:
Modules > 004 Document Scanning
Document types available for scanning, recognition and archiving in Quantum VS must also be enabled. See Optional Enhancements: Modules Tab.
The following User Permissions may be used to enable (or disable) features relating to Document Scanning:
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User Permission |
Definition
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Document Archive
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Batch Certificate: Scan Documents / Search Documents
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Enables the User to scan/search for Batch Certificates.
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Despatch Note: Scan Documents / Search Documents
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Enables the User to scan/search for Despatch Notes.
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Goods Received: Scan Documents / Search Documents
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Enables the User to scan/search for Goods Received Notes.
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Picking Note: Scan Documents / Search Documents
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Enables the User to scan/search for Picking Notes.
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Purchase Invoice: Scan Documents / Search Documents
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Enables the User to scan/search for Purchase Invoices.
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Note: The ability to scan Batch Certificates, Goods Received Notes and Purchase Invoices will be added in a forthcoming release.
User Permissions are enabled or disabled for a User via the Role they have been assigned - see Creating Roles.
User Permissions may be switched on or off for the current session only by selecting Tools > User Permissions from the Toolbar - Main Menu to display the Edit User Session Permissions Window (requires supervisor permissions). Check the boxes to allow permissions to the relevant application functions, then click OK. The procedure is similar to that used when Creating Roles.
Note: Newly-created User Permissions are typically not set for a User when upgrading to a new release of Quantum VS.
Each document type for which data recognition is performed - Picking Notes and Despatch Notes - has a separate blueprint file. This defines the areas of the scanned document where the system will focus in order to detect relevant data - document type, document number, bar code and page number - so that the image can be matched against the equivalent document on the system.
Since each company's Picking Notes and Despatch Notes are unique, the relevant blueprint must be set up in advance. This will be done initially by an EDP implementer. It is intended that functionality will be extended to enable Quantum VS-using companies to configure their own blueprints.
Blueprint files exist in the location /qvs_docstore/blueprint on the Quantum VS server.
Note: Installation and configuration of blueprint files will be carried out by an EDP implementer.
It is possible to email scanned documents to other users. For this purpose one or more email templates may be set up. Each email template is a .txt file holding the text for the template email.
NEXT: Bulk Document Scanning