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Scanning and Importing Files into the Document Management System
Clients who have a large volume of existing paper or electronic documents that they want to include in the document management system can do so using any number of current scanner technologies.
FileHold supports 5 ways to import scanned documents (list is subject to change due to vendor's releasing new versions):
- EMC QuickScan Pro
- Kodak Capture Pro
- Kofax Ascent Capture
- Any MFC / Digital Copier device that can scan to TIFF or Adobe PDF - FileHold's watched folders then process these - or you can perform advanced processing of TIFF files produced by the MFC with any of the first 3 choices to automate the collection and capture of metadata, and then import the files and metadata into FileHold.
- Generic XML based system - Various FileHold customers use the generic XML based system to import PDF's created by ERP, Financial and other systems.
With a little extra set-up it is easy to manage the imports of files so that they are sent directly to a document management system folder or the FileHold Desktop inbox or to a watched folder setup in the FileHold Desktop Client and that is located on the local machine or network share. QSP also allows users to preset the metadata and even file name via document schemas that are built in the document management system.
In order to move the files from the local machine or the watched folders they will need to be targeted using the Import or Watched Folder Tools in the document management software.
FileHold comes with one licensed copy of QuickScanPro (QSP). In order to use QuickScanPro to import files into the document management system, both it and the FileHold Desktop Application must be installed.
Note: In order to move documents from the local machine to the scanner software for processing (or from the desktop to the FileHold Desktop Application via Watched folders) the Import and/or Watched Folders tools must be configured. The tools are available from the Tools menu in the FileHold Desktop Application. Always consult the manuals and the embedded help systems that come with scanners and multi-function machines learn more about them.