Scanning a Document

You might have guessed that the primary function of the Scan App is to scan in your documents. You can do this using a scanner or using file import detailed below.

In this article

• Scanning with a Scan Profile
• The Scan Interface

Considerations

• To start scanning, ensure you have referred to the Scan User Guide for information on System Requirements, Desktop Client Installation, and Choosing a Scanner.

Scanning with a Scan Profile

A Scan Profile is a predefined configuration for scanning. If Scan profiles are configured, you will see them under the Select a profile to scan heading on the Scan Home Page, or you can open an existing batch.

1. Black and White Scan Profile - Double-click or highlight and select Use this Profile. A black and white profile is denoted by the black and white circle.
2. Color Scan Profile - Double-click or highlight and select Use this Profile. A color profile is denoted by the color wheel icon.
3. Open a Batch - Select this to open the batch manager. From there, you can double-click an existing batch to open it.
   NOTE: For more information on managing batches, refer to the Managing Batches in Scan article.

Occasionally, there will be a pop-up requesting to allow KnowledgeLake to always open the scan client upon using the Scan app. If pop-ups are blocked, it will prevent your machine from initiating the scan client. 

When the pop-up comes up, check the box to allow KnowedgeLake to always initiate the scan client, then click Open.

You will be taken to the Scanning interface.

The Scan Interface

The scan interface is where you will perform various tasks regarding scanning.

To start, Scan or Import a document by using the following options for scanning under the Home section of the ribbon bar:

• Scan - Clicking Scan will initiate the configured scanner to start the scanning process. This will bring up a dialogue box where you can manually configure your scan settings. If you are using a pre-configured Scan profile, the scanning options should already be configured and ready to use.
• Import - The import function allows you to import a digital document directly from your machine or shared network drive. Simply click Import and select the document(s) you need to import. 
• New Document - Allows you to add a new document within the batch panel after documents have already been scanned in or imported. If New Document is selected, any additional documents scanned or imported will be created in a new document set. By clicking the New Document button again, you can switch it to Current Document so that any subsequent documents that are scanned or imported will be added to the currently selected document set.
• Screenshot - Once clicked, this will bring up a list of your open windows to select from so that you can take a screenshot of that window/page to be used as a document. For example, if you have meeting notes written in the OneNote app, you can click Screenshot, select the OneNote app from the list of options, and it will automatically take a screenshot of the contents of that window. The screenshot will either be added as a new document set (if New Document is selected) or it will be added into the currently selected document (if Current Document is selected).
• Rescan Page - This can be used if a specific page that was scanned did not scan in properly. Simply locate the page in the batch panel, click to select it, make sure the page is loaded into the scanner, then click Rescan Page. 
• Insert - If a new document set is needed, click Insert. Then, to add individual pages to the newly created document set, click the document icon so Current Document is selected, then select Scan or Import to add the new document(s) to the document set.
• Insert As - Allows the user to insert a new document set for the selected content type. After clicking the Insert As button, you will be presented with a list of all the content types available to your user profile. Select the appropriate content type for the document set you will be adding, and it will populate an additional document set to add more documents into.
• Download as PDF - Allows the selected document page(s) to be downloaded as a PDF file. 
  Please note: There is a page limit per document for this feature. Only 25 pages per document can be downloaded at one time. If you plan to use this feature and have scanned more than 25 pages into one document, use the Insert button to insert a new document and move the remaining pages to the new document, then download.
• Complete - Completes the batch and prepares it for releasing to the workflow or process. Once selected, it will present a dialogue box asking you to confirm that you would like to release the batch to be processed. If there are documents that have not been indexed (do not have a green checkmark beside them), it will prompt you to confirm that you would still like to release the batch even though there are documents that have not been indexed.
• Close - Closes the batch without releasing to a workflow or process. If you have entered any index values and have not pressed Save at the bottom of the field list, that information will be lost.
• Manage - Allows you to manage the batches in your queue that have not been released or deleted.
• Copy, Cut, Paste, Delete - Allows you to execute those functions for the selected page(s) in a document set
• Rotate Options - Allow you to rotate the selected page(s) in a document set
• Lock/Unlock Field - Allows you to lock a field or multiple fields. Locking a field will lock the value you have entered into that field so that it is set for all documents and pages in that batch. The same button allows you to unlock the selected field.
  • SHIFT+CTRL+L will lock all fields in the index panel.
• OCR - Allows you to select a region on the document to have it OCR the information for you. It will prompt you to select a field to populate the OCR'd information into.
• Snipping Tool - Allows the ability to take a "snip" of a document, which will automatically add the "snipped" selection as a new document. This must be toggled on; it is not enabled automatically.
• Run - Kicks off configured automation(s) that your user profile has been granted access to.
• Hotkey List - Displays the list of available hotkeys for the Scan App

Annotate Tab

Scan has the ability to create annotations on documents before they're released from the app for processing. These options are located in the Annotate tab of the ribbon bar.

If this is your first time utilizing the Annotate feature in Scan, you will need to go to the Configuration app > Permissions and select the user or group you want to grant the permissions for.

Under the Scan permission sections, two new settings must be granted for the Annotate tab to show up and be utilized:

• Scan App Permissions
  • Manage Own Annotations - Allows the use of the Annotate tab and the ability to manage annotations that the user has created.
  • Manage All Annotations - Allows the ability to manage all annotations that have been created, regardless of who created them. Manage Own Annotations will be automatically granted as well.

After the appropriate permission settings have been granted, refresh the browser page.

Once you've started a new batch or opened a previously created one, the Annotate tab will show in the ribbon bar. In that ribbon, you will see the Text annotations button, Hide Annotations, and Save Annotations buttons. Clicking the Text button will populate a Text Properties modal that allows the editing of the text, fill, and border.

After your annotations have been added, click Save Annotations to save the changes.

Once you have scanned or imported a document or two, you can refer to the articles below to start performing your desired tasks:

• Changing View Options
• Page and Document Editing
• Indexing a Document
• Managing Batches in Scan
• Scan App Hotkeys