Scan and Add a Single Document

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You can use the Scan button to quickly scan documents to Globodox.

 

To Scan a Single Document

In Globodox, select the Home tab and click the Scan button. The Scan Window will now be launched.

1.You can select a Scan Profile from the Select a scan profile drop-down.
2.Select a scanner from the Select a Scanner drop down.
3.Click the Start Scan button to scan the document. The scanned document will now be displayed in the Preview pane of the Scan window.
4.You can click the Edit button to edit the scanned document in the Image Editor. Using the Image Editor window you can resize, crop and rotate a document.
5.You can specify the location to add the scanned document in the Destination tab (optional). You can also use a Destination Profile from the Select a Destination Profile drop-down to specify the location to add the selected files.
Follow these steps to specify the Destination of the scanned document
a)Enter a name for the scanned document in the Document Title box. If you leave the Document Title blank, then the system will generate a title for the scanned document.
b)Click the search button next to the Choose a Folder box to select a folder to add the scanned document.
The Folder Selection window will be launched
i.Select a folder from the list. You can use the Search box to search a folder.
ii.Click the OK button to select the folder. The selected folder will now be displayed in the Choose a Folder box.
c)You can add Tags (keywords) to the scanned documents in the Attach Tags option. You can type as many tags you want by using a semi-colon to separate them.
d)Select a Zone Map for the scanned documents from the Zone Map drop-down.
e)Set the Document Type of the scanned document, from the Set a Document Type drop down. E.g. Set the Document Type to 'Invoice' if the scanned document is a invoice.
f)If you want to relate the scanned document to a Stack then click the search button next to the Attach to existing Stack box.
The Look Up window will be launched
i.Select the Stack Type from the Look for drop-down of the Stack, that you want to relate with the scanned document.
ii.Now, type a word that describes the Stack in the Look for box. Click the Find button to find the Stack. The Stacks that contain the word that you have entered in the Look for box will be displayed in the Available Data list.
iii.Select the Stack in the Available Data list, to relate with the scanned document. Use this button to add the selected Stack to the Selected Data list and use this button to remove the Stack from the Selected Data list and move it back to the Available Data list.
iv.Click the OK button to select the Stack. The Stack will now be related with the document and will be displayed in the Attach to existing Stack box.
Also see Relate a Document to a Stack
7.You can also link the scanned document with other documents and Stacks by using the Links tab.
Use the Link to existing Documents box to link the scanned document to existing documents
a)Click the search button next to the Link to existing documents box. The Look Up window will be launched.
b)Select Documents option from the Look in box and type all or part of the file name in the Look for box.
c)Now, click the Find button. The documents that contain the word that you have entered in the Look for box will be displayed in the Search Result list.
d)Select the document that you want to link with the scanned document and add it to the Selected Files list.
e)Click the OK button to link these documents.
 
Note:
You can add more links by clicking the Add button and you can break a link by clicking the Remove button.
Also see Link one Document with another Document
 

Use the Link to existing Stack box to link the scanned document to existing Stacks Item

a)Click the search button next to the Link to existing Stack box. The Look Up window will be launched.
b)Select the Stack from the Look for drop-down of the Stack, that you want to relate with the scanned document.
c)Now, type a word that describes the Stack in the Look for box. Click the Find button to find the Stack. The Stacks that contain the word that you have entered in the Look for box will be displayed in the Available Data list.
d)Select the Stack in the Available Data list, to relate with the scanned document. Use this button to add the selected Stack to the Selected Data list and use this button to remove the Stack from the Selected Data list and move it back to the Available Data list.
e)Click the OK button to select the Stack. The Stack will now be related with the document and will be displayed in the Attach to existing Stack box.
 
Note:
You can add more links by clicking the Add button and you can break a link by clicking the Remove button.
Also see Link Document with Stacks
 
8.You can Share, Assign or Restrict the scanned document with other users by using the Security tab. You can also apply a Security Label to the scanned  document by using this tab.
Follow these steps to start using the Security tab
a)Click the search button next to the Share with box to select the users to share the scanned document with. The Share window will be launched. Select the users and click the OK button. The users will be displayed in the Share with box.
b)Click the search button next to the Restrict from box to select users from whom you want to restrict the scanned document. The Restrict window will be launched. Select the users and click the OK button. The users will be displayed in the Restrict from box.
c)Click the search button next to the Assign to box to select the user to assign the scanned document to. The Assign window will be launched. Select the user and click the OK button. You can assign a document to only one user. The user will be displayed in the Assign to box.
d)Select a Security Label from the Set a Security Label drop-down to set a Security Label for the scanned document.
9.Now, click the Add button to add the scanned document to Globodox. The scanned document will now be added to the location that you have specified in the Destination tab.
10.Click the Close button to close the Scan window.

 
Notes:

Check the Show scanner interface before scanning option if you want the user interface of your scanner driver to be displayed while scanning.
You can create a Scan Profile to save the frequently used scan settings. Also see Destination Profiles
You can use the Settings tab to change or set the scan setting.
If the Draft Documents feature is enabled, you will see an option labeled Add as Draft Document. If you check this option any files you add will get added as Draft Documents. If this option is left unchecked, then the files will get added as Published Documents.
 

Related Topics
Scan document with variable number of pages
Scan documents with fixed number of pages
Recognize barcodes on documents

 


Page URL: http://www.itaz.com/globodox/help/index.htm?scan_and_add_single_document.htm