Scanning of Documents

1. Any document can be scanned and annotated to an entry in Consultation Manager. You are not limited to just letters.
2. Sort documents into different types - i.e. single-sided, multiple page with one-sided print, double-sided.
3. It is also advisable to separate A4 and A5 format letters.
4. Remove any staples and paper clips and ensure that the letters are as flat as possible, bent edges can cause paper jams in the scanner.
5. For single-sided and multiple-page letters follow the instructions below.
6. For double-sided letters follow the instructions in the section below - Special Notes for double-sided letters.
   • Open OmnipagePro and Vision. Sign onto Vision as the scanning operator and open Consultation Manager.
   • Put the letters in batches of about 20 in the scanner document feeder. The letters must be face down. Make sure that consecutive pages belonging to multiple page letters are in the correct order.
   • Maximise OmnipagePro and click on the big green button labelled Start. The scanning process will now take place.
   • The next prompt that appears looks like an error message: There is no paper in the document feeder. Insert more paper. Retry or Cancel. This is in fact a reminder that the sheet feeder is empty. If all letters have been scanned in, select Cancel, otherwise put the next batch of letters into the document feeder and select Retry. Carry on until all single-sided and multiple page letters have been scanned.
   • The OmnipagePro screen is divided into three sections. The left hand section shows the thumbnails (small versions of the letters) and is very useful to confirm the correct Page number when adding the image into Consultation Manager. The middle section shows the scanned image and the right hand section shows the text version which has been converted via the OCR process. These two latter aspects of OmniPagePro have no practical application in the process described in this document.

Saving Each Document as a Separate File

Having scanned the documents, it is now necessary to save the images of these documents.

1. Go to File and Save Image.
2. Ensure that:
   • Save all pages is selected in the Save Options box
   • Save entire page to a file is selected in the Image Options box
   • TIFF Group 4 compressed (*.tiff) is the file type selected in the Save as type box. It is very important that the images are saved in a compressed format.
   • The File Name can be anything but suggested you use the current day’s date with an A, B, C for additional batches on the same day e.g. aug012002 or aug012002A, aug012002B etc.
   • The Save inbox displays the location you intend to save the images. This location should be on your server in a directory created for this purpose. You may find it useful to create a new folder to store the new month images.
3. Click on the OK button.
4. You have now saved the images of the scanned documents. Keep OmnipagePro open as you will need to refer to the page numbering of the saved images when you attach these images to an entry in Consultation Manager. See Adding Scanned Documents as attachments in Consultation Manager.

   Special Notes for Double-Sided Letters

Each double-sided letter should be processed through the document feeder individually. First scan the front page, then turn the letter over and scan the back page. Several letters can be scanned in this way before continuing processing.

Follow the instructions for Saving images, and pay particular attention to the fact if you are saving each side of the document as a separate file, you will need to attach BOTH images in Consultation Manager separately.

If a daily file has already been created from scanned single page letters, the filename given to this batch of double-sided letters will require an addition to distinguish it from the first file.

e.g. aug012002a