Scan Module

The Scan Module in DocView Capture is the entry point for converting physical documents into a structured digital format. It organises scanned images into batches — controlled containers that maintain document integrity and scanning metadata.

This module often serves as the first stage in end-to-end document processing, feeding downstream workflows like OCR, indexing, classification, and export.

Batch Creation

A batch defines the scanning session environment — linking scanner hardware, capture settings, indexing requirements, and workflow routing. Without a batch, no images can be stored or tracked.

1. Create Command

Navigate to Home → Batch group → Create or press Ctrl + N.

2. Configure Batch Parameters

• Batch Setup – Preconfigured template containing scanner defaults (DPI, color mode), field definitions, and workflow links.
• Priority – Determines processing order; lower numbers are processed sooner.
• Name – Default: [BatchSetupName] [YYYY-MM-DD HH:MM:SS]; best practice: add descriptive identifiers (e.g., Invoices_July_2025_SiteA).
• Description – Internal note to locate or audit batches.
• Batch Date – Influences workflow routing; ensure correct dates to avoid misrouting.

3. Commit Creation

Click Create to initialise the batch. DocView assigns a unique Batch ID and links it to the selected Batch Setup. The batch appears in the Batch Contents Panel.

Batch Workspace

Batch Contents Panel

• Batch Node – Top-level container.
• Document Nodes – Individual documents within the batch.
• Page Thumbnails – Image previews for each scanned page.

Status Bar

Displays live batch metrics:

• Total Docs – Number of document nodes.
• Total Pages – Cumulative page count.
• Total Sheets – Physical sheet count (important for duplex scanning).
• Doc & Page – Active selection indicator.

Scanning Operations

Digitise physical pages into images linked to the active batch.

Methods:

• Single (F11) – Manual single-page capture; ideal for delicate or irregular documents.
• Multi (F12) – Continuous feed capture; best for large stacks via ADF.
• Auto Scan – Fully unattended until input tray is empty or operator stops.
• Scan Context – Uses embedded scanning parameters; no manual configuration needed.
• Scan Flatbed – For bound originals or non-ADF documents.
• Scan Single – One-click scan using last applied settings.

Closing a Batch

Closing a batch locks it for scanning and signals readiness for indexing/processing.

• Select Close in the toolbar.
• Confirmation prompt: “Are you sure you want to close batch?”
• Clicking Yes:
  • Changes status from Open to Closed.
  • Disables scanning for this batch.
  • Triggers downstream workflows (e.g., OCR queue).

Closed batches are read-only; reopening requires administrator access.

Suspending a Batch

Suspension pauses work while keeping the batch editable for later.

• Confirmation prompt: “Are you sure you want to suspend batch?”
• Clicking Yes:
  • Changes status from Open to Suspended.
  • Saves scanned images and metadata.
  • Batch can be reopened later with Open.

State Indicators

Home Tab

Central control panel for scanning and batch management:

• Create Batch – Opens batch creation dialog.
• Open Batch – Displays existing open/suspended batches.
• Close Batch – Finalises current batch.
• Suspend Batch – Pauses batch temporarily.
• Delete Batch – Removes an unwanted batch.
• Scan Button – Starts scanning process.

Scan Settings Tab

Controls scan quality, speed, and output format:

• Resolution – Scanning detail.
• Color Mode – Color, Grayscale, Black & White.
• Duplex/Single Side – Enable/disable double-sided scanning.
• File Format Selection – TIFF, PDF, JPEG.
• Image Enhancement – Deskew, despeckle, brightness/contrast.
• Scanner Selector – Switch between connected devices.

View Tab

For reviewing scanned documents:

• Thumbnail View – Miniature previews.
• Single Page View – Zoomed inspection.
• Move Page – Change page order.
• Zoom & Fit Options – Adjust viewing scale.

Cloud Status Tab

Tracks cloud upload progress:

• Upload Queue – Documents waiting to upload.
• In-Progress Uploads – Real-time progress.
• Completed Uploads – Successfully uploaded batches.
• Failed Uploads – Documents that could not upload.
• Retry Option – Reattempt failed uploads.
• Cloud Connection Indicator – Online/offline status.