How To Set Up the Scan Cover Sheet Feature in DocuShare

You can scan documents to specific locations and as new document versions using scan cover sheets.

You can create scan cover sheets for these types of objects:

· Documents—to scan a document as a new document version

· Collections—to scan a document to a collection (**Post Update 1 Patch 36)

· Workspaces—to scan a document to the content portlet of a workspace (**Post Update 1 Patch 36)

· User—to scan a document to your personal collection

When you create a scan cover sheet, information about the scan location and the cover sheet owner are stored in a DataGlyph on the cover sheet. The cover sheet is then printed and placed on top of a document and both the cover sheet and document are scanned and the resulting PDF document is stored to DocuShare.

NOTE: This solution applies to DocuShare 6.x and 6.5.x

NOTE: DocuShare 6.00.01 Update 1 Patch 36 or higher is required to enable scan cover sheets for collections. Previous to Update 3, this was an option with DocuShare CPX only.

Prerequisites

• You must already have scanning via FTP or SMB set up and working before enabling scan cover sheet.

1. Enabling Scan Cover Sheet in DocuShare

a. Log into DocuShare as admin

b. On the navigation bar, click Admin Home. The Administration UI displays.

c. Click the [+] sign next to Services and Components to expand the menu.

d. Click the [+] sign next to Content Intake.

e. Click the Edit link. The Edit Content Intake Module page displays.

f. From the Category menu, select Imaging Subsystem.

g. From the Type menu, select GlyphScan.

h. From the Instance Names menu, select GlyphScan Socket.

i. Select the Enabled: checkbox.

j. In the Polling Interval (Milliseconds): field, change the default value of 30000, if necessary.

k. Click the Update button.

A “Successful Update†message displays.

l. From the Administration Menu | Services and Components | click the Scan link.

m. In the Integrate Scan Cover Sheet Feature with Scan Service field, click Yes.

n. Click the Apply button.

2. Creating a Scan Cover Sheet

Note: The example below creates a cover sheet for a collection. However, you can create cover sheets for documents, your personal collection, or workspaces (Post Update 1 Patch 36).

Note: Adobe Acrobat must be installed on any workstation that will be creating or viewing scan cover sheets. Adobe Acrobat does not need to be installed on the server.

a. Log into DocuShare as admin or as a user. A user needs Writer permission to the collection to create a cover sheet for it.

b. Browse to the collection that you want to scan to and click its Properties icon. The Properties page displays.

Note: To create a cover sheet for your personal collection, click your username on the navigation bar.

c. Click the Scan Cover Sheet link, and then click on the Create Scan Cover Sheet link.

A cover sheet is created and displays in a separate window.

d. Print the cover sheet. Then close it.

3. Test Scanning with a Scan Cover Sheet

Note: Since the user interface for multifunction devices can vary, the following procedure provides general steps for scanning a document to DocuShare.

1. Put the cover sheet on top of a document and place the pages in the document feeder.
2. Scan the document to DocuShare via the normal scan process. The device scans the document and adds it to DocuShare as specified in the cover sheet.
3. Once the scan completes, log into DocuShare and browse to the collection you created the scan cover sheet for. The scanned document displays in the collection.