Scanning

Scanning

Scans are prefixed with the type of entity (see TIFF naming conventions below) followed by the number of the entity you’re dealing with.

Topics 

1. How do I know what to scan where?

1. Attaching existing TIFFs

1. Where are scans located on my system

1. TIFF naming conventions

1. How to setup scanner properly

1. Images scanned have a big filesize

1. What scanners will work

How do I know what to scan where? 

Any documents /mails/instructions/Price Approvals/Special Discounts etc., pertaining to the /transaction/entity may be scanned are attached as PDF for future reference .
If you have an invoice from a vendor, then scan it to the appropriate payable.
If you have a signed contract, attached it to the Vendor.
If you have a chemistries from a mill, attach it to a Heat (in Inventory, Maintenance, Heat).

Attaching existing TIFFs

The scan app has features to select an existing TIFF file (like a fax received through email or something).
To attach files: On the buttons menu, click on the folder.

TIFF printing (external package that is similar to Acrobat Distiller (printing to PDF)) - http://www.zan1011.com

TIFF printing (external package that is similar to Acrobat Distiller (printing to PDF)) - http://www.zan1011.com

TIFF File naming conventions 

TIFF File naming conventions are prefixed with entity/transaction they are associated with and number that might be part of the document.

Prefixes:

1. DBT- debit

1. DEP- deposit

1. GL- GL entry

1. HEA- heat followed by vendor.

1. INC- invoice

1. PAY xxx where X = STE, FRT,RAI,OTH,STO,COM - payables

1. PO- purchase order

1. RE- release

1. RECV - receiver

1. SO- sales order

1. TAG- inventory tag

1. VEN- vendor

Where are the scans located in my system.

The network paths are configured on installation of TS prints & TS Scan software.

Network Paths - Refer Admin System

How to setup scanner properly

***Note:    Configuration of the scanner profile correctly, helps in reducing the size of images stored will avoid running out of disk space quickly.

When going into the scan screen

1. Options, Scan Options, Setup Scanner Profile 

1. Please set up process of scanning as shown in the below screen shot with enumeration. 

Note*** Set the scan mode to LZW Compression! for effective use of the system  

1. Click on "Add Profile". Button 
   Default data will be update,
2. Defaults that are being set, automatically to reduce the file size and also to produce good quality:
   Color - B&W should be ok, normally scanning printed documents. If color or gray mode is selected, this will increase the file size.
   Compression - LZW is a widely compatible compression for any type of image viewer to read. 
   DPI - anything over 75 will produce a good viewable/printable quality.
3. Click on Save Button to submit the profile.
4. Click on OK to confirm changes in all Tabs.

1. On completion, Please ensure the below setting is configured without fail to avoid loss of server space.

How to minimize the file size of Scanned Images.

Normally a one-page scanned TIFF file should not be over 500k. If the file contains print on it, then it should be less than 100k.
When looking at properties of an image, there are 3 attributes that will increase the file size: DPI, Color Depth, Compression (depending on what type of file).

If New Scan Profile has been configured as (above), it should have defaulted to a couple of important attributes: DPI, Color Mode, Compression. The parameters are set to DPI=72, Color=B&W (black and white), Compression= LZW. With these default settings a file should have very good viewable/printable quality. < /FONT>

Note - Few scanners have a problem with  the DPI (scan resolution) setting is at 72,  will create very low quality files as a result. If this happens, try setting both the X and Y resolutions to 100.

WARNING - If the user prefers to use the information below, we are not responsible for file loss. Please ensure you make backups of files and try things in a "temporary" environment before applying changes to "live" files.

A good(free) image viewer and editor is Irfan View from www.irfanview.com . Download plugins also.
The program also has a "batch" mode option which can be utilized to convert a listing of images to preferred file format.
For instance we are concern with TIFF images. TIFF images are multi-page images, so ensure you apply your settings to all pages of the TIFF.

Open the program.

Go to File, Batch Conversion/Rename...

***IMPORTANT IMPORTANT**

Ensure the "Output" directory is not the directory where the original files are saved.

If you unknowingly mess up a setting and you have the overwrite enabled, it will overwrite all the original files.

The top box shows you files to select.

The bottom box shows you the files you’re wanting to convert.

Set:

Output Format - TIF...

Click Options button.

set compression - LZW

***NOTE - Other compression methods are available, but LZW is the most common for all types of viewers. Viewers must be able to "read" the compression format.

Next click on the Advanced button.

WARNING - if the Overwrite existing files is checked, make sure the Output directory on the previous screen is not the directory where the files are saved.

There are 3 attributes that takes importance to reduce the file size.

Resize - if you just trying to apply the compression, you will have to resize to 99% for it to do something.

DPI (dots per inch) - keep this 75 or better. 100 will be a very good viewable/printable quality.

Color Depth - warning, if pictures have been scanned, changing the color depth will minimize the quality. If all the scans are of printed paperwork, changing to 256 colors won’t hurt the quality.

Make sure you check the box to apply the changes to ALL pages.

Click on the "Start Batch" button and watch for window dialog messages to confirm action as needed.

If after checking your output directory for reduced file size and quality being ok, copy the files back to your original directory and overwrite them.

What Scanners will work?

FOREWORD: P.S. Data does not guarantee hardware/driver/operating system configuration on a client machine to work with the scanning part of the software. The scanning part of our software is a template that we plug into our software and works well.

The below scanners have been tested and work with SDS/SSCS/TMS & WHS application and are installed at other clients.

3. Visioner Strobe xp450 
4. Canon DR-2580C
5. Fujitsu fi-5110C and fi-6110C

The fact above does not mean your existing scanner or one you’re planning to buy will not work. We have encountered issues from Client with other scanners to work but not without a few headaches along the way.

If the scanner driver installs a "TWAIN" device, then the scanning part of the software should be able to pick up your scanner.

If you want to scan from a remote site while using Remote Desktop to connect to the office, you'll have to purchase a 3rd party software to do so. Microsoft Remote Desktop Services does not naively support scanner devices currently.

Scans are prefixed with the type of entity (see TIFF naming conventions below) followed by the number of the entity you’re dealing with.

Topics 

How do I know what to scan where?

Attaching existing TIFFs

Where are scans located on my system?

TIFF naming conventions

How to setup scanner properly

Images scanned have a big file size.

What scanners will work?

How do I know what to scan where? 

Any documents /mails/instructions/Price Approvals/Special Discounts etc., pertaining to the /transaction/entity may be scanned are attached as PDF for future reference.

If you have an invoice from a vendor, then scan it to the appropriate payable.

If you have a signed contract, attached it to the Vendor.

If you have a chemistry from a mill, attach it to a Heat (in Inventory, Maintenance, Heat).

Attaching existing TIFFs

The scan app has features to select an existing TIFF file (like a fax received through email or something).

To attach files: On the buttons menu, click on the folder.

TIFF printing (external package that is like Acrobat Distiller (printing to PDF)) - http://www.zan1011.com

TIFF printing (external package that is like Acrobat Distiller (printing to PDF)) - http://www.zan1011.com

TIFF File naming conventions 

TIFF File naming conventions are prefixed with entity/transaction they are associated with and number that might be part of the document.

Prefixes:

DBT- debit

DEP- deposit

GL- GL entry

HEA- heat followed by vendor.

INC- invoice

PAY xxx where X = STE, FRT,RAI,OTH,STO,COM - payables

PO- purchase order

RE- release

RECV - receiver

SO- sales order

TAG- inventory tag

VEN- vendor

Where are the scans located in my system.

The network paths is configured on installation of TS prints & TS Scan software.

Network Paths - Refer Admin System

How to setup scanner properly

***Note:    Configuration of the scanner profile correctly, helps in reducing the size of images stored will avoid running out of  disk space quickly.

When going into the scan screen

Options, Scan Options, Setup Scanner Profile 

Click on "Add Profile". Button 

Default data will be update,

Defaults that are being set, automatically to reduce the file size and also to produce good quality:

Color - B&W should be ok, normally scanning printed documents. If color or gray mode is selected, this will increase the file size.

Compression - LZW is a widely compatible compression for any type of image viewer to read. If you choose none, this will increase the file size drastically.

DPI - anything over 75 will produce a good viewable/printable quality.

Click on Save Button to submit the profile.

Click on OK to confirm changes in all Tabs.

On completion, please ensure the below setting is configured without fail to avoid loss of server space.

How to minimize the file size of Scanned Images.

Normally a one-page scanned TIFF file should not be over 500k. If the file contains print on it, then it should be less than 100k.

When looking at properties of an image, there are 3 attributes that will increase the file size: DPI, Color Depth, Compression (depending on what type of file).

If New Scan Profile has been configured as (above), it should have defaulted to a couple of important attributes: DPI, Color Mode, Compression. The parameters are set to DPI=72, Color=B&W (black and white), Compression= LZW. With these default settings a file should have very good viewable/printable quality. < /FONT>

Note - Few scanners have a problem with the DPI (scan resolution) setting is at 72,  will create very low quality files as a result. If this happens, try setting both the X and Y resolutions to 100.

Warning    WARNING - If the user prefers to use the information below, we are not responsible for file loss. Please ensure you make backups of files and try things in a "temporary" environment before applying changes to "live" files.

A good(free) image viewer and editor is Irfan View from www.irfanview.com. Download plugins also.

The program also has a "batch" mode option which can be utilized to convert a listing of images to preferred file format.

For instance, we are concern with TIFF images. TIFF images are multi-page images, so ensure you apply your settings to all pages of the TIFF.

Open the program.

Go to File, Batch Conversion/Rename...

***IMPORTANT IMPORTANT**

Ensure the "Output" directory is not the directory where the original files are saved.

If you unknowingly mess up a setting and you have the overwrite enabled, it will overwrite all the original files.

The top box shows you files to select.

The bottom box shows you the files you’re wanting to convert.

Set:

Output Format - TIF...

Click Options button.

set compression - LZW

***NOTE - Other compression methods are available, but LZW is the most common for all types of viewers. Viewers must be able to "read" the compression format.

Next click on the Advanced button.

WARNING - if the Overwrite existing files is checked, make sure the Output directory on the previous screen is not the directory where the files are saved.

There are 3 attributes that takes importance to reduce the file size.

Resize - if you just trying to apply the compression, you will have to resize to 99% in order for it to do something.

DPI (dots per inch) - keep this 75 or better. 100 will be a very good viewable/printable quality.

Color Depth - warning, if pictures have been scanned, changing the color depth will minimize the quality. If all the scans are of printed paperwork, changing to 256 colors won’t hurt the quality.

Make sure you check the box to apply the changes to ALL pages.

Click on the "Start Batch" button and watch for window dialog messages to confirm action as needed.

If after checking your output directory for reduced file size and quality being ok, copy the files back to your original directory and overwrite them.

What Scanners will work?

FOREWORD: P.S. Data does not guarantee hardware/driver/operating system configuration on a client machine to work with the scanning part of the software. The scanning part of our software is a template that we plug into our software and works well.

The below scanners have been tested and work with SDS/SSCS/TMS & WHS application and are installed at other clients.

Visioner Strobe xp450 

Canon DR-2580C

Fujitsu fi-5110C and fi-6110C

The fact above does not mean your existing scanner or one you’re planning to buy will not work. We have encountered issues from Client with other scanners to work but not without a few headaches along the way.

If the scanner driver installs a "TWAIN" device, then the scanning part of the software should be able to pick up your scanner.

If you want to scan from a remote site while using Remote Desktop to connect to the office, you'll have to purchase a 3rd party software to do so. Microsoft Remote Desktop Services does not naively support scanner devices currently.