Overview of the scanning process

The WorkZone Content Server Imaging is used for scanning documents and archiving them in the WorkZone Content Server database. To perform a scan, the following is required:

  • Scanner with driver (for more information, see Prerequisites).
  • InfoScan program packet from InfoCD
  • WorkZone Content Server system, in which the XdiDataConsumer is installed and various custom labels are configured. For more information, see Install XDI service for WorkZone Content Server Imaging in the WorkZone Content Server Installation Guide.

Scanning process

The list below shows stages of the scanning process from receiving a paper document until the document is digitized and stored in the WorkZone Content Server database.

  1. The document arrives on paper.
  2. The document is scanned on a local scanner or a multifunction printer.

    3. Documents can be scanned with or without using cover pages. Whether cover pages must be used or not depends on how you configure the WorkZone Content ServerEnterprise Imaging. See Configure codes for cover pages.

  3. The document is registered, that is, the information about the case handler, case number, access codes (if any), and so on, is added. The information can be added either automatically using the codes from a cover page as default values, or it can be entered manually in a registration window especially made for this purpose.
  4. The document is stored in the WorkZone Content Serverdatabase and the registered information is attached as metadata.

The scanning takes place on a scanning client, which is a PC connected to a scanner or a multifunction printer. The scanned documents are imported as TIFF files to a server, where the documents are registered in the WorkZone Content Server database.

Automatic or manual registration

The scanning can take place either with automatic registration of the scanned documents, or with manual registration, during which the user must enter the registration information to be added in theWorkZone Content Server database together with the documents.

Automatic registration

With automatic registration the scanner is fed with documents separated by cover pages containing the registration information. From the scanner the documents are captured by the InfoScan Capture program, which is a part of the InfoScan program package.

Manual registration

Manual registration is done by using the program InfoScan Registration and/or SJ ServerScan Starter.

InfoScan Poll program

The InfoScan program InfoScan Poll fetches the files that have been scanned. The InfoScan Poll program can be configured to run as a Windows service, which will be appropriate because the program usually has to run all the time.

Configuration file

The scanning process is controlled by the configuration file, which is configured in SJ ServerScan Administrator and possibly InfoScan Setup so that the scanned documents are distributed as TIFF files to a number of different units called profiles.

WorkZone Content Server XdiDataConsumer

The TIFF files are imported to the WorkZone Content Server database by the WorkZone Content ServerXdiDataConsumer. The WorkZone Content ServerXdiDataConsumer is a data consumer plug-in applied in WorkZone Services (Service channel), which is a Windows NT service installed in connection with the installation of the WorkZone Content Server. Windows NT services are installed in connection with the installation of the WorkZone Content Server. See the Installation Guide for WorkZone Content Server.

XML filter

To establish communication between the InfoScan programs and the WorkZone Content Server XdiDataConsumer, you need to use a filter.

The filter is an XML file, which ensures that the InfoScan programs deliver a TIFF file with a scanned document together with a corresponding XML file, containing registration information, to a folder from which the files are fetched by the WorkZone Content Server XdiDataConsumer.

The registration information from the corresponding XML files is attached to the respective documents in the WorkZone Content Server database.