Guide Utilisateur de Scan2x

Version 2.2.
Copyright © 2016-2020 Avantech Ltd. All Rights Reserved.

Scan2x Manual – Ver 2.2.0
Scan2x Installation ..................................................................................................................................... 8

Installation for different Scan2x versions .............................................................................................. 8
Scan2x installed on PC – kiosk mode ...................................................................................................... 8
Prerequisites .................................................................................................................................................... 8
Scan2x for Windows software installation ....................................................................................................... 8
Scan2x Server for browsers, Canon ScanFront 400 and Canon imageRUNNER Adv (Gen3)
multifunctional devices ............................................................................................................................ 15
Server component prerequisites ............................................................................................................ 15
Hardware ............................................................................................................................................ 15
On Windows IIS Server ...................................................................................................................... 15
On Windows client browser PC .......................................................................................................... 16
Server Installation................................................................................................................................... 16
1. Standard Installation .............................................................................................................................. 21
Installation Sections Explanation ................................................................................................................... 21
Scan Web Server .......................................................................................................................................... 22
Scan Web Client ............................................................................................................................................ 23
Canon ImageRunner Advance Setup ............................................................................................................ 24
Optional Settings ........................................................................................................................................... 25
Client Settings ........................................................................................................................................ 25
Server Settings ....................................................................................................................................... 25
Manual Server installation without Installation Wizard ........................................................................... 26
Website Creation in IIS ....................................................................................................................... 26
Installation ........................................................................................................................................... 26
Automated Scan2x deployment on Canon ScanFront 400 and iR Adv multifunctional devices 27
MFD Setup through Remote UI – Using Canon Distribution Service (CDS) ......................................... 40
MFD Setup through Remote UI – Using Jar and License Files ............................................................. 42
Prerequisites .......................................................................................................................................... 42
Guidelines .............................................................................................................................................. 42
Scanning ...................................................................................................................................................... 45
Follow-Me Scanning functionality .......................................................................................................... 45
Offline Mode – Network Fault Tolerance .............................................................................................. 45
Queue Manager licenses to access user’s Scan Queues ..................................................................... 45
Network Bandwidth Optimization .......................................................................................................... 45
Hot-swapping scanners ............................................................................................................................ 46
Users & Authentication ............................................................................................................................. 47
Scan2x System Architecture .................................................................................................................... 48
Scan2x System Configuration Options .................................................................................................. 49
Kiosk Mode ............................................................................................................................................. 49
Server Mode – Scan2x Workload Server ............................................................................................... 50
Mixed Server/Kiosk Mode – Scan2x Workload Server .......................................................................... 50
Compliance & Audit ....................................................................................................................................... 51
Authentication......................................................................................................................................... 51
2
Logging ................................................................................................................................................... 51
Activity Audit ........................................................................................................................................... 51
File Verifier - Confirmation of file authenticity ........................................................................................ 51
Scan copies sent silently by email .......................................................................................................... 52
Document Scanning .................................................................................................................................. 53
Source of document to be scanned ........................................................................................................ 53
Electronic documents – PDF, JPG, TIFF, BMP ................................................................................. 53
Paper documents................................................................................................................................ 53
Scanning Individual Documents ............................................................................................................. 56
Document Splitting ................................................................................................................................. 57
ID & Passport Scanning .......................................................................................................................... 61
Bank Cheque Scanning ........................................................................................................................... 63
Adding a document template ................................................................................................................. 64
Document Zoning ................................................................................................................................... 65
Document Post-Processing ..................................................................................................................... 65
Enhancing the scanned image ............................................................................................................ 65
Colour swap-out .................................................................................................................................. 65
Adding text, barcodes to scanned documents .................................................................................... 65
Document Indexing ................................................................................................................................ 65
Metadata types ................................................................................................................................... 66
Metadata verification .......................................................................................................................... 66
Document Destinations .......................................................................................................................... 67
Choosing the output file format .......................................................................................................... 67
Destinations ........................................................................................................................................ 67
Saving to folders ................................................................................................................................. 67
Sending to email ................................................................................................................................. 67
Sending to Therefore™ DMS............................................................................................................... 67
Sending to FileDirector™ DMS ............................................................................................................ 68
Sending to Microsoft Office365™ ........................................................................................................ 68
Sending to generic web service .......................................................................................................... 68
Sending to FTP Server ........................................................................................................................ 68
Sending to Database ........................................................................................................................... 68
Sending to No Output ......................................................................................................................... 68
Optical Mark Recognition on documents ................................................................................................ 69
Checkbox marks .................................................................................................................................. 69
Questionnaires .................................................................................................................................... 69
Multiple Choice Examination Paper scoring ........................................................................................ 69
Administrators Guide (Scan2x configuration) ..................................................................................... 70
System prerequisites ................................................................................................................................ 70
Getting help ................................................................................................................................................ 71
Admin Settings ........................................................................................................................................... 72
Right-Click context menu........................................................................................................................ 73
3
Local Settings Tab .................................................................................................................................. 74

General Settings Tab .............................................................................................................................. 77
Graphics (Display) Tab ........................................................................................................................... 80
Active Directory Tab ............................................................................................................................... 81
SMTP Settings Tab ................................................................................................................................. 82
Therefore™ Tab ...................................................................................................................................... 84
FileDirector™ Tab ................................................................................................................................... 86
Sharepoint/Office365™ Tab ................................................................................................................... 87
Abbyy™ Tab ........................................................................................................................................... 88
System Variables .................................................................................................................................... 89
License Tab ............................................................................................................................................. 90
Usage Statistics ...................................................................................................................................... 91
Change Log Tab ..................................................................................................................................... 92
Help/About Tab ...................................................................................................................................... 93
Support via Teamviewer™ .................................................................................................................. 94
File Verifier.............................................................................................................................................. 95
Activity Logs Button ................................................................................................................................ 96
Activated Units ........................................................................................................................................ 97
Users Button ........................................................................................................................................... 98
Connection Settings Button .................................................................................................................... 99
Scanners Manager ................................................................................................................................... 103
Jobs Manager ............................................................................................................................................ 104
Importing, Exporting & Cloning Jobs .................................................................................................... 105
Output Workflows ................................................................................................................................. 105
Scan Group Definition ............................................................................................................................. 108
General Tab .......................................................................................................................................... 108
Button Settings Tab .............................................................................................................................. 109
Security Tab.......................................................................................................................................... 110
Scan Job Definition .................................................................................................................................. 111
General Tab .......................................................................................................................................... 111
Source Settings Tab.............................................................................................................................. 113
Scan Settings Tab ................................................................................................................................. 115
Document Template Tab ...................................................................................................................... 119
Document Zones ................................................................................................................................... 120
Document Zone Definition ................................................................................................................ 121
Post Processing Tab.............................................................................................................................. 123
Post Processing Rule Configuration .................................................................................................. 126
OMR Template Tab ............................................................................................................................... 128
The OMR Document Setup screen .................................................................................................... 128
OMR Configuration method 1 - Auto-Detect Questions .................................................................... 129
OMR Configuration method 2 - Manually configure Questions ......................................................... 130
Metadata Tab........................................................................................................................................ 133
4
Scan2x metadata field types explained ............................................................................................ 134

Manage OCR Zones ........................................................................................................................... 137
Anchoring .......................................................................................................................................... 137
Zone OCR best practice ................................................................................................................... 139
The Data Query Wizard .................................................................................................................... 141
VBScript Expression Builder .............................................................................................................. 143
Capture of tabular data in table format (eg invoice processing) ....................................................... 145
Capturing values from unstructured text on a document ................................................................. 146
Metadata Mapped Fields ................................................................................................................... 149
Keyword Lists for Metadata .............................................................................................................. 150
Web Service Call in Metadata ........................................................................................................... 152
Temporary Metadata fields ............................................................................................................... 153
Metadata Field Validation Rules ........................................................................................................ 154
Output Settings Tab ............................................................................................................................. 155
Scan to Default Path ......................................................................................................................... 155
Scan to Path/Default Path ................................................................................................................. 156
Scan to Email .................................................................................................................................... 159
Scan to Printer .................................................................................................................................. 160
Scan to Therefore™ .......................................................................................................................... 161
Scan to FileDirector™ ........................................................................................................................ 162
Scan to Microsoft Sharepoint/Office365 ........................................................................................... 163
Scan to Web Service ......................................................................................................................... 164
Scan to FTP Server ........................................................................................................................... 166
Scan to Database .............................................................................................................................. 167
No Output option .............................................................................................................................. 168
Document Splitting Tab ........................................................................................................................ 169
Adding a Document Splitting Rule .................................................................................................... 170
Splitter Generator.............................................................................................................................. 171
Automatic Document Recognition (ADR) and Job Automation ............................................................ 172
Job Automation ................................................................................................................................. 172
Automatic Document Recognition ..................................................................................................... 173
Scanning Instructions Tab .................................................................................................................... 176
Button Settings Tab .............................................................................................................................. 177
Security Tab.......................................................................................................................................... 178
Output Queue ........................................................................................................................................... 179
Output Queue Filters ............................................................................................................................ 180
Job Output History viewing ................................................................................................................... 181
User Job Queue using Queue Manager licenses .......................................................................................... 182
Web Service Integration with Scan2x ................................................................................................. 183
Scan to Web Service ............................................................................................................................ 183
Metadata Web Service call .................................................................................................................. 183
Developing your Web Service .............................................................................................................. 183
5
Data Types ........................................................................................................................................... 183

Web Service parameters to and from Scan2x ..................................................................................... 183
Metadata Datatable Structure .............................................................................................................. 184
Returned Value .................................................................................................................................... 184
Scan2x Reference Parameters ................................................................................................................... 184
Troubleshooting ................................................................................................................................ 185
User Guide (Scan2x End Users) ............................................................................................................ 187
Authenticating with Scan2x .................................................................................................................. 187
Choosing a scan job ............................................................................................................................. 188
Importing of Multiple PDFs .................................................................................................................... 189
The Scan Preview screen ........................................................................................................................ 190
6
How to use this manual
This manual is split into four parts:
Prerequisites and Installation
This section explains what Scan2x requires as minimum specifications in order to function. It then goes on
to guide you through the process of installation.
General Concepts
The general concepts section is intended to give administrators an overview of what Scan2x is designed to
do and why. The section describes some of the reasoning behind specific modules and functions, and
details ways in which Scan2x has been used already to add value to business processes.
This section is intended to be a non-technical description of what is possible with Scan2x and we hope that
it will encourage you to approach document scanning from a new perspective.
Administrators Guide
The Administrators Guide is written with Scan2x Administrators in mind and gives a technical overview of
what is required to set up Scan2x in standalone and networked environments. There is also an in-depth
explanation of each consideration required when setting up communications with various systems and how
to set up Job Buttons. Each Job function is explored in detail.
User Guide
The User Guide is a simplified document aimed at non-technical end users and gives a basic description of
each of the interfaces that the user will have contact with.
7
Scan2x Installation
Installation for different Scan2x versions

Scan2x software comes in various forms for use on different platforms.
Kiosk Mode (MS Windows 10) – Primarily for transactional scanning, Scan2x running in kiosk mode
allows users to walk up and authenticate with the device on which the software is running, scan a
document batch, view the result and metadata, and save. Users get immediate feedback about document
metadata, and saved documents are put into a queue for transmission to the destination. For PCs being
installed as Scan2x kiosks, the software is installed locally on the PC. For installations involving network
scanners, multifunctional devices or Scan2x running in browsers, the software is installed and hosted on
one or more central Windows Servers.
Web Mode (MS Windows Server 2012 R2 or later) – Used when running Scan2x on Canon ScanFront
400 network scanners or Canon imageRUNNER Adv multifunctional devices, or when needing to use
Scan2x in a browser environment. This mode installs under Internet Information Services (IIS) on a server
and provides a website that runs in the above-mentioned Canon equipment and in Chrome, Edge and
Firefox browsers.
When using Scan2x in a browser, it is possible to scan from USB-connected TWAIN scanners from within a
Windows environment only. This is because a small tool (downloadable from the Scan2x web interface) is
required to enable the browser to communicate with the scanner, and this is currently only available for
Windows.
Users of Mac, UNIX and tablet environments can use the Scan2x web interface for processing of scans via
PDF or existing scans in their queue but are currently unable to create new scans from TWAIN sources.
Workload Server Mode (MS Windows Server 2012 R2 or later) – Used when documents are
received as PDFs from third party systems. Scan2x can take documents as input from multiple watched
folders, processing these on the server and showing the processing in user queues. To run in Workload
Server mode, the software is installed and hosted on one or more central Windows Servers.
Scan2x installed on PC – kiosk mode
Prerequisites
Scan2x software is a Windows WPF application, and requires a PC with the following minimum spec:
• 4-core Intel processor or better

• 8GB RAM
• 500GB SSD hard disk
• 1GBit network card
• Touchscreen interface (if software is to be used in touchscreen mode)
• USB ports running USB-2 or better
Scan2x for Windows software installation

Scan2x application comes with a complete Windows Installer to guide you through the entire process of
installation and initial configuration. To commence the installation, launch the process by double-clicking
the AvantechScan2x.msi file and follow the install wizard below, clicking on the Next button at each stage:
8
Review the licence agreement and press Next to continue.
9
Review the installation notes and press Next to continue.
Review the default installation folder. Press the Change button to edit this and press next to continue.
10
Confirm by pressing the Install button.
The installation process will show a progress bar as it goes through its steps. The following screen will
appear on completion.
11
Scan2x requires the use of a database engine to maintain its records. In a network environment in which
more than one Scan2x unit is envisaged, it makes sense to use a network-wide database server. This is so
that all Scan2xs on the network will benefit from centralized settings and activity logging. For single-Scan2x
installations, a local instance running on the Scan2x PC is enough.
12
When Scan2x launches for the first time it will check for the existence of Microsoft SQL Server on the PC. If
an instance is found it will prompt this in the Server dropdown, otherwise the Database Connection
Settings form will provide the option to install the free version of Microsoft SQL Express in either 32-bit or
64-bit versions. Select this local installation option if installing a trial version or a single-Scan2x system. For
installations in which multiple Scan2x units on the same network are required, it is recommended that a
central SQL server is used to host the Scan2x database.
Initially the following screen will indicate that the Sca2x system has not been activated and that it hasn’t yet
been able to locate the SQL server hosting the configuration database.
Select the tab for the Microsoft SQL or Oracle database server and enter the relevant details.
If you do not have a central database server for multiple Scan2x installations, you can elect to download
and install a local version of Microsoft SQL Express by clicking the appropriate button for 32-bit or 64-bit
systems, as illustrated in the above screenshot. The software will begin to download SQL Server from the
Microsoft site and will display the following screen:
13
Once the install file has been downloaded from Microsoft, installation will automatically commence:
If the permissions of the machine to which you are installing permit, the system will display the following
confirmation message:
If the installation is NOT successful, this will be as a result of your machine/user account not having the
necessary permissions. In this case, it is advisable to install an instance of Microsoft SQL Express as a
separate process before continuing with the configuration of Scan2x.
14
Scan2x Server for browsers, Canon ScanFront 400 and Canon

imageRUNNER Adv (Gen3, DX) multifunctional devices
For Scan2x to run on any of the above devices, the solution must be installed on one or more servers
accessible by the device over a network. The server will host the Scan2x software as a website.
Scan2x has an automated installation wizard that handles a default installation of all the required
components and can also handle a limited amount of customization of the installation process to be able to
cater for the specific infrastructural requirements of organizations. We also have included a description of
the manual installation process for those who require granular control of the server installation process.
Server component prerequisites
Hardware

• 16GB RAM
On Windows IIS Server
o .Net Framework 4.5+ Advanced Services

▪ ASP.Net 4.5+
o Internet Information Services
▪ Web Management Tools
• IIS 6 Management Compatibility
o IIS 6 Metabase and IIS 6 configuration compatibility
o IIS 6 WMI Compatibility
• IIS Management Console
• IIS Management Scripts and Tools
• IIS Management Service
▪ World Wide Web Services
• Application Development Features
o .Net Extensibility 3.5
o .Net Extensibility 4.5+
o Application Initialization
o ASP
o ASP.Net 3.5
o ASP.Net 4.5+
o ISAPI Extensions
o ISAPI Filters
• Common HTTP Features
o Default Document
o HTTP Errors
o HTTP Redirection
o Static Content
• Security
o Digest Authentication
o Request Filtering
Please note that if the OS is a Server version, there may be some of the features which may be
named differently. Web Server would be one of the features that need to be enabled.
15
On Windows client browser PC

It is necessary to install a component on each PC that needs to scan via a browser using Scan2x. This
component is what allows Scan2x to access TWAIN-compliant USB scanners and only needs to be
installed once. This component can be downloaded from the Scan2x webpage at bottom left.
This can be installed manually on every PC or can be pushed from a central admin location via Active
Directory Group Policy. Kindly refer to your Active Directory documentation for details on how to push
software installations via Group Policy.
Server Installation
The server Installation commences with the installation of Scan2x on the server PC. The initial installation
will install the PC version of the software, and this is necessary for both the installation of the web
components and the administration of the Scan2x configuration going forward.
Start the process of applying the Web License by clicking on the “Admin Panel” on the left hand side menu:
16
Click the Licenses tab and insert the web license key.
17
Click on “Activate” to apply the new / existing web License.
Click On “Apply Changes” At the top Left of the Window.
Once the key is activated close the Admin Panel and the Application will return to the Main Window.
Click on “Check For updates” for the web environment to download. This is located at the bottom left of the
Main Window.
18
Once the updates have been downloaded – Click on Admin Panel and click on the Web Installer tab at
bottom left.
For a new installation click on “Launch new installation Wizard”.
If you are updating to a new version click on “Update to latest version”.
Before clicking for a new update make sure that the tabs above the button have the required information as
the update will not be started.
The Application must be running on Scan2x – 64-bit Administration Mode. If your Scan2x Application is not
running as recommended, you will be prompted to restart.
19
The below message is displayed.
The Application will restart and the user will have to navigate back to the Admin Panel and click on “Web
Installer Setup” to continue with the Web Installation.
Once the Launch Wizard button is clicked, the system will prompt to select either “Standard Installation” or
“Custom Installation”. The “Standard Installation” option will install the default settings whilst the “Custom
Installation” option will provide a step-by-step guide for a custom installation. These two options are further
explained below.
20
1. Standard Installation
This the simplest form of installation – Select the optional Components and Click on Install All.
Installation Sections Explanation

In the below sections an explanation will be given on each section of the installer and what each property
does.
21
Scan Web Server

Website Source is where the files are copied from.
Scan Web Server default installation path is: C:\inetpub\wwwroot\ScanWebServer. The default name of the
Website is Scan Web Server, and port number is 9009.
The Scan Web Server installs in 64 Bit, uses a Local DB implementation for the local queue, and enables
user-based queue notifications by default.
The default application pool uses a specific user’s credentials. This is enabled by checking on “Specific User”
and insert the user account credentials (It is preferred that it is an elevated administrator account)
Idle Timeout is set at 20 minutes. If you wish the server never times out, set the value to 0.
22
Scan Web Client

Website Source is where the files are copied from.
Scan Web Client default installation path is: C:\inetpub\wwwroot\ScanWebClient. The default name of the
Website is Scan Web Client, and port number is 80.
The Scan Web Client installs in 64 bit mode, and the default application pool uses ‘Local Service’. If the Port
for Scan Web Server is changed, so should the ‘Web Server URL’ value in the Scan Web Client tab.
If the “Same as Server?” checkbox is ticked, the application Pool will use the user credentials from the Scan
Web Server Settings.
23
Canon ImageRunner Advance Setup

The WebDAV Server is used for the Canon imageRUNNER MFD machine configuration – please ignore this
if you not using MFDs in your setup.
The WebDAV Server site default path is: C:\inetpub\wwwroot\WebDavServer and it uses port 9010.
The External URL value is set up by the installation setup – however confirm that the Connection URL is set
to the external IP Address of the machine of where this server is installed.
You can either use the local account of the machine or create a specific user for this use. User accounts
need permissions for reading and writing of documents.
24
Optional Settings
There are two sections for settings – Client Settings and Server Settings
Client Settings
Logging options are set as default to Error and Warning. It is also possible to set logging verbosity to Info
and Debug modes. These modes are only to be used for troubleshooting.
Auto Login Username can be set to “ADMIN” and the client will automatically log you in as Admin inside the
client website.
Server Settings
Logging options are set as default to Error and Warning. It is also possible to set logging verbosity to Info
and Debug modes. These modes are only to be used for troubleshooting.
User Notifications is set to checked by default during the installation – this is an optional setting, to have the
system send user queue notifications to the users when pending scan jobs require their attention.
25
Manual Server installation without Installation Wizard
This manual method is only used when the automated installation is not useable – for example, when
Security Policy on the network does not allow the automated install procedure to finalize successfully.
Please follow the steps below:
Website Creation in IIS

• Start IIS
• Add Website named ScanWebServer using the following:
o Port number: 9009
o Location: C:\inetpub\wwwroot\ScanWebServer
o Connect as a user which has full access to the selected location
• Add Website named ScanWebClient using the following:
o Port number: 80
o Location: C:\inetpub\wwwroot\ScanWebClient
o Connect as a user which has full access to the selected location
• Go to Application Pool for both websites
o Advanced Settings…
▪ Enable 32-Bit Applications: True
▪ Start Mode: AlwaysRunning
Installation
• Download and Extract ScanWeb
• Copy all contents
• From ScanWebServer web.config check the following:
o Connection String – This should be the same connection string there is in
Scan2x..exe.config, can be encrypted or not.
o ScanStationPath – The path of the Scan2x software, C:\Scan2x\ by default.
o PhysicalAppPath – The path for the ScanWebServer,
C:\inetpub\wwwroot\ScanWebServer\ by default.
• From ScanWebClient web.config check the following:
o ScanWebServer_URL – The URL of the ScanWebServer, http://127.0.0.1:9009/ by
default. Including the port number.
o PhysicalAppPath – The path for the ScanWebClient, C:\inetpub\wwwroot\ScanWebClient\
by default.
• Set folders permissions – All used folders should be set to Everyone (for POC / Demo) including
folders where the jobs are to be saved (for example C:\Scans\ folder.
• Try running both ScanWebServer (http://127.0.0.1:9009/ by default) and ScanWebClient
(http://127.0.0.1/ by default).
• Should errors occur check the _Logs folder on the respective website in the IIS inetpub directory.
Logs are listed by date.
• If a cefsharp dependency-related error occurs, install download the following redist packages
o https://www.microsoft.com/en-in/download/details.aspx?id=40784 -> redist 2013
o https://www.microsoft.com/en-in/download/details.aspx?id=30679 ->redist 2012
o Install both x64 and x86 – if the application is set to 32bit then x86 would be required
26
Automated Scan2x deployment on Canon ScanFront 400 and iR Adv

(Gen 3, DX) multifunctional devices
Scan2x is able to work inside Canon’s ScanFront 400 and imageRUNNER Adv Gen3 and DX series of
multifunctional copier-printer-scanner devices. To do this, an application needs to be installed on the
device, and to do this we use the Scan2x Deployment Tool.
The deployment tool uses the web-based administration interface of the device remotely by automating
Chrome on the PC on which the tool is run.
The Scan2x files required for the imageRUNNER device installation are pushed to the device in two
possible ways: (1) over the internet direct from Canon’s Delivery System (CDS) cloud service, or (2)
pushed directly over the local network by the Scan2x deployment tool. The cloud delivery option is the
simplest and preferred method and requires the iR machine to have access through the local firewall to the
internet. The second option is used when internet access is not possible or not allowed.
The tool also caters for installations connecting to Scan2xOnline cloud facilities and to on-premise local
Scan2x server setups.
Firstly, choose whether you will be connecting your devices to Scan2xOnline cloud facilities or to your local
Scan2x web server:
27
The choose the device types that you will be deploying to. The deployment tool will do one device type at a
time.
DEPLOYMENT TO MULTIFUNCTIONAL imageRUNNER devices:
For MFP deployments, specify whether the devices have access to the internet through your organization
firewall.
28
Follow the steps in the screen below, one at a time.
Firstly, for imageRUNNER DX series devices, please ensure that the default administrator password
is changed to something personalized before going any further. This is due to a default feature
within these devices that does not allow any settings changes to take place until the default
password is changed.
press the button for step 1 and add the IP addresses of each imageRUNNER on your network to the table.
Press OK.
For Cloud installations, enter your tenant name in the text box in step 2.
It is essential that the timezone of each MFD is set correctly prior to deployment of Scan2x. Please select
the correct timezone for the machines in your area, using the dropdown in step 3.
29
In the screen below, press the Start Installation button. The deployment tool will register progress and
activity in the activity box and will also automate your Chrome browser in order to configure each
imageRUNNER listed in the IP Address list entered earlier.
Please DO NOT minimize, close or interfere in any way with the browser as it opens and closes, as this
may interrupt the process and stop the deployment.
Once completed, close the application or return to the Introduction page to commence deployment for a
different device type.
30
Local Intranet deployment to MFDs

If your devices do NOT have internet access, then each device you deploy Scan2x to will not be able to
use Canon’s deployment system. As a result, it will be necessary for the serial number of each device to
be entered into the Deployment Tool for manual licensing.
Choose the device type from the menu below,
31
Then select NO when asked if your devices have internet access:
The Deployment Tool allows up to ten machine serial numbers to be entered directly – if you are deploying
to more than ten machines, please list each serial number in a Comma Separated Value file (.CSV) as per
the sample, and upload this to the tool.
32
Use this screen if deploying to ten machines or less:
33
Once the machine serial numbers have been entered/uploaded, follow the steps in the screen below. .
Firstly, press the button for step 1 and add the IP addresses of each imageRUNNER on your network to the
table. Press OK.
For Cloud installations, enter your tenant name in the text box in step 2.
It is essential that the timezone of each MFD is set correctly prior to deployment of Scan2x. Please select
the correct timezone for the machines in your area, using the dropdown in step 3.
34
In the screen below, press the Start Installation button. The deployment tool will register progress and
activity in the activity box and will also automate your Chrome browser in order to configure each
imageRUNNER listed in the IP Address list entered earlier.
Please DO NOT minimize, close or interfere in any way with the browser as it opens and closes, as this
may interrupt the process and stop the deployment.
Once completed, close the application or return to the Introduction page to commence deployment for a
different device type.
35
Scan2x Manual Setup for Canon ScanFront 400 network scanner

The Canon ScanFront 400 network scanner is a combination of a cutting-edge
document scanner design and a full colour touch-sensitive screen which allows
Scan2x to give users a fully immersive document scanning experience from one
device.
The ScanFront 400 unit is shipped with a basic built-in application that allows for
simple jobs to be configured and output to a limited number of destinations. To
prepare the unit to run Scan2x from the Scan2x server, a number of steps need to
be followed.
Canon provide regular software updates with enhancements to the ScanFront operating system and it is
important that you ensure that you are running the latest update. To do this, go to the following link online
and follow the instructions: https://www.canon-europe.com/support/products/document-
scanners/scanfront-series/imageformula_scanfront-400.aspx?type=firmware
Once you are satisfied that your ScanFront is running the latest software, we can configure it to use
Scan2x instead of the built-in application.
Upon starting the ScanFront 400 device, the screen below will appear. Access the settings page by clicking
on the Administration Settings button. A message will prompt to enter the password (by default leave it
blank), and click ok
36
The following Administrator Settings page will be displayed.
Click on the Device Configuration button, followed by the ScanFront Maintenance button. Then select
the Device Detail Settings button. The page below will be displayed. Please set: "Allow Remote
Connection" to ON.
37
To set the device network connection, from the main menu screen select the Device Configuration button,
followed by the Network Setting button. The screen below will appear.
Give the device a fixed IP address and subnet or select DHCP as required.
Set the device Date time by selecting the Device Configuration button from the home screen, followed by
the Date/Time Settings button. Set up the time and date.
38
Set the device Language Time zone by selecting the Device Configuration button from the home screen,
followed by the Language/Time zone settings button. Select the appropriate language.
Set the device to web access mode and point it to the Scan2x Server by selecting the Device
Configuration button from the home screen, followed by the ScanFront Maintenance button. The
following screen will appear.
Tick the External Web Application Server Enable button by pressing it, and enter the fixed IP address of
the Scan2x server in the Server Address text box. (eg. http://192.168.1.100/)
Reboot the ScanFront 400 device and wait for the Scan2x login screen to appear.
39
Scan2x Manual Setup for Canon imageRUNNER MFDs
The Canon imageRUNNER range of multifunctional devices are capable of running software inside them, in
an environment called MEAP. Additionally, the MFDs are also able to run web-based applications in a
dedicated browser in an environment called MEAP Web.
Scan2x on Canon MFDs runs in the MEAP Web environment.
In the event that the automated Scan2x deployment tool is unable to complete the configuration of the MFD
to access the Scan2x service website due to security policy or other reasons, it is possible to perform a
manual procedure to set up Scan2x through the MFD’s user interface.
MFD Setup through Remote UI – Using Canon Distribution Service (CDS)

(It is important that the MFD is connected to the internet to use the CDS)
Open the internet browser and navigate to http://[MFD-ip]:8000/sms
A login page is prompted. Insert the credentials to login – Make sure the user account
you are using has enough privileges to run the installation procedure. By factory-set
default credentials are username “Administrator”, with password “7654321”.
On left-hand side context-menu click on “To Register / Update Software”
Insert the Scan2x Serial number provided by us (email: support@avantechsoftware.com) in “License Access
Number” shown below.
40
Click on All the checkboxes on the left-hand side and click on “Start Installation”
Read and Review the terms and conditions and then press “Continue” to process and finish the installation.
Once the installation is complete, IP Address of the application must be changed to point towards the installed
Scan Web Client.
Navigate to the portal of the ImageRunner (http://(<ip-address-machine>:8000)

and locate the section pictured at right. This can be found at the bottom right
of the web page.
If connecting the MFD to an in-house Scan2x web server:
Click on “Scan2x” and change the Top Page URL to: http://<webserver IP address>/login.aspx, where the
<webserver IP address> part of the URL is replaced by the IP address of the web server on which the Scan2x
system has been installed.
If connecting the MFD to Scan2xOnline:
Click on “Scan2x” and change the Top Page URL to: http://<tenantname>.scan2xonline.com/login.aspx,
where the <tenantname> part of the URL is replaced by the name of your Scan2xOnline tenant.
The Scan2x Logo will reload after the first time you load the application.
41
MFD Setup through Remote UI – Using Jar and License Files

(For instances where the MFD does not have direct internet access)
Prerequisites
• License File and Jar file for the Scan2x MFP Application
• License file and Jar file for the Service Provider Application
If the above have not been yet provided please send an email to support@avantechsoftware.com with the
serial number of the MFP to an issue a license as per device serial number.
Guidelines
Open the internet browser and navigate to http://[image-runner-
ip]:8000/sms
A login page is prompted, insert the credentials to login – Make sure the
user account you are using has enough privileges to do the installation
procedure.
On the left-hand side of the web page you will find a context menu – Click
on Install MEAP Application.
This step must be repeated for both the Scan2x MFP Application and the
Service Provider Application respectively.
The below screen is now displayed where the license file and jar file will have to uploaded by the using the
respective “Choose File” button for both the JAR file and the License file.
Make sure that Install and Start is checked as displayed in the below image.
Once the license file and the jar file are chosen – click on the install button located at the right-hand side of
the web page.
Repeat the same procedure for the Service Provider Application.
Once both the applications are installed, the following should be displayed and found.
N.B – Version number of each application are subject to change based on updates from both Avantech
Software and Canon Service Provider.
42
Once the above is completed the Scan2x Application must be “directed” to view the web client page.
Click on the following button below. This will open another webpage to insert the Scan2x Client website.
The URL of the client should be set as follows:
If connecting the MFD to an in-house Scan2x web server:
Click on “Scan2x” and change the Top Page URL to: http://<webserver IP address>/login.aspx, where the
<webserver IP address> part of the URL is replaced by the IP address of the web server on which the Scan2x
system has been installed.
If connecting the MFD to Scan2xOnline:
Click on “Scan2x” and change the Top Page URL to: http://<tenantname>.scan2xonline.com/login.aspx,
where the <tenantname> part of the URL is replaced by the name of your Scan2xOnline tenant.
The login.aspx is important to be written at the end of the URL – else login errors might be encountered.
The URL should be written in the highlighted box. Once finished click on the “settings” button at the top-right
of the web page.
43
General Concepts
Scan2x is an all-in-one scanning solution, designed to streamline and automate the process of capturing
paper documents into digital storage at the earliest time possible during a business process (as opposed to
after the business process is finalized).
Scan2x allows the creation of fully user-customisable scan job buttons by administrators, thereby relieving
users of decisions involving scanner settings, image destination, indexing, compliance and document
validity. The system is designed for use in a standalone or networked capacity, as a walk up-scan-walk
away 'kiosk' type way. As this help file will show, Scan2x will continue to function if network connectivity is
lost and all image processing takes place in the background to ensure a smooth and fast user experience.
The software is designed to be an entry point for the onboarding of all types of paper documentation into
your digital archive. By automating all but the most basic of decisions at scan time, Scan2x allows users to
concentrate on the business process at hand. Furthermore, Scan2x is often able to make a positive
contribution to the business process by utilising information present on the documents being scanned to
perform checks and queries or trigger events.
Available in installed, web-based and Cloud versions, Scan2x allows users to interact with it in several
ways in order to fit in to their business processes as seamlessly as possible. By making it possible for users
to access the corporate document capture solution from as many devices as possible, we eliminate users’
learning curve and drastically increase consistency and efficiency.
44
Scanning
Scan2x provides a quick and easy interface to users, allowing them simply to choose which document type
they wish to scan. All technical considerations relating to the scanning of the selected document type (eg
scan resolution, bit depth, color mode, duplex/simplex, etc), document destination (eg folder, email,
document management system, etc) and any post-processing and/or document splitting rules required are
set up during configuration, so the user is not bothered with these. For the user, it really is a case of walk
up, scan and walk away.
Authentication, compliance and audit are a cornerstone of the design of Scan2x. Users are required to
authenticate before they can scan, ensuring that the appropriate audit logs are in place and accurate. User
accounts can be linked to Active Directory of defined locally within Scan2x.
Follow-Me Scanning functionality

Document classification is not always a straightforward process for the user. Metadata to be saved with the
document may need include information not immediately available at time of scanning, or it may not be
convenient to type it in on the screen of an MFD or network scanner. For this reason, Scan2x has
introduced the Follow-Me Scanning feature.
Follow-Me Scanning is included as standard with Scan2x and allows users to physically scan a document
on one device (eg and MFD or scanner) and then re-visit the scan on a PC or laptop to enter and/or
confirm metadata before completing the scan by pressing Save.
Offline Mode – Network Fault Tolerance

Scan2x software is designed to work in a network environment but can also allow users to continue
scanning in a seamless manner even when there is temporary loss of connectivity. When network
connectivity is lost (eg a switch/router failure, loss of WAN links to head office, etc) Scan2x will queue any
scans made until the connection becomes available once more. Also, by caching server-side settings
locally it is possible for Scan2x to continue with the process of authenticating users etc while offline.
Operational complications can arise when offline when a scanning job is being run containing metadata
fields normally populated automatically via a database query or webservice call. In this case, database
calls or webservice calls will fail due to a lack of network connectivity.
Scan2x handles this by allowing the user to save the document to the queue in draft mode. This has the
benefit of allowing users to continue with their process while at the same time holding the document in a
processing queue until network connectivity is restored. The user will be informed via email that the
document has remained pending if a specific time period has elapsed – this time is configurable by the
administrator.
This feature is not available with Cloud SaaS applications of Scan2x.
Queue Manager licenses to access user’s Scan Queues

With Scan2x it is possible to capture a document image and return to it later in order to complete metadata
entries or to check for document admissibility with external applications.
This feature can also be used to facilitate metadata selection or entry when the device being used does not
lend itself well to complex data entry. For example, documents can be captured using a network-enabled
scanner – scanned documents are placed into the Scan Queue for that user and the user can then use
their laptop to access the queue and complete the metadata entry, thereby making use of the larger laptop
screen and keyboard.
Network Bandwidth Optimization

In installations where multiple Scan2x implementations are connected to a central head office server for
access to centralized document repositories, it is necessary to ensure that the bandwidth utilized by
Scan2x when transmitting these files is optimized.
45
It is often the case that Wide Area Network (WAN) links between the Head Office and Branch/Agency
offices are heavily utilized by mission-critical traffic like core business application traffic, CCTV and VoiP
communications. It is therefore essential that document capture solutions compress documents before they
are passed over the WAN, and Scan2x uses IRIS iHQC compression to achieve up to 50x compression.
Hot-swapping scanners
The interface that users are presented with while scanning is consistent irrespective of what physical
scanner model is being used. In the event of scanner malfunction or damage requiring a unit change, it is
possible to simply hot-swap units, irrespective of model, even while in the middle of a scanning job.
This feature can also be useful when the document being scanned has an unusual document type in the
middle - for example, a credit card, passport, or an oversize page (eg A1 or A0 architects drawing) - that
needs to be included as part of the same PDF. Users can swap scanners in the middle of a job to
accommodate different media types, incorporating everything into one output PDF.
46
Users & Authentication

Users can be created in Scan2x through Windows Login, via Active Directory™ or by creating them in the
Users Tab.
Scan2x can integrate with Windows login and optionally to your domain's Active Directory™ (AD)
infrastructure to pull user names and email addresses from this database, thereby making configuration
and maintenance easier. For AD integration to function, it is important that each person registered in Active
Directory must have their email address entered.
ACTIVE DIRECTORY™/PIN NUMBER/RFID AUTHENTICATION
Authentication via integration with Microsoft Active Directory™ works as follows.
Firstly, a user account is created within Active Directory with limited access permissions. This is the
account that the Scan2x’s will use to access Active Directory's list of users, their email addresses and AD
Group Memberships.
When you log in to a Scan2x system for the first time, you will be asked for your Active Directory user
name. Once you enter this, the system will register it in its own offline cache for future use and will ask you
for a Scan2x Personal Identification Number, or PIN. If logging in to Scan2x for the first time, you can apply
for the issuance of a PIN and this will be immediately sent to the email account registered as yours within
your Active Directory account.
For subsequent logins to Scan2x, you will use this PIN across the entire Scan2x network. If you lose or
forget your PIN, you can simply ask Scan2x to generate a new one and this will be sent to your email
address again.
OTHER FORMS OF AUTHENTICATION
Other forms of Scan2x authentication can take the form of swipe card readers, proximity card readers
(RFID) and more, depending upon the requirements of the infrastructure in use.
47
Scan2x System Architecture
In a central server-based scenario, all devices running Scan2x are connected to the central server in the
head office. This implies that these devices are all dependent upon the network, and if this fails then the
Scan2x devices will stop working – except Scan2x PC’s, that will continue to function using their built-in job
queues.
In a branch server-based scenario, devices running Scan2x are connected to local Scan2x servers
installed at each branch office. These servers are in turn connected to the main head office server. The
advantage of this is that the branch server will continue to function in the event that the network link
between branch and head office goes down, meaning that the devices will continue to function.
48
Scan2x System Configuration Options
Kiosk Mode on PC, ScanFront 400 & imageRUNNER
In Kiosk mode, one or more Windows PCs with Scan2x installed on them are set up to talk to a SQL server
used for storing configuration, user access and audit information. When more than one Scan2x installation
is used the central database allows for settings made on one Scan2x unit to be migrated to others on the
network automatically. It also allows for centralized logging and auditing, providing a holistic view of the
scanning process throughout the entire organization.
Scanning and imaging processes are handled on each kiosk PC, meaning that output documents can be
sent to their final destinations in compressed format thereby saving on network bandwidth.
If network connectivity to the central configuration SQL server is temporarily lost, each Scan2x kiosk will
continue to function using a cached version of the database.
It is also possible to have users accessing Scan2x via a web browser interface – this is useful in the
following scenarios:
1. for those users who have a USB-connected scanner but cannot install Scan2x on their PC
2. for installations running Canon ScanFront 400 network scanners
3. for installations running Canon imageRUNNER multifunctional devices (Gen 3 and above)
49
Server Mode – Scan2x Workload Server
In Server mode, watched folders on a Windows Server are monitored by Scan2x Workload Server services
to process documents as they appear in each folder. The folder in which each file appears indicates to
Scan2x which job to run.
Users on Windows PCs with web browsers can run Scan2x to monitor their scan queue. This is a queue for
each user that will show documents that have been picked up by Workload Server in their name – each
document can be viewed, the metadata edited and then either saved, left pending or deleted.
Mixed Server/Kiosk Mode – Scan2x Workload Server
The Scan2x system is designed to work around the central SQL configuration database in any of the above
modes, or a mixture of the two. Scan2x Workload Server can happily co-exist with Kiosk mode PCs
working via either the full installed version or via web browsers, ScanFront 400 or imageRUNNER devices.
50
Compliance & Audit

Compliance forms one of the cornerstones of Scan2x design.
Authentication
Kiosk mode
Users are given a multitude of quick and easy ways of authenticating with Scan2x. Following
authentication, the job buttons presented to each user are only those to which they have been given
security access by the administrator.
Wherever the destination, scans are always created with user name + scan date as properties. This is true
for folder destinations, email or DMS systems as destination.
When jobs are configured to save scans as PDF to a folder, each PDF can have all file metadata stored as
XML or CSV files to ensure metadata preservation.
Workload Server mode

When Scan2x is running in Workload Server mode the user does not have the opportunity to authenticate
with Scan2x in any way, as everything runs on the server. Scan2x Workload Server uses the Active
Directory file owner property to determine the user that wrote the file to the watched folder and uses this ID
when processing the job and placing it in the queue.
Logging
Scan2x keeps a complete audit log of user activity, both when the Scan2x is connected in a networked
environment or locally on a single-unit installation. It can be accessed via the Activity Log Tab.
Activity Audit
Logging of user activity is essential when determining who is using the Scan2x system. This logging
provides a level of control for administrators in terms of both administration functions and normal scanning
use.
The data is held in the central Scan2x database. In a single-unit installation, this is installed on the Scan2x
unit itself. For installations with more than one Scan2x, the database is held in a central location on a
server.
User activity actions that are logged are:
• Deleted from Queue

• Invalid PIN
• Requested new PIN
• Saved Admin Settings
• Log-In
• Emailed Document
• Modified Group/Job
• Logged In
• Scanned Document
File Verifier - Confirmation of file authenticity

In sensitive or high-security installations, it is sometimes necessary to be able to verify that a past
document originally created by the Scan2x system has not since been changed, altered or tampered with in
any way.
Scan2x handles this requirement by recording an encrypted hash (or checksum) of the file contents,
together with all the relevant data for the file including any index data collected, before sending it to the
destination as set up in the job button.
51
This allows for the subsequent submission of this same file back to Scan2x later for verification - the file
hash value is recalculated and compared with Scan2x's records of past scans. Only if a file is identical is a
correct match returned, and Scan2x File Verifier then displays all the data that was recorded at the time the
documents were originally scanned. This data includes index data, date and time of scanning, Scan2x unit
and user identification data.
Scan copies sent silently by email

It is sometimes desirable for jobs to silently send the scan results to a predetermined email address - for
security, audit or other reasons.
To address this requirement, it is possible to set any job in Scan2x to silently send a job to an email
address that allows for the setup of this function.
52
Document Scanning
Many office processes work with paper documents at some point, and these paper documents are usually
filed away at the end of the process for audit, legal or future retrieval purposes. The rising popularity of
digital document storage driven by EU GDPR legislation, cost-cutting, efficiency drives, and the rising cost
of office space has resulted in more and more paper documents being converted to digital for storage by
scanning. The advantages of digitizing documents are not limited solely to the cost of office space;
simultaneous document sharing, retrieval from anywhere at any time, full-text search within document
content, greater security, auditability & control and higher compliance standards all reinforce the argument
that digitization is essential to any business. These will be some of the reasons that you have invested in
Scan2x.
To ensure that your organization gets the most from its investment in Scan2x, it is essential that you design
your scanning process to integrate as closely as possible within the daily process of the user. By scanning
a document as part of the user’s process, Scan2x can make your document add value to the process.
Let us consider a couple of examples:
• Automatic document indexing

Setting up Scan2x to automatically extract information increases efficiency and saves time for users
during the scanning process. It also ensures that documents of a specific type are always saved in the
same location regardless of who is scanning, and this pays huge dividends later during retrieval.
Index information can be gathered by Scan2x from the incoming page in several different ways,
depending upon your Scan2x licence variant:
Optical Character Recognition (OCR) - Automatic recognition of printed text

Intelligent Character Recognition (ICR) - Automatic recognition of handwritten text
Barcodes, QR Codes - Interpretation of machine-readable marks
Optical Mark Recognition (OMR) - Interpretation of human marks (eg check boxes, etc)
Each of these technologies allow you to configure Scan2x to automate your data capture process.
• Scanning of ID Cards, Passports

Scan2x is able to take a scan of an ICAO-standard national identity card or passport1 and interpret the
Machine Readable Zone (or MRZ) within the document. Besides the obvious advantage of securely
capturing all this information about the document holder, Scan2x can also display warnings if it detects
that the document is invalid or expired and can also check corporate black-lists.
Scanning of documents with Scan2x is as simple as the process can possibly get: walk up and
authenticate, scan and walk away. The more the scanning process can be automated, the quicker and
simpler it will be and the easier it will be to integrate the scanning process into your users' standard
workflow.
Source of document to be scanned
Scan2x can scan paper and electronic documents via several methods and devices:
Electronic documents – PDF, JPG, TIFF, BMP

PDF or images can be processed by Scan2x to produce intelligently indexed and routed output to help with
business functions. These electronic documents can be selected from a folder under user instruction or
automatically.
Paper documents
The Windows-based kiosk version of Scan2x can have up to four scanners connected to it at any one time
– other versions will run on Canon network scanners and imageRUNNER Adv Gen3 or DX multifunctional
devices. This allows for the ultimate in versatility when scanning different types of documents. For example,
standard A4 or Letter size documents are handled by most scanner models, but the same cannot be said
1 ICAO Standard 9303 governing format of Machine Readable Travel Documents (MTRD)
53
for documents that are either very small (eg visiting cards, point-of-sale receipts), stiffer than normal (eg
passport documents, plastic identity documents like identity cards or driving licenses), or oversize
documents like A1 or A0 plans. A flatbed scanner can also be connected for scanning of book pages or 3D
object faces.
In the PC version, by having multiple scanner types available simultaneously it is possible to create one
output file that includes documents from different scanners. Examples of uses of this technology:
1. Scanning of a client file, that includes both A4-size paper and a copy of a plastic ID or drivers licence
card. To produce one output document, it is possible to commence the scanning process with the ID
card in a top-loading scanner with a straight paper-path, and then continue the same scanning process
using a high-speed A4-capable scanner.
2. Scanning of an environmental planning file, in which several oversize plans and drawings are mixed
into a batch of A4 paper documents. In this scenario, it is possible to switch as necessary between A4
and A0 scanner units during the same scan process.
3. Scanning of a page within a book-bound document - eg a passport, pilot's log book or similar. A flatbed
scanner unit can be used in conjunction with a regular document scanner to produce one final PDF for
onward transmission to its destination by Scan2x.
A top-loading, straight paper path A light production 260ipm scanner A flatbed scanner
scanner unit unit
The scanning of a document involves a few decisions that will affect your future ability to retrieve and work
with that document. Scan mode, destination and accurate document metadata are all essential parts of
scanning a document.
By leaving these decisions in the hands of inexperienced users exposes us to inconsistencies in image
quality, filing and classification methodologies and potentially incorrect metadata. The process of making
these decisions every time a user scans a document is also a time-consuming process that is often
underestimated. The reality however is that typically a user will rush through the scanning process, further
degrading the quality of the metadata that accompanies the scan into final storage.
54
Scan2x allows us to create job buttons that define and automate a lot of the above considerations, thereby
divesting the user of the responsibility of these decisions. Users benefit by being able to scan quicker and
more accurately, and this reduces resistance to what was a previously lengthy, mundane task. The
document repository benefits by getting consistent and accurate document classification data. The
following image shows a screenshot of Scan2x home screen, showing some sample job buttons as
examples:
The user is simply required to choose the button that corresponds to the scan being made. All settings
regarding scan modes, indexing, final document destination etc are set up automatically and the scan job is
executed using the preprogrammed settings.
Jobs can be set up to expect a single document or multiple documents submitted in one batch that then will
require splitting.
Single document jobs are presented to users as Individual Documents.
Documents that are submitted to Scan2x as a batch will be split as per the job configuration and displayed
in the Split Documents interface.
55
Scanning Individual Documents

When images are received from the scanner in a single-document job, they are displayed in an interface as
below:
A thumbnail image of each page in the document is shown at left, and by default the first page of the
document is displayed. It is possible to cycle through each page by clicking on the required thumbnail or
using the arrow buttons at bottom left of the screen.
The right-hand column on screen shows a series of buttons and the document metadata underneath.
Depending on the metadata requirements in the job setup, the user may be prompted to enter any index
data that (a) has been set as mandatory by the administrators, and (b) has not been able to be identified
through other automated means (eg OCR, OMR, web service call etc).
At top left of the screen, the Advanced Tools section allow for the
adjustment and rotation of the page being viewed. You can also zoom in
and out to read a specific part of the document text by drawing a box
around the required area with your finger or a mouse.
Scan2x can also be used to scan multiple documents of the same type. By
defining a way in which Scan2x can detect when one document ends and
the other starts, Scan2x can receive multiple documents from a scanner in
one batch and split them into individual documents.
When scanning jobs in which Document Splitting is enabled, the document

display shows a list of documents in the batch on the far left together with
the metadata for each of the documents.
If the metadata is verified by Scan2x as being correct, it is displayed in

green like in the above image. If, however some requirement in any of the
document metadata fails a check, all the metadata for that document will be
displayed in red.
56
Document Splitting
The scanning of multiple documents in one batch requires Scan2x to be able to decide when one
document has ended and the next one is starting. There are a few options available to choose from, and
the choice will depend primarily upon the type of document we are planning to capture.
Structured Documents are documents whose appearance are not random in nature – for example,
invoices, purchase orders, vouchers, bank cheques, delivery orders or virtually any type of form-based
document. By using Scan2x’s optional Automatic Document Recognition module, it is possible to scan
documents of the same type (eg incoming invoices from multiple different suppliers) and have Scan2x
automatically recognize and process each document automatically. More about Scan2x’s Automatic
Document Recognition in the Administrators Guide on Page 172.
Unstructured Documents are documents that are completely random in nature – for example, emails,
letters, contracts, newspaper or magazine articles. In these documents there are no tables with headings
and columns, no fixed footers or fixed headers. These types of documents can be captured by Scan2x in
batches, and several methods can be used to indicate the beginning or end of a document.
When a batch of documents is scanned and split, they are displayed as a list of separate thumbnails which
the user can opt to Open in Full View, individually. The pre-configured metadata is automatically
populated by Scan2x, while other indexes might need to be filled in by the user. Fields can be set as
mandatory fields by the administrators. The user also has the option of populating the data for multiple
documents as Common Metadata, or as individual data pertaining only to the document being displayed.
Document Splitting allows the user a few options from merging and splitting documents to deleting or
saving them, individually or as a batch, which will then route them to their pre-configured destinations.
Further information can be found in the Administrator's Guide under the Document Splitting Tab on Page
169.
After selecting the Jobs Manager and choosing the job name to be edited, the administrator will be
presented with the Job Configuration window, showing a list of options on the left-hand side. Once the
Document Splitting option is selected the user will be able to add one or more splitting conditions and the
administrator can choose exactly how he would like the documents to be split and recognised. Documents
can be split in several ways as shown below. The administrator can further indicate to set the commands
as the start of a new document or the end of a current one.
57
Split by text content on document

Text captured in metadata fields
It is possible to split documents based upon the presence or otherwise of text on a page. This text can be
printed (i.e. human readable) or in the form of a 1D barcode or 2D barcode (eg QR codes, data matrix
codes).
Select this option if the text that the document is to be split by is in a constant or predicable position on the
page. Within the metadata tab, create a metadata field to hold the text and an OCR zone that will populate
this field. Then select it in the OCR’d Metadata Field dropdown below and use a splitting condition to
trigger a document split.
Text somewhere on the page

In situations where different document types are using Splitting Rules to identify one document from
another it is sometimes necessary to OCR the entire page looking for the splitting condition. Using the
OCR’d Metadata Field method above will cause Scan2x to OCR the page every time a new document type
is checked. To prevent this, selecting the Full-Page OCR option will force Scan2x to OCR the document
only once and persist the result of that OCR process when testing the split conditions of subsequent jobs
during the matching process.
More on how splitting conditions are used by Job Automation to recognise one type of document from
another can be found under Job Automation on page 172.
58
Split by QR Code, Data Matrix or Barcode

This option works on the same premise as splitting by OCR so that every time Scan2x recognizes the
presence of a QR Code, Data Matrix or Barcode it starts a new document. These can be pre-configured
either to split the document on any QR Code or Barcode in general or be set to recognise specific data
within that code and split only in that instance.
59
Split by page count

This is a simple option when scanning multi-page documents which carry the same number of pages within
each document. Splitting by Page Count gives you the option to omit blank or unnecessary pages once the
document is scanned. The administrator may also have the option to choose between duplex or simplex
scanning. If duplex scanning is chosen, the administrator must count the front and back of each leaf as 2
separate pages.
Furthermore, a splitter page can be produced by pressing the Splitter-Page Generator button, and the
resultant document can either be printed for the user to insert manually between the documents to be
separated or e-mailed for the user to place at any end of the document as an extra page when importing
PDFs. The splitter page is recognized using the Barcode function described above, and the administrator
then has the option to automatically remove this splitter page from the final scanned result.
A final option that can be decided by the administrator is for the split documents to be saved automatically
without the end user being presented with the scan preview screen. This ensures complete control over
any documents that are scanned by other users.
60
ID & Passport Scanning
Scanning of ID Cards and Passports is as simple as scanning any other document, only this time Scan2x
knows exactly how to process these documents.
ID Cards
National Identity Card documents that conform to ICAO Standard 93032 are used by 188 countries and
territories around the globe. The documents are presented in the form of a credit-card sized plastic card
with a Machine-Readable Zone (MRZ) on the back. This MRZ is formatted in such a way as to facilitate the
Optical Character Recognition (OCR) of the information within it with 100% certainty, due to the security
algorithms built in to the data. By OCRing the MRZ and passing the data through these security algorithms
we can achieve the following:
• Verify that the MRZ data has been read with 100% accuracy
• Verify that the MRZ has not been tampered with
• Verify that the Validity Date of the card is later or equal to the current date
• Verify the holder is/is not present in a database
• Verify the holder against a web service (eg World-Check3.)
• Read and transfer all the card data into Scan2x for onward transmission to digital storage along with
the image of the card
Failure of any of the above functions and checks will result in an immediate warning being displayed to the
user of Scan2x with a description of the problem encountered.
Scan2x is capable of scanning the ID Card in one pass and combining both front and back card images,
together with attestation text, into one cropped colour PDF. The screenshot below shows an example.
2 http://www.icao.int/Security/FAL/TRIP/Pages/default.aspx
3 https://risk.thomsonreuters.com/en.html?ref=world-check.com
61
Passports
Passports conforming to ICAO Standard 9303 have an MRZ on the page identifying the holder of the
passport. Scan2x uses this data in the same way as the ID Card above.
Further information on scanning ICAO-compliant Identity Documentation can be found in the

Administrator's Guide under the Scan Settings Tab.
* For Scan2x to be able to correctly recognise and process national Identity Cards and Passports, these
must conform to International Civil Aviation Organisation (ICAO) Standard Document 9303, as adopted by
all 188 ICAO member states. It is also necessary to utilise a scanner that has been designed to scan media
of the thickness of a plastic card or passport.
Additional document holder identity checks

Besides using the document Machine Readable Zone to verify the correct reading of the information,
Scan2x also can perform the following checks dynamically in real time:
• Verify the authenticity of the information using the MRZ CRC check
• Verify the date of birth of the document holder
• Verify the document expiry date, and optionally disallow capture of expired documents
• Use database queries or Web Service calls to check internal databases, black lists etc
• Use database queries or Web Service calls to check external services, e.g. World-Check4.
4 https://risk.thomsonreuters.com/en.html?ref=world-check.com
62
Bank Cheque Scanning
Bank cheques are characterized by a Magnetic Ink strip at the bottom containing up to four snippets of
information describing the document. While they are designed to be read by a specialized magnetic ink
sensor, it is possible to OCR these snippets as part of the scanning process.
Further information on scanning MICR-enabled cheques can be found in the Administrator's Guide under
the Scan Settings Tab.
63
Adding a document template
Scan2x uses document templates to facilitate the setting up of zone OCR, document zones and post-
processing rules. By displaying an image of the document type to be scanned, administrators who are
setting up a job button can set up the above zones and rules by defining areas on the document image.
Further information can be found in the Administrator's Guide under the Document Template Tab.
64
Document Zoning
Scan2x allows for the definition of Zones within a job button definition.
Zones can be used at scanning time for two functions:
1. Zones can be used to determine metadata by testing whether the zone is empty. For example,
by defining a zone over the “Signature” area of a contract or invoice document, it will be
possible to automatically determine at scan time whether the document being scanned has
been signed or not. This is done by using the Zone_IsClear property.
2. It is also possible to use a Document Zone in order to send a document - or a portion of a
document - to multiple destinations in one scan operation. By defining a Zone in one job and
setting it to be sent to another job (by choosing the destination job from a dropdown list), the
content of the zone is evaluated at scan time and passed to the second job automatically.
Further information can be found in the Administrator's Guide under the Document Zones tab.
Document Post-Processing
Depending upon the document being scanned, it is sometimes not enough to simply pass a document
through a scanner to enable automatic processing with OCR, OMR and other functions. Excessive colour
or grey backgrounds, security background patterns, etc sometimes necessitate that these colours be
replaced with others prior to the document image being passed through OCR or OMR interpretation.
It is also sometimes useful to drop out certain colours to enable the testing of a portion of a document as
being empty or not – eg testing for the presence of a signature.
Enhancing the scanned image

Prior to OCR, it is possible to pass the image through multiple image enhancement rules to digitally
sharpen, despeckle or soften text. This processing can be applied to the whole document being scanned or
just a portion of one page, as indicated by a box drawn around the area of interest while configuring the
rule.
Colour swap-out
Colour replacement technology is used in scanning for two main reasons:
OCR-enabling. Security backgrounds and aesthetic shading of document forms can disrupt or totally
prevent OCR processes. By using colour swap-out carefully, we can eliminate the background of text in
areas of interest to dramatically enhance the reliability of OCR in that area.
Content presence testing. In order to test for the presence or otherwise of writing, signatures, stamps or
other marks on a document, it is often necessary to temporarily blank out lines, boxes and other content on
forms.
Adding text, barcodes to scanned documents

It is possible to add text and barcodes to the scanned versions of documents as they are being processed
by Scan2x. This functionality can be used to endorse the document with data related to the user who
scanned it, the terminal on which it was scanned, or even data derived from what was found in the
document.
For example, an application form can be endorsed with the status of the applicant at time of scanning, with
the “Status” data having been retrieved dynamically from a database or web service during the scanning
process.
Document Indexing
Metadata fields can be defined as the descriptive details that identify one document from another. For
example, an invoice might have “Invoice Number”, “Client Account” and “Invoice Date” as metadata fields.
Metadata fields are usually determined by asking the question “How will be I be searching for this
document in the future?”
65
Metadata types
Metadata fields to describe a document type can be defined in Scan2x or pulled in from a document
repository.
Metadata fields defined in DMS systems

Scan2x currently has direct connectors to three major DMS systems – Therefore™ DMS, Microsoft
Sharepoint™ on Office365™ and Spielberg’s FileDirector™ DMS. These connectors enable Scan2x to
communicate directly with the DMS system and to pull the metadata definitions directly from the DMS. This
ensures complete consistency of the data captured off the page by Scan2x with what the destination DMS
is expecting to receive, including mandatory, hidden and read-only field specifications.
For all destinations that are not one of the three mentioned above, metadata fields are defined in Scan2x
directly, as described below.
Metadata fields defined in Scan2x

One would typically define metadata fields within Scan2x when there is no direct connector between
Scan2x and a document management system (see below for more details on DMS connectors).
Fields can be defined of type “Custom” to allow users to enter data at scan time or can be defined using
various other types to enable automatic capture of metadata about the document.
Metadata fields can be defined in Scan2x as normal or temporary. Normal metadata fields are saved with
the document in the destination; temporary fields are used only during the scan process and not saved with
the final document.
Line Item data extraction

Scan2x makes it possible to extract line item information from tabular formats on documents into data
tables. This information can then be passed to downstream systems for further processing.
For example, it is possible to configure Scan2x to extract invoice line items.
Metadata verification
Metadata fields can be configured to automatically access a web service or database during the scanning
process, in order to confirm their contents. It is also possible to define validation rules on specific fields, to
enable Scan2x to help prevent erroneous entries. More about metadata verification within the
Administrators Guide on page 154.
66
Document Destinations
Scan Jobs are defined in Scan2x with one destination. In cases where a scanned document is required to
be sent to multiple destinations, Scan2x allows for the creation of Workflows, in which the output from one
Scan Job can be used as the input for another job, or even used as data upon which to take a routing
decision. More details can be found in the Administrator’s Guide under Workflows.
Choosing the output file format

It is possible to choose the file type required when saving a scan using a dropdown selection. The
screenshot below illustrates where this dropdown selection control is on the screen:
Destinations
When scanning or importing documents there are several destinations that can be pre-configured. These
jobs will show up on the interface once the administrator accesses the Scan2x. The administrator can
choose which job to allow each specific user to have access to. Below is a list of destinations that can be
selected.
Saving to folders
Once a scanning job is chosen by the user, the documents being scanned can be sent to specific files or
folders. These can either be folders on a personal computer or on a network. The folder will not be selected
by the user but will be directed automatically to their destination by pre-configuration, thus making it a fool-
proof management system.
Sending to email
This is a very convenient way of sending official documents through e-mail, whether they are official,
authenticated copies of Identity cards and passports, contracts, or even office paperwork. Once a
document is scanned and the preview is checked and saved in the usual manner, a window will pop up
with the document as an attachment. The user then fills in the recipient's address as they would on a
regular e-mail, and simply sends on.
Sending to Therefore™ DMS
67
Scan2x can be integrated with the Therefore™ Document Management System. This allows the
administrator to pre-configure buttons on Scan2x interface which are directly linked to the files and folders
in the Therefore system. The ATM-styled interface gives the end user a fool-proof, one-stop job, eliminating
all the usual fuss and confusion of software installation, scanning technicalities, and saving options, while
at the same time giving the administrator autocratic management of the documents within the company.
Integration with Scan2x ensures that each document is accounted for by the end user and sent to its proper
pre-programmed destination. Once the documents are scanned into the system they can be easily
accessed or traced. This removes the danger of misplacement or loss and the need for any unnecessary
hard copies, thus saving much needed office space.
Sending to FileDirector™ DMS

Scan2x can be integrated with the FileDirector™ Document Management System. This allows the
administrator to pre-configure buttons on Scan2x interface which are directly linked to the Cabinets and
documents stored within FileDirector™. Authentication information is seamlessly transferred between
Scan2x and FileDirector™ with the full approval and certification of FileDirector™ developers Spielberg.
Sending to Microsoft Office365™

Scan2x can also be integrated with Microsoft's cloud-based document management system Office365™.
Scan2x enhances the system and takes it to a whole new level, making document management easy, even
to the most technologically-challenged. As opposed to the user having to go through the tedious task of
scanning a document saving it to his desktop, to later retrieve and save into a folder he has to search for
and pull out of the document system, Scan2x is pre-configured to recognise the data on the documents and
send them straight to their rightful destination as decided by the administrator. This eliminates any glitches
and avoids misplacement of documents while making each user accountable for the job they processed
and enabling the administrator to be the ultimate decision maker without having to be present for every job.
Sending to generic web service

Scan2x can interface with any system able to expose SOAP or REST webservices for consumption by
third-party applications. Scan2x can use webservice methods to populate metadata fields during the
document scanning process and/or to send a scanned document to another application over HTTP or
HTTPS.
Sending to FTP Server

Scan2x can scan a document directly into a secure FTP Server.
Sending to Database
Scan2x can scan a document directly into a database table hosted by Microsoft SQL Server or Oracle.
Sending to No Output
In the more complex intelligent document capture operations, it will sometimes be necessary for jobs to be
daisy-chained together in order to perform multiple processes on a document. In these cases, the initial job
that captures the document can be set to
68
Optical Mark Recognition on documents
The ability to automatically recognize marks made on documents and transform those marks into digital
index data opens up huge possibilities for data capture. The automating of processes from questionnaire
data capture, verification of the presence or not of handwritten amendments, rubber stamps or signatures,
and the total scoring of multiple-choice exam papers enables the complete rethinking of data management
from paper.
Checkbox marks
Scan2x can determine whether a checkbox on a document has been checked. Marks made by humans in
checkboxes can take the form of ticks, spots, crosses or simply a scribble, and so Scan2x will not
differentiate between the different type of marks in the box – it will simply register the presence or otherwise
of some form of mark.
This True or False status can then be used to determine the final value of an index field for a document
within Scan2x. For example:
A checkbox on a document like the following:
Do you eat meat?
can be used to complete an index field in Scan2x called “Meal Preference”, in which the values
“Vegetarian” or “Standard” can be inserted depending upon the status of the checkbox.
Questionnaires
Taking advantage of the Scan2x’s capabilities above, it follows that entire questionnaires can be scanned,
and their data captured for later processing.
It is possible to define questions and possible answers within Scan2x Job Configuration, with rules to allow
Scan2x to detect if illegal or vague answers have been submitted. For example
A question such as the following must have exactly one answer:
WHAT COLOUR IS THE SKY?
Possible answers can be configured as RED, GREEN and BLUE, with rules to define that exactly one
answer is expected. If a document is scanned with (a) no answer or (b) more than one answer ticked, then
Scan2x will ask for human clarification.
Multiple Choice Examination Paper scoring

Carrying on from the above two uses for Optical Mark Recognition functionality, it is also possible to assign
a score to each answer. Using this scoring, it is therefore possible for Scan2x to process many examination
papers in one batch – each exam document will be processed, scored and the score written to the index
data. In addition, a summary will be generated which can then be saved, printed or emailed.
The ability of the Scan2x system to detect the presence of a mark on a predefined zone on a page opens
up the scope of intelligent document recognition significantly, by making the automatic interpretation of
multiple-choice exam papers, questionnaires and surveys an automated process.
69
Administrators Guide (Scan2x configuration)
The Administrators Guide is intended for use by those who will set up Scan2x. It is not intended for use by
non-technical users. Users of the Administrators Guide are expected to have a working knowledge of
networking, Microsoft Active Directory, scanner settings and operating systems.
This part of the guide will describe the setup of the Scan2x environment and will run step-by-step
through each part of configuring a scan job button for end-users to use. The Windows version of
Scan2x is used both in a PC environment and to set up jobs and Scan2x behavior for MFDs,
ScanFront 400 and web-based scanning.
System prerequisites
Scan2x – installed on a PC as a kiosk or workstation
The installed version of Scan2x will run on any PC running the Microsoft™ Windows™ 10 operating
system. The interface has been designed for touchscreen use however the software can run on a standard
mouse-driven operating system - mouse clicks are used instead of finger taps.
To ensure that the installed version of the Scan2x software functions at its best, it is recommended that the
system be installed on a PC with the following minimum specifications.
For PC-based implementations, each PC should be equivalent or greater to the following:

• 8GB RAM
• Touchscreen interface (if software is to be used in touchscreen mode)
• USB ports running USB-2 or better
For server-based implementations running ScanFront 400 and/or Canon iR MFD’s, the server specification
will depend to some extent upon the expected level of usage however a good rule of thumb is that one
should plan for one server for every thirty Scan2x devices. Each server should have a minimum of 16GB
RAM and a 4-core processor, running Microsoft Server 2012 R2 or later.
Scan2x Web Server – installed on a server for MFDs and ScanFront 400
By installing a server version of Scan2x, it is possible to run the software in browsers 5, on Canon
ScanFront 400 devices and Canon imageRUNNER multifunctional devices (Generation 3 or later). For this
environment, the following minimum specification is recommended:

• 16GB RAM
5 Tested in Google Chrome, Microsoft Edge and Firefox browsers. Not compatible with Internet Explorer.
70
Getting help
The Help screen is in the Admin module and is accessed by tapping or clicking on the Help/About option on
the left-hand side of the module. See screenshot above.
The TeamViewer Support button is where you can launch the inbuilt TeamViewer support system. More
about this in the Help/About Tab TeamViewer section on page 94.
See also the Troubleshooting section on page 185.
The Start-up Demo Pack button allows you to download and import a demo set of job buttons – these will
be automatically installed onto the home page of Scan2x and serve to demonstrate how some of the
features of Scan2x can be utilized. You are also able to download a demo set of documents in PDF form –
once printed out, these documents can be used to work with the demo job buttons and serve to help you
work with the demo job buttons. You are also able to download a document in PDF form that serves as a
run-through of the demo – this can be used as an explanation of what each demo job button is designed to
demonstrate and will also provide a full set of instructions when running a demo for others.
71
Admin Settings
The Administration settings pages are accessed by Administrator users only via the “Admin” button at
bottom left of Scan2x screen. This Admin button is not displayed for users who are not registered as
Administrators within Scan2x system.
Pressing the Admin button brings up the Admin Panel, in which the different settings screens can be
accessed by selecting from the buttons on the left-hand side.
We will now explain the functionality of each of the screens in turn, starting from the top: The Local Settings
Tab.
72
Right-Click context menu

When logged in as a user with Admin rights and using the PC version of Scan2x it is possible to press the
right-hand button on the mouse when hovering over a job button to access shortcuts to functions.
The context menu that appears when the user right-clicks a button changes slightly depending upon
whether the button that was right-clicked is a group button or a job button.
To exit the context menu, press the Escape key on the keyboard. Alternatively click or tap elsewhere on the
screen.
This functionality is not available on ScanFront 400 and imageRUNNER versions of Scan2x, as the web-
based version of Scan2x does not include any configuration possibilities. All configuration is done from the
Scan2x Windows application.
73
Local Settings Tab
The Local Settings Tab allows for the setting of the following features:
Unit ID This is a name given to this Scan2x workstation only. Other

Scan2xs on the same network can be set with different
names to differentiate between them. (Not used when
configuring web, ScanFront 400 and MFD environments)
Default Scanner Scan2x can be set to default to a particular scanner if the

machine is connected. If the scanner type selected here is
not connected, this function will have no effect. (Not used
when configuring web, ScanFront 400 and MFD
environments)
Default Output Path The UNC path set here will be used for all jobs in which the
“Scan to Default Path” output option is selected.
74
Minimizable Controls whether Scan2x screen can be minimized by the

user, so that access to the computer desktop is granted.
(Not used when configuring web, ScanFront 400 and MFD
environments)
Enable System Sounds Unticking this checkbox disables the system sounds that
Scan2x uses by default to indicate a user action. Examples
of system sounds include “button press” sounds made when
a user types in their PIN number upon login. (Not used when
configuring web, ScanFront 400 and MFD environments)
Enable virtual on-screen keyboard Enables or disables the on-screen keyboard for touchscreen
devices working in kiosk mode. (Not used when configuring
web, ScanFront 400 and MFD environments)
Automatically use Single sign-on at This feature allows Scan2x to make use of the login identity
startup of the Windows PC on which Scan2x is currently running,
allowing a user to access Scan2x without having to use a
PIN. This function will also work when the PC is not joined to
an Active Directory network. If the Windows user does not
exist in the Scan2x user directory it will be created
automatically. (Not used when configuring web, ScanFront
400 and MFD environments)
Keep systems logged in after initial log This switch disables the auto-logout countdown
in
Disable scanning queue It is possible to configure Scan2x to attempt immediate

delivery of output during the scanning process. This will
bypass the queue functionality completely.
Limit queue to run between This setting allows for the disabling of the Scan2x
transmission queue during peak network usage times.
Pending jobs in the queue will be held until peak times are
over and then transmitted to their destination.
75
The options in the red box on the screenshot above are only available for the Workload Server option of the
Scan2x system. These enable folder watching and control the polling time Scan2x uses on each folder.
(Not used when configuring web, ScanFront 400 and MFD environments)
76
General Settings Tab
The Local Settings Tab allows for the setting of the following features:
Power Off Action Using this setting, the POWER OFF button at bottom left of
(Not used when configuring web, the main Scan2x screen can be set to perform the following
ScanFront 400 and MFD functions:
environments)
NOTHING – Scan2x software shuts down and returns the
computer to the operating system
SHUTDOWN – Scan2x software terminates and

commences shutdown of the operating system
RESTART – Scan2x software terminates and commences a

complete restart of the operating system.
77
Any jobs that remain in the output queue upon shutdown will
be retained and will continue to be processed when Scan2x
is started again.
SIGN OUT – Scan2x software signs out logged in user.
Auto power off at If this option is set, Scan2x will attempt to terminate and
(Not used when configuring web, commence shutdown of the operating system at the time
ScanFront 400 and MFD entered. If Scan2x is in use when this process is started, the
environments) user will be presented with a warning allowing a
postponement of the shutdown. Following postponement,
the user will be prompted for shutdown every 10 minutes,
together with another option to postpone. If the postpone
button is not pressed, Scan2x will terminate and shut down
the operating system.
Any jobs that remain in the output queue upon shutdown will
be retained and will continue to be processed when Scan2x
is started again.
Auto logout after x minutes of inactivity This setting controls how long a period of inactivity will result
in an authenticated user being automatically logged out of
the Scan2x. Scan2x will then return to the login screen.
Any jobs in the output queue will continue to be processed in

the background.
Updates Path Normally, Scan2x software can be updated to the latest

version directly off the Internet at startup, or by manually
pressing the “Check for Updates” button at the bottom left of
the main Scan2x screen. However, this will not work if the
Scan2xs on the network have not been granted access to
the Internet.
Where Internet connectivity is not possible or not allowed,

software updates can be pulled by Scan2xs by entering the
path of a shared folder in this setting. The shared folder
entered will be populated with the latest Scan2x software
update by network administrators in agreement with
Avantech Software, and the Scan2xs will update from this
folder.
Check for updates on startup If this option is ticked, each individual Scan2x will use the
“Demo ID” value as set in the General tab above to create
an output sub-folder. All documents output by each Scan2x
are then placed beneath this sub-folder, allowing scans from
multiple Scan2xs to be separated by Unit ID.
This option only applies to outputs to folder.
Auto Update Ticking this box initiates the periodic checking of files for
later versions that may be available. If Scan2x is installed on
a network that does not have access to the Internet, the
system will check in the Update Path (see above). If any files
are found to be more recent than those on Scan2x machine,
the system will automatically download them to update itself.
Enroll in Beta Program Click this option to enroll in our optional Beta Program, in
which you get prior experience of upcoming features.
78
Allow use of ‘Import from existing PDF’ This checkbox allows for the global enabling or disabling of
functionality Scan2x’s ability to use PDF documents as input instead of
(Not used when configuring web, documents originating from scanners. While this setting is
ScanFront 400 and MFD global, individual job buttons can also be set to allow or
environments) disallow PDF importing.
Queue email notifications This section allows for the setting up of emails that are sent
by the Scan2x transmission queue if a completed scan is
unable to be successfully sent to its final destination.
Reasons for this include the inability of Scan2x to reach the

destination (due to permissions issues or network outages)
or the inability of Scan2x to retrieve database-query or
webservice-query related fields while ‘draft’ scans are in the
queue.
Enable for items in error: Ticking this box enables the email
notifications to users. Users will receive an email from
Scan2x for any scan that throws an error during
transmission to its destination.
Enable for items in Draft: Ticking this box will enable email
notifications when ‘draft’ scan jobs (i.e. those scans whose
metadata include fields normally populated by database- or
webservice queries, that will have failed during initial scan
processing. When saved as ‘draft’, Scan2x queue will
periodically try to reprocess those queries. While these jobs
remain in the queue, users will receive an email notifying
them that the relative queries have not yet processed
successfully.
Notifications interval: This is the interval Scan2x queue will

wait between sending notification emails to users.
Only send notifications: The time interval during which

Scan2x will notify users by email of items in the queue that
may need attention.
79
Graphics (Display) Tab
The Graphics (Display) tab is used to access settings that control the look of Scan2x screen, together with
the logo that appears at top left.
By adjusting these settings, it is possible to get Scan2x to adhere to the customer’s corporate identity and
colour scheme.
80
Active Directory Tab
For Active Directory integration, Scan2x is designed to use its own login to access Active Directory.
The Active Directory (AD) tab is where an Administrator will enter the AD server name, together with a
username and password for Scan2x to use. If the Scan2xs are not intended to be used with AD, these
settings can be left blank.
In situations in which AD is used, an AD user needs to be created for Scan2x. The permissions for this user
should be very restrictive, allowing only for read access to the Active Directory service for Scan2x to (a)
verify that an AD user exists, that (b) this user is not locked out of AD, and (c) to read the email address of
the user as entered in the AD database.
In addition, the AD user created for Scan2x network must have R/W access to any shared folders into
which it will be expected to write PDF’s.
81
SMTP Settings Tab
The SMTP Settings Tab is used by Scan2x to communicate with your SMTP server when it needs to send
an email.
Emails are generated by Scan2x when:
- jobs are set with an output destination of “Scan to Email”,

- when jobs are set to email a copy of a saved scan - see “Sending Copies of Emails Silently” on
Page 52.
- when a user requests a new login PIN number (see “Request New PIN” on Page 187)
- Scan2x generates a queue notification (see page 79 for an explanation of queue notifications)
Use the Test SMTP Settings button to ensure that your Scan2x settings work correctly with your chosen
SMTP server.
Below is a technical description of what is required for each field:
82
Field Description
Host The DNS name (eg smtp.gmail.com) or IP address of your SMTP server.
Port The TCP/IP port that your STMP server is listening on. For more information, kindly see
https://en.wikipedia.org/wiki/Simple_Mail_Transfer_Protocol.
Enable SSL Check this box if your SMTP server is configured to use Secure Sockets Layer, or SSL
Username The username required for Scan2x to log in to your SMTP server
Password The password required for Scan2x to log in to your SMTP server
Email Address The email address required to appear in the “From” field of the email header – this would
normally be set to <Scan2x@domain.com>, where “domain.com” is your email domain.
83
Therefore™ Tab
This Tab is only visible and used when saving scanned documents directly into Canon’s Therefore™
Document Management System. If you do not intend to use Therefore™, please leave these settings
blank.
The Therefore™ Tab is used to enter the Therefore™ DMS user created especially for Scan2x to access.
Scan2x uses these credentials for all aspects of its communication with Therefore™.
• Select the Therefore Navigator option if the PC on which Scan2x is running has the Therefore
Client Tools installed.
• Select the Therefore Online option if
The credentials of the user created for Scan2x must include the following:
- “View” permission for all folders and categories that you wish to appear in the drop-down menus at
configuration time
- Read-Write access to those categories into which you expect users to save documents.
At no time are users ever granted access to Therefore™ via Scan2x – the above credentials are used only
during job configuration and when saving scanned jobs.
84
Local Override of Therefore Settings The username and password entered in this section will be
(Not used when configuring web, used by this Scan2x device only, for any jobs set up to save
ScanFront 400 and MFD their output to the Therefore Document Management
environments) System.
85
FileDirector™ Tab
This Tab is only visible and used when saving scanned documents directly into Spielberg’s FileDirector™
Document Management System. If you do not intend to use FileDirector™, please leave these settings
blank.
The FileDirector™ Tab is used to enter the FileDirector™ DMS user created especially for Scan2x to
access. Scan2x uses these credentials for all aspects of its communication with FileDirector™.
configuration time
At no time are users ever granted access to FileDirector™ via Scan2x – the above credentials are used
only during job configuration and when saving scanned jobs.
86
Sharepoint/Office365™ Tab
This Tab is only visible and used when saving scanned documents directly into Microsoft SharePoint™ or
Office365™ systems. If you do not intend to use SharePoint™, please leave these settings blank.
The SharePoint™ Tab is used to enter the SharePoint™ user created especially for Scan2x to access.
Scan2x uses these credentials for all aspects of its communication with SharePoint™.
configuration time
At no time are users ever granted access to SharePoint™ via Scan2x – the above credentials are used
only during job configuration and when saving scanned jobs.
87
Abbyy™ Tab
This Tab is only visible and used when your Scan2x Licence includes the optional Abbyy™ add-on module.
Use this tab to validate your Abbyy™ serial number when prompted.
88
System Variables
The Scan2x System Variables functionality allows for constants to be added to a workstation or the entire
Scan2x network. These are set up using the System Variables tab.
Global variables are persisted across all devices in the Scan2x network, and are used as in the following
example: If the organisation has external systems (eg a CRM or an HR system) that the Scan2x network is
communicating with in some way, we can store the IP addresses for each system server as a global
variable – see screenshot above. These variables can then be used within jobs, accessed when defining
metadata by using the “open square bracket” character to enable the dropdown as in the screenshot below.
Once an IP address changes, you only need to change the global variable value and all job settings across
the entire network will be updated automatically.
89
License Tab
The Licence Tab is used to view and manage your Scan2x licenses.
Scan2x licenses are tied to the PC on which they are installed. Changes to the PC hardware can
sometimes render a Scan2x licence invalid.
Use the “Activate/Change Licence” button when activating a new Scan2x installation or to refresh it – for
example when you have changed the options available on your licence.
Use the “Deactivate Licence” button to remove a particular Scan2x PC from the licence pool you have
purchased – for example, to transfer the licence on to a new PC.
90
Usage Statistics
The Usage Statistics page allows administrators to get a snapshot view of usage of their Scan2x systems
across their network and allows for the purging of the File Verifier and Activity Logs databases.
WARNING: Records purged using the red Purge button are NOT recoverable. Please use with caution.
91
Change Log Tab
Use the Change Log Tab to view the latest updates that have taken place to Scan2x system. These
updates are available free of charge through Scan2x Maintenance Scheme.
92
Help/About Tab
Use the Help/About Tab to access contact information when requesting support on your Scan2x product.
You are also able to use the “Check for Updates” button to force an immediate update of Scan2x software.
The “TeamViewer Support” button allows you to initiate a live secure support session with our technical
team over the internet.
93
Support via Teamviewer™
The following functionality will only work if the PC on which the Scan2x software is running has access to
the Internet.
TeamViewer™ is built in to the Scan2x support infrastructure, allowing our support team to be “invited” to
participate securely in a screen-sharing session with your Scan2x PC.
As can be seen in the above screenshot, the button will show you an ID number representing your Scan2x
and a random password (that you can change). When you call or email our staff, they will ask you for your
TeamViewer™ ID number and TeamViewer™ password as displayed on your screen. This will grant our
support staff a secure, once-only connection to your Scan2x PC, to view your screen and help you with any
configuration. You may terminate this connection at any time.
TeamViewer™ works over standard Internet communication ports and does not require any special firewall
settings.
94
File Verifier
During the scanning process, Scan2x calculates a hash value from the content of each PDF document
before it is sent to its final destination.
This is because it is sometimes necessary to ensure (and in some cases, to verify) that PDF documents
produced by Scan2x in the past have not been altered or otherwise tampered with since.
Using the File Verifier Tab, it is possible to submit a PDF document for tamper verification. Using the
“Select a file to Verify” button, navigate to and select the PDF document you wish to verify. Scan2x system
will then regenerate the encrypted digital signature for the PDF and compare this to its past records
database.
In the event of a match, the system will populate the fields in the screenshot above with all the details for
the document as they were originally recorded.
95
Activity Logs Button
The Activity Logs button allows administrators to view all Scan2x activity. In an installation in which there
are multiple Scan2xs connected over a network, the activity of the entire Scan2x network can be searched.
This data can also be exported to Excel if required by pressing the “Export to Excel” option at the bottom
left of the data grid.
96
Activated Units
Activated Units tab provides administrators with a list of all Scan2x licenses that have logged on to the
network, together with their serial numbers. It is possible to deactivate a licence by clicking on the trash can
next to the licence to be deactivated.
Use this deactivation feature if transferring a Scan2x licence from one physical PC to another.
97
Users Button
Click here to Click here to Click here to

Click this section to grant or
delete user add new users add RFID tag
deny admin rights
serial number
The Users Button allows administrators to view Scan2x users, add new ones, delete existing ones and set
Admin rights.
Scan2x users can be of two types: Internal Scan2x users and Scan2x users that originated from Active
Directory (only in the case where Active Directory (AD) integration has been enabled – see Page 81 for
more information).
Internal Scan2x users are added from this screen by Administrators, together with their status: Admins or
not Admins. There is no limit to the amount of Scan2x users that can be added.
Active Directory users are added automatically by Scan2x and administrators can set whether each user
should have Admin rights to Scan2x network.
It is also possible for users to authenticate using a USB RFID reader, as

shown. To use this method of authentication, plug an RFID reader into a
USB port of the PC on which Scan2x software is running and scan the
user’s card instead of typing his user name. If the card serial number is
registered in Scan2x user database, login will be automatic, and the user
will not be prompted for a PIN.
98
Connection Settings Button
All Scan2x settings are maintained in an underlying database. This database can be in single use format
(.MDF, used for small, standalone Scan2x installations) Microsoft’s SQL Database system (for multi-PC,
ScanFront, imageRUNNER installations), Oracle (for those installations who prefer to use their Oracle
infrastructure to host their Scan2x database) or Cloud, in which the Scan2x installation is connecting to
Scan2xOnline Cloud Services.
Larger organizations that already run an instance of Microsoft SQL Server can use this instance to host
Scan2x database. Similarly, for those organizations running Oracle Database, Scan2x will use this
infrastructure if desired.
Whichever infrastructure you choose to utilize, the connection settings to the database can be set and
altered as necessary from this screen.
99
MDF installation
An MDF file is a database format that a standalone Scan2x installation on a PC can use to store its
settings, audit and temporary files. It is created automatically by the Scan2x installer if the MDF option is
selected.
100
Oracle usage
Consult with your Oracle Database Administrator for the correct settings to enter into the below tab.
101
Cloud usage with Scan2xOnline
When your Scan2x local installation is required for use with your Scan2xOnline tenant, it is sufficient to
simply enter your Scan2xOnline tenant name into the Tenant Key field below. Scan2x will automatically
register with the online tenant and pull all the necessary settings from the cloud as required.
It is mandatory that the PC on which Scan2x is installed has secure HTTPS internet connectivity available
to it over port 443 for this to work.
102
Scanners Manager
The scanners module shows a list of scanners that have been connected to Scan2x unit. Each scanner can
be assigned a Custom Name to facilitate the choice of scanner for users.
For example, a small scanner like a Canon DR-C230 used for scanning of bank cheques can be given a
custom name called “CHEQUE SCANNER”. It will then be the custom name that will appear on the home
screen when that scanner is connected.
103
Jobs Manager
The Jobs manager will allow the administrator to manage the settings for each job that the end user will
ultimately use. The administrator may generate new jobs or remove them, allocate jobs to certain users,
choose pathways and destinations for scanned documents, create values for the metadata and manage all
the settings; from how the document should be scanned to the extraction and processing of the information
to how it's stored and where.
The above screenshot shows the Job List with some scan job groups configured in it. Each job button on
the users’ screen equates to one item in the Job List.
Jobs can be inserted into groups, by using the “Add new Group” button at top left. Groups will be presented
on the users’ screen as a group of buttons, and jobs in the above list will also be shown grouped. Clicking
on the group in the list will expand it to show the jobs configured within it.
Groups may be nested.
Each job or group can be edited by pressing the blue “Edit” button at far left of that item in the list. By
pressing the edit button, you enter the Job Edit screens as shown in the following pages.
104
Importing, Exporting & Cloning Jobs

The Jobs Manager includes functionality to Import, Export and Cloning of Job configurations. Clicking the
Clone Job button at top right while within a Job creates an exact copy of the Job configuration on the
home page or the Job Folder of your choice.
Click the Export Job button to create a file export of a Job configuration – this is especially useful if you
wish to send a Job configuration to the Avantech team for advice or support on configurations. The function
creates a .SSX file representing all the settings, templates, zones etc for the Job.
From within a Group definition, click the Export Group button to export the group and all the buttons and
groups within it. The function creates a .SSX file.
From within the main Job Manager screen, click the Import Job button to create a Job using an existing
SSX file.
Output Workflows
Output Workflows allow the output of one job to go through a process that could involve decisions based
on metadata and multiple outputs. The output of one job could feed other jobs, different parts of
documents can be sent in different directions based upon the workflow of your choice.
To set up a job workflow, go to Jobs Manager and click on the Jobs Workflows button.
A list of existing workflows is displayed. Double click to edit or delete an existing workflow or press the
Add New Process button to add a new workflow. It is also possible to import a workflow sent to you by a
colleague (or by Avantech Software support) by pressing the Import Workflow button at top right.
105
Double-clicking on an existing workflow will display it in edit mode, showing existing steps in the process
as below, showing all the steps in the workflow process. By clicking the Flowchart switch at top right
(indicated in the red box in the screenshot below), Scan2x will represent your process in a dynamically-
drawn flowchart to make your process easier to visualize.
106
The example below shows output from the “Avantech Invoices (Import)” job is redirected to the “Sales –
Generic” job if the “TotalDue” metadata field contains a value of 500 or more. The AutoSave checkbox
denotes an instruction to save the document automatically without showing a preview if all the metadata in
the “Sales – Generic” job is populated successfully.
It is possible to export a workflow configuration by clicking the Export Workflow button. This will generate
a single compressed file that can be emailed if required.
107
Scan Group Definition

A Scan Group in Scan2x can be configured to achieve one of two tasks, as outlined below.
• A Folder. In this mode, the group acts as a container for buttons. Using folders, buttons can be
grouped into logical sets by department, by geography or some other grouping relevant to the
business. Security can be set on the group in order to hide it from specific sets of users.
• Job Automation. In this mode, the group appears to the user as a normal scan job button and is used
to trigger document recognition. Document recognition can function in three ways:
1. Matching of documents using splitting rules

2. Matching of documents using image, or fingerprint, matching
3. A combination of 1 & 2 above.
For more information please see the section on document recognition on page 172.
General Tab
The General Tab is the first in several settings tabs related to a group.
Use the Group Name text box to give the group a name. This is the name that will appear on the user’s
home screen for this button.
The Parent Group dropdown allows you to choose whether this group should appear on the home screen
or within an existing group. Groups can be nested within other groups.
Sorting allows for the entry of an integer value to control the positioning of the button on the screen relative
to other buttons in the same group or on the home screen.
The Group Options section allows you to control whether the group is intended to function as a container
or as a document recognition button. Skip to page 172 for more information about document recognition
options in Scan2x.
108
Button Settings Tab
Use this tab to customize the look of the job button to make it more intuitive for users.
Both the button image and background colour are customizable. The button image can be selected from a
number of standard ones provided by Scan2x, or can be uploaded for a totally custom feel.
109
Security Tab
By default, buttons do not have any pre-set security meaning that all users will have access to the button
when it is published by an administrator.
Each button configured in Scan2x can optionally be assigned a set of permissions, governing whether the
button is displayed for particular users or not.
Permission to view a button is set by adding users and/or user groups to the lists in the screenshot above.
The Groups tab allows for the viewing of existing groups set (the above list is empty) and for the adding
and editing of groups if the Show All Groups checkbox is ticked. The User tab works the same way and is
used when you wish to add an individual user to a button.
110
Scan Job Definition

General Tab
The General Tab is the first in several settings tabs related to a job.
Job Name is the name that is displayed on the user screen and should be set to something that the user
can immediately recognize. (Remember that jobs can be put into groups – this can help to make it more
intuitive for users to choose jobs).
Parent Group shows a drop-down list of all groups that exist. The “- Root –“ group is the front page.
Sorting is an integer value, and this serves to determine where on the screen the button is displayed in
relation to the others in the same group. The smaller the number, the higher on the screen the button is
displayed.
Queue Priority is used to indicate to the Scan2x how urgent any scans for this job should be treated as in
the output queue. If it is desirable to have output from this job be processed before any preceding jobs, set
the queue priority setting to High.
By default, Scan2x will record an encrypted version of all metadata captured in the audit together with other
information pertinent to the scan. The Record Metadata in Scan2x Audit checkbox allows you to disable the
recording of metadata in the audit on a job-by-job basis if required.
111
The top right of the Jobs screen features several function buttons:
Run Scan Job
The Run Scan Job button is included here for convenience when setting up and testing a new or existing
job. The functionality of this button is identical to running the job from outside the Jobs Manager but is more
convenient if you are testing multiple times while making small adjustments to the job.
Run in Debug
Run in Debug functionality is identical to the above Run Scan Job button, with one addition: logging. The
logging function allows visibility of each action taken by Scan2x when executing a job, together with the
time taken for each task. This allows an administrator to identify which parts of a job are taking longest to
execute, giving insights into the best way to fine tune for performance. See the Troubleshooting section on
page 185 for more information on debug logs.
Export Job
Exporting a job creates an .S2X file, in which the entire content of the job configuration is included. This
.S2X file can then be sent by email and imported into another Scan2x environment if required. One of the
most common uses of this functionality is during support calls, in which your support agent is able to
recreate your job configuration on their workstation. The support agent is then able to make any
adjustments required to your job configuration and re-export the job from their Scan2x PC to be re-sent to
you for re-importation.
WARNING: When exporting a job, the job template image is included in the export, together with
any database and webservice connectivity information you may have configured for metadata or
final scan output requirements. Be aware of this before sending Job Exports outside your
organization.
Clone Job
When creating multiple jobs that use the same metadata settings, the same scan and output settings, etc it
is very useful to Clone new jobs from an existing one. This way, only the template image and the OCR
zones need to be changed to fit the new document – all other settings remain the same.
Cloning documents is particularly useful in situations where Scan2x is being used for Accounts Payable
applications, to scan multiple different types of invoices.
Activity Logs
Pressing the Activity Logs button will provide a filtered view of the Scan2x activity log, showing only those
entries for that job, documenting changes and updates to the job.
Job Backups
The Job Backups function allows for the taking of a backup of the job configuration before any changes are
carried out, similar to configuration version control. Up to 20 different versions of the job configuration are
persisted within Scan2x.
112
Source Settings Tab
The Preferred Source dropdown lists the scanners connected to Scan2x and allows the administrator to
set a default scanner for this job. If the Do not allow other sources checkbox is checked, Scan2x will
force the user to use the scanner selected in the dropdown. Another scanner model will not be allowed to
be selected.
The Prompt user to scan more pages when scanning completes checkbox enables a function wherein
the user is prompted to scan more pages using the same scanner after the pages submitted to the scanner
have gone through the machine. This is to handle situations in which the average number of pages to be
scanned regularly exceeds the maximum amount handled by the scanners’ input tray. By enabling this
option, the restarting of the scanning process after the input tray has been refilled involves a single click. If
this checkbox is left unchecked, the user will be asked to choose a scanner every time the choice is made
to scan more pages.
The Allow import from existing PDF checkbox is checked, users will be allowed to select a PDF from a
hard disk or network shared folder. It is important that for network shared folders, the user that Scan2x
uses to log in is granted read access. To import multiple PDFs in a single action, see Allow importing of
multiple PDF files as a single scan below.
Select from Folder to allow users to import documents from a folder or from IMAP to allow users to import
documents from the attachments in emails arriving into a specified mailbox.
If importing from existing PDFs in a folder is allowed, it is also possible (but not mandatory) to preconfigure
the UNC path of the folder by entering this into the Limit import from below Path text box. The browse
button to the right of this text box brings up a directory browse and selection dialog. Once the user has
been presented with the content of the specified folder it is also possible to filter the PDFs displayed to only
those owned by the user currently logged on to Scan2x – please note that this feature is only available
when Scan2x is integrated with Active Directory. Use the PDF files available for import setting to enable
or disable this filter.
113
If the IMAP setting has been selected, the configuration part of the tab changes as follows, and it is
necessary to enter the email server and access details required for Scan2x to be able to read the IMAP
email box and perform the necessary actions within it.
It is important that the IMAP protocol is enabled on any email inbox that you require Scan2x to access.
To allow importing of multiple PDFs in a single action, tick the Allow importing of multiple PDF files as a
single scan check box. This makes an Advanced button visible in the PDF file selection process – for
more information, see the Importing of Multiple PDFs section on page 52.
It is possible to instruct Scan2x to delete the PDF following import by ticking the Delete source PDF file
when processing completes check box. For this feature to work, it is important that Scan2x Active
Directory user is granted Write permissions to the folder. Optionally, it is also possible for Scan2x to move
the source PDF into another folder once processing has completed. To do this, populate the text box with
the destination path for the processed source file.
The Run this job automatically when… tickbox is only available when the Scan2x Workload Server
licence has been purchased. This allows the Scan2x system to monitor the folder or email box configured
above on a regular basis. This automatic monitoring works only when the user is logged out of Scan2x. It is
also necessary that any jobs set to auto-process using this setting are set to Auto-Save, using the Auto-
Save setting described on page 117.
114
Scan Settings Tab
To set the scan resolution for this job, enter the DPI required into the DPI text box. Use the Scan Mode
drop down to select between colour, grayscale or black and white (binary) scans. In addition, there may
also be additional proprietary modes in there related to scanner models.
The Text Enhance check box and associated drop down is used to select Canon’s Advanced Text
Enhancement modes for black and white scanning. With this check box selected, the Brightness and
Contrast sliders become available, allowing you to control the Canon scanner Advanced Text
Enhancement function with customized accuracy. Use this setting to enhance the visibility of text for OCR
during the scanning process. The Color Dropout and Color Enhance controls allow for the disabling or
boosting of the Red, Green and Blue scanners on Canon document scanners.
The Require QR Code on the 1st page of the scanned document checkbox enables a function to scan
the first page of any document scanned using this job, to ensure that a QR Code exists. Optionally we may
even check to ensure that the QR Code found contains a specific value as defined in the Expected QR
Code value text box. If a QR code is NOT found or does not contain the optional value as described
above, Scan2x will display a warning to the user. This function is normally used is specific cases where
document level verification and validation is required, to ensure only valid documents are scanned. The
Read Barcodes values on the 1st page of the scanned document checkbox is used in the same way,
except that with this option it is possible to specify the barcode variant used using the Where Barcode
type dropdown.
With Scan2x it is possible to validate Identity Cards and Passports that adhere to the international standard
as established by the ICAO – International Civil Aviation Organisation. The documents contain a Machine
Readable Zone (or MRZ) that is automatically recognized, interpreted and validated by Scan2x when either
the Validate scanned document as an ID Card or the Validate scanned document as a Passport
checkbox is ticked. Metadata fields are automatically created when the ID or Passport modes are activated,
to store the information collected from the MRZ.
The validation process involves the system matching the inbuilt MRZ checksums with the rest of the data in
the MRZ. Once checksums are validated, the system then also checks to ensure that today’s date (i.e. the
date of scanning) is larger or equal to the official expiry date of the document. If any of these checks fail,
the user will be presented with a warning message and Scan2x will not allow the saving of the document.
In addition, it is also possible to effect further checks on the identity of the owner of the document using
web services to check external databases.
115
For ID Card scanning, several sub-options are available. The Accept Expired ID Cards checkbox
bypasses the user warning shown upon detection of an expired card. Ticking of the Merge into 1 Page
checkbox instructs Scan2x to take both sides of the ID Card and merge them into one PDF page together
with the attestation text (if enabled). This facilitates the display of a complete ID document in a third-party
system by calling one page. The Add Attestation option adds a strip to the bottom of the document with
the text “True copy of original identity document as acquired and verified by <username> from Unit ID:
<Scan2x Unit ID>, on <date> at <time>”. The Ignore MRZ Errors checkbox is normally left unchecked,
meaning that Scan2x will expect to find a Machine-Readable Zone on page two of the ID document. This
however means that documents that do not have an MRZ cannot be processed using Scan2x. By enabling
the Ignore feature, it is possible to scan non-MRZ identity documents (eg drivers licenses) using the ID
Card scanning option.
The Validate scanned document as a Cheque checkbox is used to activate Scan2x automatic bank
cheque detection system. When this checkbox is activated, Scan2x assumes that each document is exactly
two pages long (i.e., back and front of each cheque). It also assumes that it is to look for an MICR strip at
the bottom of the front of the document (MICR stands for Magnetic Ink Character Recognition). Four
metadata fields are automatically created for the job, in order to store the cheque number, bank sort code,
the account number against which the cheque was written and the cheque amount. The amount field is
NOT captured by Scan2x software.
Scan2x relies on OCR technology to recognize the data in the MICR strip, using a special OCR dictionary
tuned to read the MICR font, called MICR-B. From the MICR, Scan2x collects the following metadata:
Cheque number
Bank sort code
Account number
The following functions are Scan2x features that help to improve the quality of the final scan.
Feature Explanation
Duplex When enabled, this instructs the scanner to scan both sides of the page
simultaneously. A single sheet document with content on only one side
will result in a two-page PDF, in which the second page is blank. See the
Discard Blank Pages feature to automatically remove this blank page.
Auto Deskew The nature of paper is such that individual pages or entire documents can
sometimes pass through the scanner at an angle, resulting in a skewed
image. The Auto Deskew feature attempts to digitally restore the image by
analyzing the document content.
Folio Mode Creates an A3 image from two A4 images (eg an A3 document folded in
two and scanned on an A4-capable scanner)
Discard Blank Pages By enabling this feature, Scan2x will selectively delete pages from those
being received by the scanner if they are completely blank.
Detect Double Feed Many scanner models have one or more ways to detect, and sometimes
actively correct, double-fed documents. An unnoticed double feed is
extremely dangerous to any document archiving activity as this will result
in an incomplete document being unknowingly archived. Many scanners
use ultrasonic beams to detect paper thicknesses and/or paper length
monitoring to try and detect double feeds. Some can even reverse and
‘jog’ the incoming paper to perform a successful scan when a double feed
is suspected. Enabling this function in Scan2x sets up your scanner to
utilize whatever features it has to detect and prevent double feeds.
Reduce Bleed through Scanning of a document involves passing the page between two scanner
sensors that each shine light onto the page. Thin paper can sometimes
allow the light from one scanner sensor to pass through it and interfere
with the sensor on the opposite side of the sheet, compromising the
image. Enabling this feature attempts to detect this phenomenon and
eliminate it.
OCR Saved document Scanners do not read documents, they effectively photograph them and
pass images to the scanning software driving them, eg Scan2x. It is then
up to the software to interpret the relevant parts of the image as text to
obtain metadata for the document. Scan2x will also optionally read and
interpret ALL the text on the document being scanned and will save it in
116
the PDF so that subsequent full text searches can be performed for any
content in the document whatsoever. The trade-off for this however is the
speed at which the document reaches its destination – whereas a
document normally takes a few seconds to get from Scan2x to its final
destination (as set up in Output Settings further on in this document), the
background OCR process undertaken by Scan2x when this option is
enabled can take longer. The duration will depend upon the number of
pages in the document, but as a rule you can expect the full OCR process
to take 10-20 seconds per page.
The OCR process takes place in the background on Scan2x, so no matter

how large your document, the user experience will not be compromised in
any way and scanning of new documents can continue.
Auto-Save job Job can be set to bypass document preview when all metadata fields are
collected and validations satisfied.
The Auto Rotate function examines each page and will attempt to determine whether the page has been
inadvertently presented to the scanner upside down. If this is detected, it will rotate the document by 180
degrees. It does this by attempting to determine the orientation of text on the page, so pages with little or
no text will not be auto-rotated.
Some scanner models have the capability of auto-rotation internally without effecting their scanning speed
– others slow down considerably if scanning a multipage document with auto-rotate enabled. Scan2x
therefore provides a feature wherein you may choose if you wish to perform auto-rotation within the
scanner hardware or in Scan2x. It is generally preferable to use the scanner hardware unless speed is
compromised with your scanner model, as the process is generally faster – however, Scan2x auto-rotation
feature provides a very acceptable alternative if required.
Some Canon high speed scanner models have imprinter options. Imprinters are small inkjet printers that
can mark a sheet as it physically passes through the scanner, printing text on it that can be defined and
customized through Scan2x using the Imprinter Text option. Obviously, this function will only work on
printer models equipped with imprinter functionality and will be ignored for all other models.
It is sometimes convenient to deliberately present pages to the scanner upside down, or side-on. One
reason might be document damage (eg staple holes at the top left of each document) that is causing your
scanner to jam – by presenting your documents to be scanned upside down, the damaged part is fed into
the scanner last, so it doesn’t jam. Another reason for presenting pages to the scanner side-on is speed - it
is always better to present the long side of the document if possible, as scanners run much faster this way.
However, the reasons above mean that the scans produced are then not correctly oriented, and so Scan2x
has a feature called Always rotate pages by, with a drop-down box to select the required angle of
rotation. By using this function, ALL documents scanned are ALWAYS rotated by the selected amount.
This feature is much faster than the auto-rotate function described above as no page content analysis
takes place for each page scanned.
For TWAIN-compliant scanners that support imprinters, it is possible to specify text for the imprinter to print
on paper documents passing through the scanner. Leave the Imprinter Text box blank if your scanner
does not support imprinting or if you do not require text to be printed on your document. Test entered can
be literal or can be dynamically generated at scan time – use square brackets ‘[‘ to specify dynamic data to
be printed at scan time.
The PDF Compression dropdown list offers ten different settings to control the level of compression that is
applied to each scan, from no compression to minimal. Compression rates are most effective with
grayscale and colour content on documents. Higher rates of compression tend to blur colour images
slightly and so we recommend that consideration is given to the consequences of this. For example,
documents of a business nature containing colour graphs and/or text will be minimally affected by high
compression settings and so setting high compression is recommended. However, documents that contain
photographs (eg ID documents, passports, drivers licence documents, etc) may require that you run some
test documents through with your chosen compression setting to ensure you do not lose too much fidelity in
the final PDF.
The OCR Engine dropdown allows you to choose between using different OCR engines. Scan2x is
supplied with two OCR engines by default. The iDRS OCR Engine is a world-class engine from IRIS, used
117
in products from companies like Canon, HP, Adobe, Panasonic, Samsung and LG. The Tesseract OCR
engine is a tuned variant of the open source Google Tesseract engine. For the use of either of these
engines there are no additional charges. Abbyy FineReader™ OCR Engine is an optional module for
Scan2x – if installed with your Scan2x licence this will allow you to choose Abbyy™ as your OCR engine
of choice for this job definition.
Your choice of OCR engine will then allow you to choose the language that you intend to recognize, using
the OCR Language dropdown. Unless you have a specific reason for using Tesseract or Abbyy, we
recommend you use the default iDRS engine setting.
118
Document Template Tab
The Document Template tab is the tab in which you upload a sample of the document that this job is
intended to scan. This optional step is only required if you plan to have Scan2x perform one or more of the
following functions:
• Metadata Population by OCR

• Zone Processing
• Image Post Processing
See the relevant subsections on each function for more information as to what each does.
You can upload a sample document (hereinafter called a ‘template’) by scanning it in using the Scan
Template Button, or you can import the template from an existing PDF using the Load Template Button. If
you wish to replace an existing template, please remove the original one before adding the replacement, by
using the Remote Template Button.
Multiple page templates are accepted, and you can step through the pages of the template using the
thumbnails displayed at left of the page image.
119
Document Zones
Document Zones are areas on the document that are defined to accomplish one of the following tasks:
Checking for a stamp, signature or similar mark on a document. If a zone is defined on a document in
which a rubber stamp, signature or some other essential mark is required for a document to be considered
as ‘valid’ or acceptable to enter the scanning process, then it is possible for Scan2x to test at point of
scanning whether that zone actually has a mark in it. It is NOT possible to verify the authenticity of that
signature or mark – only that a mark exists. In other words, that the defined zone is not empty. This can be
very useful when scanning documents such as delivery orders, invoices, bank cheques, contracts, etc, in
which signatures or other similar marks are expected to be in specific locations.
To send a specific part of a document to another job definition. There exist situations in which a
document is scanned in its entirety to go to destination ‘A’, yet we also require to send a sub-set of that
document (eg pages 2-5 only) to destination ‘B’. Scan2x can do this completely automatically using Zone
Definitions. By defining the sub-set as a zone within the larger document, it is then possible to direct a copy
of that Zone to a different job button, which we shall call the Receiver Job. In this example, the user scans
the complete document using a job in which the sub-set is defined as a Zone. Scan2x will recognize the
sub-set as being a separate zone and will send a copy of it to the receiver job, that will process it in the
background as though pages 2-5 were scanned through it in a conventional manner. More about this in the
Document Zone Definition section below.
This functionality has also been used to process application forms to which a photograph has been affixed.
In this scenario it is necessary to scan in colour in order to preserve the photographic data, but we do not
wish to retain a scan of the whole application document in colour due to storage and bandwidth
considerations. We therefore define a zone around the photograph. We then scan the document in colour,
extract the photograph using the Zone and send it to a job set up to handle and store the colour photo,
convert the application document to black and white using Post Processing, and send to destination.
Press the Manage Zones button to enter the Zone Definition screen.
120
Document Zone Definition
The above screen shows the definition of a document zone at bottom right, outlined in red. Zones can be
defined by clicking and dragging an area over the document template with the mouse – this will create a
fixed zone definition in terms of both size and position. Defining zones like this is enough for most
documents however it is sometimes necessary to define a zone of a specific size whose position is relative
to something else on the page – for example, a word or phrase.
To do this Scan2x uses Zone Anchoring.
Zone Anchoring
An anchor is a word or phrase linked to the defined zone position. By drawing a zone (the area outlined in
red above) and then defining a word or phrase (the words “Delivered by” highlighted in blue above),
Scan2x system remembers the relative positions of the zone to the phrase. During scan time Scan2x first
identifies the location of the word or phrase anchor, and dynamically sets the zone position relative to the
anchor. This allows for variations in position of the zone due to either variations on the document being
scanned or differences in paper pick-up mechanisms between one scanner model and another.
121
This function requires a Document Template to have been

imported before it can be used.
The Document Zone Definition screen is used to create Zones

within your document, name them and physically mark out their
boundaries.
Thumbnails of each page in the Document Template are

displayed at far left, and these can be used to switch between
the different pages of the document. On the right-hand side, the
Add New Zone and Remove Zone buttons allow you to add and
remove Zone definitions from within this job button definition.
Under the Remove Zone button is a Send Zone as a scan to
job dropdown. This is used to send the content of this zone to
the selected job in the dropdown.
To create a new zone, click the Add New Zone button and enter
a name for the new Zone. Use the scroll bars to move the
displayed page up and down so that the area you wish the zone
to cover is all displayed and draw a box around the area of the
page on screen that you wish the zone to encompass. If using a
touch-screen interface, the ‘draw box’ function on screen is
initiated by double-tapping in the screen in the position of the
top-left corner of your intended zone-box, and then dragging
your finger down and to the right to open the box around your
intended zone. If using a mouse, double click at top left of your intended box and then drag down and to
the right.
122
Post Processing Tab
This function requires a Document Template to have been imported before it can be used.
The Post Processing tab is used to define rules for Scan2x to follow after page images have been
received from the scanner. There is no limit to the number of rules that can be defined per document, and
each rule can be set to work on a single page or even a small part of a page within the document.
Rules can be defined to change or enhance the image received from the scanner, and you can choose as
to whether the changes are used only during the OCR process (i.e. not saved with the final document in its
final destination) or persisted through with the document to its final destination. To illustrate, consider the
following examples:
123
Document being scanned has Order Number in white overlaid onto a coloured background.
In this example, the Order Number we wish Scan2x to pick up for metadata purposes is printed in white on
a coloured background, and this can interfere with the OCR process to the extent that it becomes
unreliable. In this case we can define rules that will invert colours within a zone or replace the coloured
background only with white and the existing white print with black, leaving the reference text untouched in
the area surrounding the reference number. By doing this the OCR process will be presented with a black
and white image ideal for the optical character recognition process. We then choose NOT to persist the rule
changes and as a result the colour replacement is discarded following the OCR operation, thus preserving
the original document image.
124
Document being scanned is poor quality.
In this example, it is necessary to increase the contrast of the document post-scanning to enhance the
general readability due to the poor quality of the original paper. In this case, we can create a rule to
increase contrast and persist the changes on to the final document in its destination.
Press the Add New button to enter the Rule Definition screen for a new Post Processing Rule.
125
Post Processing Rule Configuration
Each Post Processing rule can be set up to process an entire page, or a section of a page. In the
screenshot above, the rule is set up to process only the area contained within the red box – this box is
defined by dragging the box with the mouse or finger from top left to bottom right. If you are using a touch
screen interface, double-tap the screen with your finger in the position of the top left corner of the intended
box. With a mouse, double click the top left corner. In both cases, then drag the box towards the bottom
right corner of the intended final box size.
The far left of the screen contains the controls for the rule. At the top is
a text entry area into which you can type a rule name. This is not
mandatory; however, this name will appear in the rules list on the main
Post Processing tab as described above – having a name to describe
each of several rules will help you to see what Post Processing options
you have selected at a glance.
The Preview Processing button is used to refresh the image following

adjustments you make to the rule settings. The refresh function is a
manual option to enable you to make multiple adjustments at one go
without having to wait for the Post Processing rule to execute each time
you adjust a setting. The Apply
To dropdown allows you to specify whether you want the current rule to
affect all pages in the document or whether you would like it to execute
on a specific page only. The Brightness and Contrast checkbox and
sliders are there to allow you to increase or decrease these settings
accordingly. The checkboxes need to be ticked for the sliders to
function and for the function to take effect.
The Save changes to final file checkbox allows you to specify whether
the document processing functions you set here are to be used during
the OCR process only (i.e. to ‘refine’ the area selected in order to make
the OCR process more accurate). If the checkbox is left unchecked, the
document processing changes will not be reflected in the final output
document. For example, if a Post Processing rule is set up that
changes yellow text to black and the ‘Save changes to final file’
checkbox is left unchecked, the final output document will contain
yellow text. If the checkbox is checked, the text will appear black in the
final document.
The Apply process after OCR function is used to apply the rule after the OCR process has completed,
normally when we require specific text on the document to be OCRed and then redacted (deleted or
blacked out) in the final document. An example of the use of this is the scanning of Identity Documents in
Germany, where law dictates that it is illegal to store ID Card scans showing the full Machine-Readable
Zone.
The Swap Colour function is used to swap out one colour on the incoming document with another
specified colour of your choice. An example in the screenshot below shows a rule that has been defined
with a zone (the red box indicated by the arrow) in which the Swap Colour option has switched all
occurrences of red to blue.
126
The checkbox and slider controls work in a similar way to the Brightness and Contrast. Clicking on the
colour boxes displays a dialog of standard colours to choose from, whereas the dropper button to the right
of each colour box allows very precise selection of the colour to swap out using the scanned document
itself. By clicking on the dropper and dragging it over the colour you wish to identify before releasing the
mouse, it is possible to choose the exact colour you need. This works for both the colour to replace and
with the colour to replace it with. The slider function controls the intensity of the colour swap function.
See the section on Post Processing in the Concepts section of this manual on page 65 for details of why
this might be useful.
The Black & White function applies an algorithm to the page, document or selected area in the rule to
convert it to a binary or monochrome image. Please refer to the section above for more information on how
this function can be used effectively.
The next four checkboxes enable you to apply various image filters that can help with specific document
types. These are explained briefly below.
Unsharp Mask. The "unsharp" of the name derives from the fact that the technique uses a blurred, or
"unsharp", negative image to create a mask of the original image. The unsharp mask is then combined with
the positive (original) image, creating an image that is less blurry than the original. The resulting image,
although clearer, may be a less accurate representation of the image's subject.
Edge Enhance. Edge enhancement is an image processing filter that enhances the edge contrast of
an image in an attempt to improve its acutance (apparent sharpness).
The filter works by identifying sharp edge boundaries in the image, such as the edge between a subject
and a background of a contrasting colour and increasing the image contrast in the area immediately around
the edge. This has the effect of creating subtle bright and dark highlights on either side of any edges in the
image, called overshoot and undershoot, leading the edge to look more defined.
Despeckle. removal positive and negative spots, smoothing edges.
Smooth. Runs image smoothing algorithms on the area of interest to remove random noise
Invert Colours. Inverts all colours within the zone.
Text, Barcode, QRCode stamping. It is possible to overlay a scanned image with text, barcodes or QR
codes. Content can be fixed or dynamic, based upon document metadata. This functionality can be used to
endorse a scanned document with, for example, the date scanned and the username or ID of the person
who scanned it. QR Code overlays have been used to mark each document with an encrypted reference
for secure compliance or simply to help automate downstream processes for customers. Any document
stamp created this way will appear in the defined zone as described above.
127
OMR Template Tab

Optical mark recognition (also called optical mark reading and OMR)
is the process in which hardware, software or both is used to capture
human marked data from multiple choice questions, questionnaires with
true or false fields, and all types of document forms.
Those types of "fields" (referred to as OMR Fields) occur in almost every

form, be it a standard tax or visa form survey, where you will have to
specify your gender, and whether you are employed or not, or multiple-
choice exam answer sheets where the OMR Fields are the dominant
and most important type of data on the form.
Pressing the Create New Template button or the Modify Template

button will create or edit an OMR template respectively. The OMR
Document Setup screen will open, and this will allow us to create a new
document definition or edit an existing one.
The OMR Document Setup screen

The initial OMR Template screen shows a list of questions that have been configured from the Document
Template – initially this will be blank. Click the “Manage OMR Settings” button to proceed.
128
Upon clicking the “Manage OMR Settings” button the following screen is displayed with the Document
Template on the right-hand side. For Scan2x to be able to interpret the marks on the page it needs to
understand where each mark is and what is understood by the presence or otherwise of a mark.
The left-hand side of the screen shows a list of questions if these are already configured. The document
template is displayed on the right and will be used to set up each question.
There are two ways of configuring this.
Firstly, indicate to Scan2x whether the spaces in which marks are expected (referred to as “bubbles”) are
indicated by circles or rectangular surrounds by selecting this in the “Options Shape” dropdown at top left of
the screen. If these bubbles are coloured, you can indicate to Scan2x what colour they are using the
“Options Color” tool by dragging the dropper into the page until you obtain a sample of the exact colour on
the page. This will help Scan2x with the detection of the position of each bubble during configuration.
TOP TIP: The optimal shapes for detection of OMR questions are circles or squares. Any other
shapes (eg ovals) are not recognised as easily.
OMR Configuration method 1 - Auto-Detect Questions

Not all document designs lend themselves well to auto-detection of questions. We recommend you try this
method, but if the format of the questions detected don’t reflect the real document then start again with the
manual configuration of the questions as described in the following section below.
To start Auto-Detect, do the following:
• Use the Select tool to draw a box around the area of the page on which the questions are printed.
• Press the “Auto-Detect Questions” button.
If questions are auto-detected Scan2x will display a zoomed-in image of the selected area with each
question option in green. Verify that all options have in fact been detected and confirm. Scan2x will create
each question with the options for each question.
129
OMR Configuration method 2 - Manually configure Questions

For each question, press the Add Question button and give the question a name. Each question created
will become a metadata field in the document saved by Scan2x.
A new question record will appear in the Questions list on the left-hand side of the screen.
Select the question in the list and press the “Manage Question” button. The following screen will appear.
Use the “Select” tool in the top middle of the screen to draw a box around the options for the selected
question and press the “Auto Detect Options” button at mid-left of the screen. Scan2x will try to detect the
number of options and determine their positions within the box you drew. If this process is successful,
Scan2x will display a zoomed-in image of the boxed area of the document with the detected options in
green. Verify that all options have been detected and confirm. Scan2x will create the options for you in the
“Options” grid at bottom left.
130
If the auto-detect process was not successful, then each question option can be configured manually. To
do this, follow the steps below. Firstly, press the Add Question button to begin the configuration process.
Then:
1. In the “Options” grid, type the letter “A” in the grey value column as at the figure on the
left. This creates a placeholder for the first option in the selected question.
2. Using the “Click” tool at top-centre of the screen (circled) and, using the
crosshairs, click on the first option of the current question on the
document. Scan2x will mark the chosen spot by drawing a red
highlighted box around the area to monitor.
3. Repeat Step 1 above for the second option for the selected question by choosing the second row in the
“Options” grid. You will notice that Scan2x automatically populates the column with a “B”, signifying the
second possible answer.
4. Repeat Step 2 to mark the position of the second answer option on the page. Again, Scan2x will mark
the chosen spot by drawing a red highlighted box around the area to monitor.
In the question configuration screen options grid in the following screenshot, the standard A, B, C & D
names for each question option have been replaced by custom names representing each possible answer:
Earth, Venus, Mercury & Mars. To customize the names of the possible answers for each question, just
overwrite them in the grid.
Finally, press the “Return to Document Setup” button to go back to the document screen.
131
Questions added will be represented in the grid at far left, as shown by the red arrow below. Selecting a
question will also get Scan2x to highlight the option positions as circled in the image below.
Once the OMR configuration is complete, it is necessary to add each question to the job metadata so
that answers can be stored with each document. To do this, go to the Metadata Tab in the Job
Configuration screen and hit the Insert all OMR Fields button.
TOP TIP: It is essential that templates are designed, saved and printed in the same size – i.e. If
the template is designed for A4 sheets then it must be printed on A4 paper with the printer
driver set to 100% size, not “fit to page” or “shrink to fit”.
132
Metadata Tab
The Job Metadata tab is where the metadata for documents to be scanned by this job is defined.
Metadata is data that provides information about the document that has been scanned. For example,
metadata for an invoice might include the invoice number, the date and the account number of the
client – it is data that uniquely identifies the document and/or aids in the retrieval of that document at
some point in the future. Scan2x organizes metadata into Fields, and these fields are defined in the
Job Metadata tab shown above.
Each metadata field can be set up to perform one of a number of possible tasks, from simple free text
data collection from the user, auto-population via OCR, ICR or OMR, auto-population via a Web
Service call or database query, selection by the user from keyword lists, or auto-population by Scan2x
from pre-defined values like date, UserID, IP address and more. These possibilities are selected from
the Default Type dropdown list shown above.
It is also possible to specify a default value for each metadata field. If no data is forthcoming from the
expected input (eg a user doesn’t enter any data, or a Web Service or database query returns no
data) then Scan2x will populate the relative field with the value specified in the Default Value column.
By ticking the ReadOnly checkbox for a metadata field, you specify to Scan2x that the user is not
allowed to make any changes to the value of this field at scan time. Any values populated by Scan2x
via OCR, Web Service or database queries or the execution of a VB Script will be unchangeable by
the user. Similarly, the Hidden checkbox specifies to Scan2x that it should not even show the field to
the user at scan time. This is useful when data is captured via Web Service query or database query
that is of a sensitive nature and should not be public knowledge yet should be used during the scan
process. Finally, the Mandatory checkbox specifies to Scan2x that the field must be populated before
the document can be saved.
133
Scan2x metadata field types explained
Field Type Description for use

Current Date Returns the current date at time of scan
Current Month Returns the current month at time of scan
Current Time Returns the time of scanning
Current Year Returns the year at time of scanning
Custom Allows for the population of this field by users’ manual entry or by optical
character recognition (OCR). If user entry is desired for this field, simply set to
Custom. To populate using OCR, click the Manage OCR Settings button.
Custom Boolean Like the “Custom” setting above, but limits entry to a true/false choice.
Custom Date Like the “Custom” setting above, but limits entry to a valid date entry.
Custom Double Like the “Custom” setting above, but limits entry to a numeric value with
decimal places.
Custom Integer Like the “Custom” setting above, but limits entry to an integer value (i.e. a
whole number)
Database Query Sets the field to be populated with the result of a database query. Selecting
this option enables a Database Query Wizard function that assists with the
connection of Scan2x to a database engine and the setup of an appropriate
query to return the desired results.
Email Address Returns the email address of the user logged in to Scan2x
Expression Sets the field to be populated with the results of a Regex expression.
(Regex) Selecting this option enables an Regex Builder Wizard button which helps with
the syntax when setting up expressions.
Expression Sets the field to be populated with the results of a VBScript expression.
(VBScript) Selecting this option enables an Expression Wizard button which helps with
the syntax when setting up expressions.
FileName Populates the field with the output document filename (in Jobs in which the
output is set to Path or Email).
FileName (With Populates the field with the output document filename plus extension (in Jobs
Extension) in which the output is set to Path or Email).
IP Address Populates the field with the IP Address of the PC running Scan2x.
Job DPI Populates the field with the resolution of the scan as set by the Job
Configuration.
Job Name Records the name of the Scan2x Job used to perform the scan.
Keywords List Selecting this option enables a Keyword List Wizard that allows for the setup
of a list from which the user will be able to select at scan time.
Local Daily Job Populates the field with a counter for the Scan2x Job. The counter resets
Scan Counter daily.
Local Daily Scan Populates the field with a daily counter for all scans on the day, irrespective of
Counter Job. The counter resets daily.
Local Job Scan Populates the field with a counter for the Scan2x Job. The counter DOES NOT
Counter reset daily.
Local Scan Populates the field with a counter for all scans on Scan2x. The counter DOES
Counter NOT reset daily.
Mapped Field Selecting this option allows for the population of the field from OMR operations
or scans of standard form data like ID Card, Passport or Bank Cheque data.
Number of Pages Writes the document number of pages into the field.
Original File Path Writes the path of where the original PDF document was found for processing.
Only applies to scans that PDFs or images as original documents.
Original Writes the filename of the original PDF document used for processing. Only
Filename applies to scans that PDFs or images as original documents.
Original Writes the filename plus extension of the original PDF document used for
Filename (with processing. Only applies to scans that PDFs or images as original documents.
Extension)
Scan Source Populates the field with the document source (eg PDF, scanner)
134
Field Type Description for use

Table Sets up the metadata field to receive data in tabular format – eg for invoice
line item capture. Only available in the full version of Scan2x.
Unit ID The name of the individual Scan2x PC that captured the document. Used with
Scan2x installed client on a PC in kiosk mode.
Username Populates the metadata field with the username of the person who was logged
in when the scan was executed.
Webservice Call Allows the metadata field to be populated with the result of a webservice call.
When this option is clicked a Webservice Call Wizard is activated that
facilitates the connection and configuration of the webservice call.
Scan2x places no limits on the number of fields you can create for a
document, however it is good practice to keep the number of fields down to
the minimum necessary. This is because it can become very time-
consuming to populate all these fields at scanning time (unless their capture
is automated in some way, as described later).
A metadata field is created simply by typing a field name into the Field
column of the metadata list, as shown on the right.
Capturing consistent, normalized tabular data from different documents
When a metadata field is defined as a table, it is possible to define columns with column names. This is
especially useful when capturing tabular data from different document formats.
Let’s take invoices as an example. Different companies’ invoices will be laid out differently and will have
differing types of tables for the line items on the invoice. Even columns containing the same information (eg
quantity, or item description) will have differing column headers. If our metadata table is left without a
definition, the table headings output as metadata when the document is saved will have the column names
as defined on the source document.
To ensure consistent column headers, Scan2x will allow you to define your own column names and you
can then map the columns off the invoice to your own columns. If you are using the metadata captured
from the invoices to import into a downstream application, having your tabular data normalized into one
standard table format is essential.
Click on the Define Table button in the Jobs Manager metadata tab – this appears when you select a
metadata field defined as a table. See the following screenshot.
135
When you click the define Table button, a grid appears like the one in the screenshot below. The shot
below shows the table definition for the Delivery Notes job included with the Scan2x demo.
Add columns to your column definitions by entering each one in the list, as shown.
Sorting. You can use this value to sort your table columns as required.
Field. Enter the name of your table column.
Type. Choose between “Custom” and “Expression (VBScript)”. Custom is the default – this will take the
OCR’ed data from the document exactly as read from the document. Using an expression allows you to
use VBScript to enhance or enrich the data OCR’ed from the document.
Map to OCR Column. Use this value to indicate to Scan2x which document column you would like to map
to your table.
Line Mode. You can specify how much of the data read from the document is to be inserted into your
column.
136
Manage OCR Zones

Metadata fields can be populated dynamically at scan time by getting Scan2x to read the text in a
predefined area of the screen. This is set up by clicking the Manage OCR Zones button in the Job
Metadata tab after the metadata fields have been defined. When this button is clicked, the screen below is
displayed, showing the Document Template loaded into the Job configuration as described under the
Document Template Tab section on page 119.
In the screenshot above, every metadata field defined in the previous step is listed at far right (circled in red
above). After clicking on a field that you wish to have populated dynamically, you are then able to use the
mouse to draw a box around the area on the document that you wish to have read by OCR. Upon releasing
the mouse, Scan2x will immediately attempt to read the area indicated, to show you whether or not it has
been successful – the result of the OCR process is shown alongside the name of the metadata field in the
field list, while the image that was read is displayed as an image crop at top right of the screen.
TOP TIP: The result of the OCR process is also copied into the Windows Clipboard, allowing you to
use it when defining the “Anchoring to text” function – just Paste the value into the Text Anchor
field, saving you having to re-type it. See below for more details on Anchoring.
Anchoring
When using the Anchor function to ‘pin’ the zone created to the position of a word or barcode found on the
page, it is possible for Scan2x to dynamically shift the defined zone to handle movement of the data of
interest between one document and another. For example, a field to capture the total of a list of line items
might move between one document and another depending upon the amount of line items on each
document. Anchoring the OCR zone to the position of the term “Grand Total” will allow the zone to follow.
137
The Anchoring function can be found on the far right of the Manage
OCR Zones screen for Metadata. Scan2x can anchor to the position
of a particular text value, the position of a barcode or that of a QR
Code.
To anchor to a piece of text, choose text on the page that you know
will always appear in the same place. Check the “Anchor this zone
to:” box and select the Text option. In the textbox, type the text that
you would like to anchor your zone to. Then, select the area of the
page in which you know the anchor text you have typed will always
appear. The page selection is important, as (a) the Anchor function
will automatically anchor to the first indication of the anchor text you
have specified. (b) by specifying a small area of the page, the
anchoring process is faster as Scan2x need only analyse a small part
of the page and not the entire sheet.
Repeat the same process for the bottom anchor if you would like the
OCR zone that you have marked to vary in height and width
dynamically. For example, if your zone ranges from the heading row
in a table of invoice line items you might want your zone to always
start at top left of the heading but vary in height depending on the amount of line items on the invoice by
anchoring to the word “Total” at the bottom.
Finally, select what you would like to happen to the value of your OCR zone should the Top or Bottom
anchors fail to find their anchor text values. The “Get value from default area” selection uses the size of the
OCR box drawn at definition time to define the OCR area. The other option tells Scan2x to leave the
metadata field unpopulated if one of the Anchor functions fail.
138
Zone OCR best practice
- Remember that during day-to-day scanning, paper documents will never be presented to the scanner in
the same position as when you scanned the document template. As a
result, you will find that Zone OCR will be much more reliable if you allow
for positioning error when drawing your zone box, by leaving white space
around the reference you are trying to read.
- If your document has pre-printed boxes on it, try to exclude vertical lines
from the zone to be read by OCR, as these can be interpreted as letters
or numbers.
- The default Scan2x OCR functionality becomes more reliable when it is
presented with a chunk of text to recognize, and not just a handful of
letters. For example, to OCR the invoice number in the document at right,
draw the box as shown – this will give the OCR engine enough characters
to work with, while keeping the box small enough to prevent slow-down of
the entire operation. See the next section for details of how to isolate the
invoice number from the rest of the text.
5. Optionally, specify
1. Select the metadata whether the zone will
field you want to configure move dynamically to
follow the data on the
page. See Anchoring
for more information.
2. Select the page to

create the OCR zone on
3. Select the content you

expect to find in the zone
4. Specify the lines of text

you want from the
information captured from
the zone.
Once a metadata field has been linked to a zone for OCR, it is possible to qualify the results that you
expect from the OCR operation by selecting one of the following options in the dropdown circled above:
139
Option Description
Generic (Default) The Generic setting accepts the entire text generated by the OCR process
Text Only Specifies that text is expected. The function therefore substitutes letters for digits
where applicable, to ensure accuracy. These substitutions include lowercase “L”
where 1 is read, “b” where 6 is read, “B” where 8 is read and “P” where 9 is read.
Numbers Only Specifies that digits only are expected. The function therefore substitutes digits for
letters where applicable, to ensure accuracy. These substitutions include 1 where
lowercase “L” is read, 6 where “b” is read, 8 where “B” is read and 9 where “P” is
read.
Decimals Specifying this option will tell Scan2x not to eliminate the period (“.”) and comma
characters from the captured text
Handwriting When using the iDRS OCR Engine, you can select this option to enable
handwriting recognition. Please read the additional guidelines below before
attempting to recognize handwriting.
Handwriting When using the iDRS OCR Engine, you can select this option to enable
(Boxed) handwriting recognition of boxed letters. This is text that has been printed with
individual letters in pre-printed boxes on a form. Please read the additional
guidelines below before attempting to recognize handwriting.
Barcode Drawing a zone around a barcode will interpret that barcode
QR Code Drawing a zone around a QR Code will interpret that QR Code
Barcode or QR Use this feature when documents could include either a barcode or a QR Code in
Code the same position. This has been used where a project to scan past documents
(on which barcodes were printed) together with current documents on which QR
Codes are now printed.
Data Matrix Data Matrix codes are a form of 2D barcode
PDF417 PDF417 are a form of 2D barcode, commonly used by the airline industry on some
boarding card formats.
MRZ (Machine Using the MRZ selection it is possible to instruct Scan2x to search an entire zone
Readable Zone) for the presence of an MRZ. Scan2x will automatically detect this data format,
isolate it from the rest of the content of the document and process it into its
component parts.
Table Scan2x can process data presented on a document in tabular form and split it into
rows and columns. This data is saved by Scan2x in XML format for further
processing by downstream systems. An example of the use of this functionality is
the line item extraction of data from invoices.
Table zones can be set to adjust their position and size dynamically on the
document to span content that is typically different on each document submitted.
For example, a batch of invoices may vary between those containing one-line item
and those containing multiple line items spanning many pages. Using the Anchor
functionality to allow Scan2x to automatically detect the start and end of the table
for each document, it is possible for Scan2x to accurately capture all lengths of
document automatically.
Once the expected result of the OCR process has been defined, it is also
possible to instruct Scan2x to keep the entire result or only a portion of it.
Selecting First Line Only in the drop box shown at right instructs Scan2x to
populate the metadata field with the first line returned by the OCR process
only, and discard the rest, while Last Line Only does the opposite. All in 1
Line tells Scan2x to put all captured text into one large string – this is
commonly used to capture addresses from documents.
Finally, checking the Remove All Blank Spaces instructs Scan2x to delete all
<space> characters from the OCR result. For example, the result “INV 1234”
will be converted to “INV1234”.
The OCR Rotation option allows Scan2x to OCR text that is printed vertically
up or down the page. This option is only available in the full version of Scan2x.
140
OCR the whole page puts all text on the page into a metadata field. This option is disabled if an anchor
has been defined for the chosen metadata field.
The Data Query Wizard
On setting a metadata field to type Database Query, the DB Query Builder button appears above the
metadata field definition grid, as shown below. Clicking this button will bring up the Data Query Wizard
which will help you create a database connection and query and then test your settings:
141
The Wizard will expect you to select the database server from the ones detected and displayed in the
Server dropdown. Once you have selected the server from the list, enter the name of the database you
wish to query in the Database field, together with a username and password for Scan2x to use to access
this database. A specific user with read-only permissions is enough.
Write the SELECT query in standard SQL format in the “Select Query” window and press the “Execute”
button. This will test your server, database and user settings and will try to run the SELECT query you
entered, displaying any results in the grey box at bottom right.
At top left is a list of metadata fields that you can use as parameters in the WHERE clause of your SELECT
query. For example, in the screenshot below there are two metadata fields displayed from the job currently
being configured. The select query below will return a value to use to populate the Test2 field, using the
value of the Filename metadata field:
SELECT <fieldname> from <tablename> WHERE <indexfield> = [Filename]
<fieldname> = the name of the field whose value we want to use to populate metadata field Test2
<tablename> = the name of the database table we are querying
<indexfield> = the field in the database table against which we are searching
[Filename] = the Scan2x metadata field whose value we will use to search the database with
Once we have results appearing in the grey Results box at bottom right, we can tell Scan2x to use this
value by setting the Display dropdown at bottom right.
142
VBScript Expression Builder
The VBScript expression builder allows for the building and saving of an expression, to be used at scan
time for the dynamic population of a metadata field.
By defining a metadata field as Expression (VBScript), you can use a subset of the VBScript scripting
language to determine the ultimate value of the field. The expression can either be manually entered, or for
those who are not totally conversant with VBScript, an Expression Builder is provided to help with syntax.
For reference, the Microsoft VBScript online reference can be found at https://msdn.microsoft.com/en-
us/library/d1wf56tt(v=vs.84).aspx.
The Expression Builder button appears when a

metadata field of type Expression (VBScript) is
selected. By clicking this button, you display the
Expression Builder window, described below.
143
The Expression Builder window is split into three sections:
- The top expression section, in which the expression is built;

- The bottom left tree, in which you can select between the Metadata, Function and Operator reference
lists;
- The bottom right list, in which the selected reference list is displayed.
By referring to the reference lists, you can build a VBScript expression to return a value; it is this value that
will populate the metadata field to which this script is linked.
144
Capture of tabular data in table format (eg invoice processing)
In Scan2x it is possible to define the OCR functionality of a metadata field as Table or Table With
Headers – for more information on how to do this, please see page 140. Once a table OCR zone
is defined, any tabular data found within the zone at scan time is formatted by Scan2x as a table,
reflecting the structure of the document being scanned. If the document has a table with six
columns, the resulting data following OCR will also have six columns that exactly match the
document.
While this is acceptable for some operations and documents, it is often necessary to ‘normalize’
the data coming from multiple document templates of the same type into one common format.
Let’s consider an Accounts Payable example:
When scanning creditor invoices from multiple different suppliers, it is normal that each supplier
will have their own invoice layout. Positions of data on the page will change from supplier to
supplier, and tabular data will change in both position and content – for example, ‘Supplier ABC’
may list each line item over six columns whereas ‘Supplier DEF’ may list each line item over nine
columns of data.
If Scan2x is to process each of these invoices to provide input to an ERP system, that ERP will
expect one common format of incoming data irrespective of which supplier invoice data is being
supplied.
Scan2x is able to handle this data normalization by allowing a metadata field to be defined as a
table, into which the standardized ERP format can be defined. A translation screen is then
available which allows for the transformation of each templates’ data format to that of the ERP.
145
Capturing values from unstructured text on a document

There are a couple of ways of using Regular Expressions in Scan2x. It is beyond the scope of this manual
to instruct on the use of Regex pattern matching. For more information about how to use Regex, please
see https://en.wikipedia.org/wiki/Regular_expression.
VISUAL BASIC SCRIPTING (VB Script)
It is possible to use VB Scripting to create complex text processing rules and functions directly within a
field, and these rules and functions will execute dynamically at runtime.
The GetRegexMatch function within the VBScript functionality exposes a huge amount of functionality to
extract values from unstructured documents. By using an OCR zone to capture an entire block of text and
submitting this to the GetRegexMatch function, it is possible to look for specific patterns anywhere within
the captured text and populate a metadata field with the result.
To illustrate this, consider the example of a generic Bill of Exchange with no fixed layout. If we set an OCR
Zone to capture all the text on each bill into a temporary metadata field, we end up with the following text:
Payment No 71
Contract Date 12/21/2016 amounting to 463.78 Euro.
On the 11/28/2022 pay for this Bill of Exchange to the order of John Doe the sum of four hundred and sixty-three euro and seventy-
eight euro cents. Value of good received which places to account as per advice.
To: XYZ Co Ltd
1, MAIN STREET
LONDON SW1
I/We accept and sign jointly and severally
_______________ _______________
XYZ Co Ltd John Doe
By using Regex pattern matching, we can instruct Scan2x to search for a pattern and extract values
irrespective of its position within the text. In the example below, we ask Scan2x to extract the Payment No
(in this case, ‘71’), by looking into the text contained within the temporary metadata field called TextStream.
In English, the function below says:
“Retrieve the digits (\d*) found between the text “Payment No.” on the left and “Contract” on the right.
146
REGULAR EXPRESSIONS HELPER WIZARD
For those not wishing to get into the complexities of VB Scripting, Scan2x has a Regex Wizard that helps
you create Regex expressions. It also links directly to an online regex teaching and testing tool called
Regex101.com.
This Wizard is activated by defining a metadata field as an Expression (Regex) type, as in the screenshot
below.
When a field of this metadata type is selected the Regex Builder button appears, allowing you to
go into the Scan2x Regex Builder wizard. This is illustrated in the below screenshot.
147
A link to the
Regex101.com
website, a great site
for learning how to
build Regex
Select source expressions.
metadata field
Source test data, on Where regular

which Regex expressions are entered.
expression acts
Preview of final
results, after matches
have been selected in Tree view of data
tree view at right matches retrieved from
the source text by the
Regex expression you
built. Use the
Helper menu of checkboxes in each
common regex match set to build your
tokens, used when final result
building Regex
expressions
By selecting the Source field from the dropdown of defined metadata fields, you define where the
unstructured text will come from. This will be used to run the Regex expression against. You may
also cut and paste sample text directly into the Source Text Content field, to use as you are
building your Regex expression.
At top right of the Wizard, there is a link to http://www.Regex101.com, a very helpful site that
can be used to build Regex expressions, that includes explanations of what each part of your
expression does. The link button automatically starts the website in a browser, prepopulated with
your test text and any Regex expression you already have in the Scan2x Regex Wizard.
148
Metadata Mapped Fields

Mapped Fields are used exclusively for jobs involving Optical Mark Recognition and are imported from the
OMR Template configuration. Jobs can contain other metadata fields that are not populated by OMR – for
example, to read values via OCR or barcode recognition.
By clicking the field highlighted in the screenshot above,
149
Keyword Lists for Metadata
It is also possible to set a metadata field as a Keyword List –

this is a pre-defined list of values from which the user must
choose at scan time. The list of keywords is set up by clicking
on the Keywords Setup button when a metadata field that
has been defined as a Keyword List is selected. In the
screenshot at right, we see the TotalDue metadata field has
been defined as a Keyword List, allowing us to select the
Keywords Setup button.
150
As an example of a Keyword List, consider the screenshot above. A list of four keywords have been
defined. In this example, users at scan time will choose between four options as defined in the right-hand
column Value to Display, whereas what will be saved to the document metadata is listed in the Value to
Save column at left.
It is obviously possible to have both columns contain the same information, so that the value that the user
selects at scan time is the value that is saved in the document metadata. The above example is designed
to show that it is also possible to have a “human friendly” value to display to your users while writing a
more machine-friendly code written to the metadata.
Metadata field types can be set to auto-populate by selecting values from

the Default Type dropdown in the metadata field definition list:
Type Value with which to populate metadata

field
Current Date Current date in the format set in Scan2x locale
Current Time Current time in the format set in Scan2x locale
Current Month Name of current month
Current Year Year in 9999 format
Username Name of the current user
IP Address The current IP of the Scan2x
Filename The document filename, without extension
Filename The document filename, including extension
(W/extension)
See the comprehensive MetaData Types descriptions on Page of this

manual.
151
Web Service Call in Metadata
It is possible to set up a metadata field whose value will

be determined by the result of a call to a web service
somewhere on the network.
This allows Scan2x to query virtually any type of system

and application to obtain metadata about a document.
The Web Service Setup button is visible when a

metadata field that has been defined as a Web Service
Call is selected, as shown on the right.
When the Web Service Setup button is clicked, the following wizard is displayed which allows you to define
a Web Service URL to call, together with a function exposed by that Web Service. Furthermore, you can set
up the inputs to the parameters required by the web service from metadata that has been collected from
the document via OCR, entered by the user or even obtained from other Web Services.
In the Webservice Setup tab, type the webservice URL, access username and password into the
appropriate fields for the webservice you wish Scan2x to access. Choose the type of webservice from the
choice of SOAP, REST POST and REST GET from the options on the right of the screen. Click the button
to test your entries and ensure that these will successfully make the connection to the webservice. If
successful, the Function dropdown will have populated with the methods exposed by the webservice you
have connected to. Choose a method from the dropdown. The parameters will be displayed (if relevant) in
the parameters box underneath the dropdown.
Your configuration can be tested with sample data using the Test Area tab, in which the result returned by
your webservice can be viewed and verified.
152
Temporary Metadata fields
Temporary Metadata Fields are placeholders for information to be used during the scanning process,
normally for use with VBScript functions, Web Service calls or database queries.
Fields defined as Temporary are not saved with the document but are only used during the scanning
process and are then discarded.
153
Metadata Field Validation Rules
It is possible to define one or more Validation Rules to control what is entered to describe a document.
Each metadata field can have one or more rules – for example, a date field might have the following rules
linked to it:
5. Date >= 1st Jan 2015
6. Date <= 31st Dec 2000
This will result in the metadata field displaying an error to the user if they try to enter a date in the range
between 1st Jan 2001 and 31st Dec 2014.
It is also possible to use a VBScript Expression as part of the validation process. Any validation
expression will need to return a Boolean result.
It is also possible to enter a Format validation – this definition mimics your required real-life format in an
easy to understand way. For example, your current invoicing number format is “IN 123456” – that is two
characters, a space and six following digits, then the Value column simply needs to contain “IN 123456”.
The Format command will take the “IN” to mean “two characters”. It will also interpret the “123456” to
signify six digits. Scan2x will therefore now only allow entry of two characters, a space and six digits.
Verification rules to limit the length of data in a metadata field, or to force the data to be numeric is also
possible.
It is possible to get infinitely more complex with validation by using the Regex setting. Regex is short for
Regular Expression, and is a standard parsing language all unto itself, used heavily for validation. It is
beyond the scope of this manual to instruct on the use of Regex pattern matching. For more information
about how to use Regex, please see https://en.wikipedia.org/wiki/Regular_expression.
154
Output Settings Tab

Scan to Default Path
The Document Settings tab is where the final document destination is defined. By selecting one of the
options at left (Scan to Path, Scan to Email, etc) you display the settings screen for the option selected.
Not all the options described here may be available to you on your installation, as some are only included
in a Scan2x licence as optional extra modules at a charge.
Most of the destinations selectable here include an option to Always send a copy of a saved scan to a
specific email address or the address of Scan2x user. If selected, this option will send a copy by email over
and above the main destination selected. This option can be used in several ways – for example
- automatic archiving of documents scanned via Scan2x,

- notification messages sent to Compliance, Finance, Legal departments
The Scan to Default Path setting saves documents to the Default Path as set in the Admin section – see
page 74. It is possible to choose the format for the destination document as in the dropdown shown above.
155
Scan to Path/Default Path
The Scan to Path destination option saves the final scanned, processed and indexed document to a
defined path. The Filename textbox is used to specify the filename to use by Scan2x when saving the file
into the specified destination. The filename entered here can be either an absolute value (for example,
“This is my scan”), or could have metadata variables specified to enable Scan2x to build the filename
dynamically from document metadata.
What are metadata variables?

Each scan job in Scan2x has several standard variables that can be used to build Dynamic Filenames,
and they can also be used in Dynamic Path settings. Standard metadata variables include the date in
various formats, the Job name and the user name. If the Job has metadata defined, each metadata field
will also be available for use when building dynamic filenames and paths.
The metadata fields dropdown is accessed by typing an ‘open square bracket’ character – [ - within either
the filename field or the path field. See illustration above. Selecting one of the items in the list will include it
in the textbox at the position of the cursor and this will be dynamically substituted at scan time by Scan2x to
dynamically create the filename and/or path based on the metadata values for the document.
156
Saving of Document Index data
When saving a document to a folder, there are a few ways to ensure that the metadata collected for each
document is saved with that document when using Scan2x.
The metadata can be stored in an XML structure alongside the PDF, in the same folder. For example, a
PDF file called “invoice1541.pdf” will also have another file stored alongside it in the same folder called
“invoice1541.xml”. This XML file will hold all the metadata collected for that document. An option to save to
“simplified XML” also exists for integration with very specific applications.
Scan2x can also use CSV to store one metadata file representing multiple documents, when saving into
the same folder. For example, a batch of invoice documents being saved to C:\scans will have their
metadata listed in one CSV file that can then be opened by MS Excel or any other application capable of
using CSV as a data source.
In very specific cases, having a freely-editable XML or CSV file stored alongside the PDF is not an
acceptable option from a security viewpoint – in theory, the XML or CSV file can be edited using a standard
text editor application and the metadata can be changed. To address this concern, Scan2x can also store
the document and its metadata in an SSF file. This is a password-protected ZIP file in which the PDF and
associated XML or CSV documents are stored.
The Scan to path settings box is where all these options are set up. The Save As dropdown allows you to
choose between the above three options, while the settings to the right control what Scan2x does if it tries
to save a document to a folder and finds that one with the same name already exists.
The Path textbox allows you to enter the destination path. You may enter the path using logical drive
nomenclature (eg “C:\SCANS”) or as a UNC path (Eg \\shared_server\shared_folder). In addition, you can
use the Browse button to the right of the textbox to browse to your desired destination folder. In order to
have dynamic folders, you are also able to add Metadata fields to the path in the same way as you can add
them to the Filename setting. For more information see the section above called What are metadata
variables.
The Add UnitID Subfolder to end of path checkbox is another form of dynamic folder in which Scan2x will
automatically add the Scan2x’s UnitID to the end of the path entered. You would use this in a scenario
where documents that are written to a folder by Scan2x are then automatically picked up by some third-
party service for final storage in some other system. The UnitID value would be used to (a) identify which
Scan2x on the network each document originated from, and (b) allow the network administrators the ability
to selectively set Read/Write permissions at a very granular level to ensure that documents scanned in one
Unit of the organization cannot be added, edited or deleted by another Unit.
The Fill Metadata from the value of a QR Code on the 1st page of the scanned document checkbox
enables specific functionality that quickly and automatically fills all document metadata from a QR Code on
the first page, if the structure of the data matches the metadata definition exactly. This enables very quick,
easy and secure scanning of documents into their destination as (a) the user is not required to check
anything as QR Codes include security checksums to ensure they are correctly read, and (b) ensures with
100% certainty that if a document does not have a valid QR Code, that the resulting scan will not be
processed.
157
Output document file types
When a compatible file destination has been chosen, Scan2x will prompt for the type of file to be output to
the destination. Choose from the file type dropdown menu as illustrated in the screenshot above:
Standard PDF is the default and represents a normal PDF document. A single-sheet PDF selection forces
Scan2x to save one page of the document for each sheet captured. TIFF files are image files capable of
saving multiple pages in a single document. JPEG and PNG files are industry standard image files
commonly used on websites. DOCX files are document files editable in Microsoft™ Word™.
Saving document metadata options are selected using the Save As

dropdown. The Document Only option ignores metadata that is not
saved as part of the path or filename of the final document. Both the
Document + XML Metadata and the Document + Simplified XML
Metadata save the document and an XML file with two variants of
XML layout. Selecting the XML Metadata or the Simplified XML
Metadata options will only save the metadata without saving the
actual document, and the CSV Metadata will save only a CSV file
without saving the document.
Selecting one of the metadata-only options described above will still

allow the actual document scan to be passed on to a downstream
job when combined in a workflow.
The Metadata Filename field allows for the definition of the XML or
CSV filename that will contain the document metadata. This filename
can be defined as dynamic (i.e. it changes for every document) by
using the square brackets function (‘[‘) to select a metadata field.
Alternatively, a static filename can be entered, in which case the
metadata will be appended to the same file in the case of a scan
batch.
158
Scan to Email
When a Job is configured to Scan to Email, any output from this job it sent directly to an email address.
It is possible to set the following options for the destination email address:
Function Description
Scan to own email address only This option will limit Scan2x user to sending scans to their
own email address only, as set up in either Active Directory
or the Scan2x’s own user list.
Scan to specific email address This option will ensure that any document sent by email via
this list can only be sent to the preset email address.
Scan to any email address This option will prompt the user for the destination email on
any document scanned through this job.
159
Scan to Printer
The Scan to Printer option simply allows Scan2x to be used as a photocopier, with the advantage that any
scanner connected to Scan2x can be used (including large format scanners) and that any printer can be
used as the output device.
Any physical printer represented by a logical printer driver on Scan2x can be used as output. Upon
scanning, the user will be prompted for the desired output device by a dialog box.
160
Scan to Therefore™
The Scan to Therefore™ connector for Scan2x allows for complete integration between Canon’s
Therefore™ Document Management System and Scan2x. By default, the job button will use the Scan2x
standard settings to connect to the Therefore system, however it is possible to direct a job to use different
credentials or even access a different Therefore installation or tenant if required. This is set up using the
options highlighted below:
A job that is configured to output documents to Therefore™ will automatically pull all metadata settings
from Therefore™ once a Document Category has been selected by the person setting up the job. In the
screenshot above, we see that the connector is prompting for the selection of a Document Category from
the list currently set up in this instance of Therefore™ Document Management.
For the Therefore™ connector to function, there must be a pool of Therefore™ user licenses set up for
Scan2x to use during the document saving process. For larger installations (i.e. 5 Scan2xs and above), we
normally suggest that several concurrent licenses are set aside in the ratio of one Therefore™ concurrent
licence per ten Scan2xs – this number is only a guideline however, as the actual number required depends
upon the size and nature of each installation.
Note: Metadata fields that added specifically by the administrator through Scan2x and are not added
automatically from the Therefore™ category selected will not be saved into Therefore™.
161
Scan to FileDirector™
Scan2x has a direct connector to Spielberg’s FileDirector™ DMS. The connection to FileDirector™ is set
up in the Admin panel (See page 86).
Use the dropdowns to select the Cabinet and subsequent Document Type that you wish to populate with
scans from this Job Button.
162
Scan to Microsoft Sharepoint/Office365™
Scan2x has a direct connector to Microsoft’s Office365™ cloud-based Sharepoint repository. The Server
URL is entered, following which a connection is established and the various dropdowns are populated from
the settings in the Office365™ instance.
163
Scan to Web Service
The Scan to Web Service function allows Scan2x to access and write a document to a web service. This
industry-standard protocol allows for communication between Scan2x and virtually any platform over both
internal and external networks.
By entering the Web service URL into the field above, Scan2x can access the web service definition to
populate the Function dropdown.
164
The Fill Metadata from the value of a QR Code on the 1st page of the scanned document checkbox
enables specific functionality that quickly and automatically fills all document metadata from a QR Code on
the first page, if the structure of the data matches the metadata definition exactly. This enables very quick,
easy and secure scanning of documents into their destination as (a) the user is not required to check
anything as QR Codes include security checksums to ensure they are correctly read, and (b) ensures with
100% certainty that if a document does not have a valid QR Code, that the resulting scan will not be
processed.
The web service Test Area tab allows for test parameters to be entered within the Test Parameters text
box for transmission to the web service by pressing the Execute button. The return result from the web
service (if any) is displayed in the text box to the right of the Execute button.
This functionality ensures that an administrator can test the communication between Scan2x and the web
service on the fly.
165
Scan to FTP Server
The Scan to FTP tab allows for the configuration of an FTP server as final destination for scans. This is
very useful in a scenario in which communication between Scan2x installed in an outlying location and the
central server is unreliable. It is a resilient and reliable form of file transfer and able to recover from data
communication failures in mid-transfer.
Type the FTP Server URL into the appropriate text box shown in the screenshot above, together with the
credentials required by Scan2x to be able to log in and write the files. Press the Test FTP Server
Connection button to test the connection on the fly.
Use the Subfolder text box to specify a particular subfolder for this job. Note that this subfolder can be
dynamically determined at scan time by using the metadata variables as described on page 156.
166
Scan to Database
The Scan to Database function in Scan2x allows for the definition of a job that will write output directly into
a Microsoft SQL or Oracle database. This is true for both metadata and the actual document.
To configure this, one must connect to the database server, then to the database and finally to the table to
be written into. The remainder of this example will describe the process for connecting to Microsoft SQL,
but Oracle is similar in nature.
Scan2x detects and lists all visible MS SQL servers and pre-
populates the Server dropdown. Select the server you wish to
connect to from this list. Then select the Authentication
method you wish to use, and if you have chosen SQL Server
Authentication, enter the username and password that Scan2x
will use to connect to the server. Press the Database
dropdown refresh button (see button outlined in red on the
screenshot on left) – this will attempt to connect to the server
and access the database. Select the Table Name using the
dropdown – press the refresh button alongside it if necessary.
If the connection is
successful, the columns of
the selected database table
will appear in the central grid
and it will be possible to
define what document
metadata goes into each
table column. Use the Value
dropdown to do this, as
shown in the screenshot at
right.
167
No Output option
The No Output option is used when a scanned document is not required to be saved in exactly the format
in which it was scanned.
For example, a 5-page document might have a colour photograph on page 3 that is required for security
reasons, however the entire document is not required to be saved in colour.
To achieve this, the document is scanned in full colour and passed to a Scan2x Workflow, which will then
extract the colour photo using a sub-job and pass the entire document to a second sub-job for conversion
to greyscale before saving. The original colour 5-page job output is then discarded by setting it to No
Output.
168
Document Splitting Tab
To make the process of scanning documents that much more efficient, it is often possible to place multiple
versions of the same type of document into the scanner in one batch and have Scan2x separate them
automatically into individual documents – for example, multiple invoices, multiple survey sheets, etc. To
enable Scan2x to determine where one document ends and the next one starts, we use the Document
Splitting tab.
To automatically split a document, Scan2x needs to understand what to look for in order to close one
document and open the next. This trigger could be a special “splitter” page, inserted between each
document in the batch. It could also be specific text in a pre-determined position on the page, the presence
of a barcode or QR Code, or simply by counting the number of pages.
Multiple splitting rules can be set up so that multiple split triggers can be set. Once entered, these rules can
then be set to trigger a document split when ALL are true, or when ONLY ONE is true using the dropdown
selector above the rule list. During the scanning process each splitting rule is checked in order of priority
and splitting will according to the setting chosen.
169
Adding a Document Splitting Rule

Press the Add New button to add a new splitting rule. The new splitting rule definition screen will open.
Select the type of splitting you require using the settings in the Split Scanned Document On section of
this tab.
Selecting an item in the OCR’d Metadata Field dropdown indicates to Scan2x that the focus of the split
condition will be the value of a metadata field populated via OCR. The Full Page OCR option is
recommended for use when searching for a particular reference anywhere on the page. Selecting the QR
Code, Data Matrix or Barcode options will look for a barcode or QR code anywhere on the page and will
split if found, irrespective of the content of that code – if you wish to split by a QR or barcode of specific
value, create a metadata field to read it, reference that metadata field using the OCR’d Metadata Field
option and create a condition using the Splitting Conditions as described below. The Every n pages option
should be used when documents being scanned have a fixed number of pages.
The Splitting Condition section determines the trigger that will split the batch. The Condition Indicates
section allows you to specify whether the trigger you set is expected at the beginning or the end of a
document, while the Splitting Options section allows you to select whether or not to remove the page that
caused the split from each resultant document – this is especially useful when using a dedicated “splitter”
page.
The Auto-save split documents function allows for the short-circuiting of the document vetting screen,
which displays the resulting document/s to the user after scanning but prior to saving. This short-circuit
function is useful when the documents being scanned have some form of 100% reliable indexing mark (for
example, a QR Code) that will be auto-indexed perfectly every time. It is important that this function is not
used when you require the user to check the metadata before saving.
If a dedicated “splitter” page is required, for insertion between documents to enable splitting of a batch at
scan time, there is a Splitter Generator button that will generate a splitter page when clicked. See
screenshot below.
170
Splitter Generator
The splitter page generated will appear as above, with a barcode centered on the page. The value of the
barcode can be customized by entering the required value in the Barcode Value text box as shown above.
Pressing the Generate button will display the finished page on screen so that it can then be printed or
emailed using the Print or Email buttons.
Checking the Include Readable Text check box will add a human readable form of the barcode value
underneath the barcode.
Putting a description into the Description/Notes text box will print the description onto the Splitter page,
making it easier for users to remember what to use this particular splitter page for.
171
Automatic Document Recognition (ADR) and Job Automation
Scan2x Automatic Document Recognition module, or ADR for short, is a clever engine designed for
automatic document classification and categorization tasks when scanning documents. It allows Scan2x to
identify invoices, checks, forms, orders, delivery notes, page separators or any kind of structured
document.
Consider incoming invoices from suppliers. While all the documents are of the same type - invoices – they
vary widely in size, design, format and the position of data within them. This makes automatic scanning and
indexing of these documents impossible without manually sorting them into individual suppliers first, and
then submitting them for scanning in individual batches.
It is important to understand and accept that a complete 100% success rate is unlikely unless some form of
machine-readable code is present on the document (eg barcodes or 2D barcodes) and this needs to be
kept in mind when designing processes around ADR.
There are two widely accepted methods of achieving this, and with Scan2x you will be able to use a
combination of both to achieve very high levels of recognition automation.
Job Automation
Splitting a batch of documents in a Job Automation group is equivalent to daisy-chaining each job’s
Splitting Conditions, one after the other.
When a batch of documents is scanned into a Job Automation group, each page is put through the Splitting
Conditions of each job within the group in turn. When a job’s Splitting Conditions are successful, the
document is split and considered to have been identified as a document as defined by that job. As each job
definition can handle different document layouts and Splitting Conditions can be defined very specifically,
this is an efficient way of splitting batches if we can be sure that content used for identification is always in
the same place.
172
Automatic Document Recognition
With ADR, Scan2x can examine samples of a document – eg an invoice from Carrefour – and learn to
recognize future Carrefour invoices, even if the invoices are for different products and the overall document
is not identical to others like it. By accepting different Carrefour invoices of different colours and quality,
Scan2x continues to learn and becomes cleverer at document recognition as time passes.
It is important to understand that only structured documents are recognizable in this way – documents that
are always of the same basic structure and layout, like invoices, purchase orders, forms, tickets, etc.
Unstructured documents like general correspondence and emails all look the same to the Scan2x
document analysis engine as it looks for structure, not content.
Document Fingerprinting
This is a function whereby the software looks at the structure of a document rather than the content. The
system does not look for specific words or patterns within the document content, but rather looks for
indicators of document structure; logos and their positions, tables, footers and shading. Document
fingerprinting works best for documents that are structured – forms, invoices and other documents of a
relatively fixed or predictable format.
Scan2x uses document fingerprinting in order to provide the first level of document recognition.
Document Content Analysis

Content Analysis involves the extraction of the text within a document image, and then the application of
searches within the text for patterns. This method lends itself particularly well to unstructured documents
like random correspondence and email, where document format is not used for document type
identification. If, however content analysis is used in conjunction with document fingerprinting, then this can
result in a very high success rate for structured document identification and classification.
For structured document identification with Scan2x, it is therefore possible to use fingerprinting technology
to provide a first-level document identification mechanism. This will allow the differentiation of documents
from, for example, one supplier and another. Once a supplier has been identified, a combination of OCR
zone text and a VBScript expression can then be used to identify the specific document type from that
supplier.
To illustrate automatic document recognition using Scan2x, we will use the example of Accounts Payable
to explain the ADR functionality and how to set it up. By Accounts Payable, we mean the scanning of
multiple supplier invoices in batches separated by Document Separators. More about Document
Separators on Page 171. Users will insert a Document Separator between one invoice and another and will
scan multiple documents from different suppliers as one batch. Each document will be of a different layout
and each may conceivably be of different document types – for example, one might scan supplier invoices,
delivery notes, remittance advices and other structured documentation together. Scan2x will use the first
page of each document to perform the Fingerprint Recognition function and will route each document to its
respective profile for indexing and processing according to that profile’s settings.
173
In order to set up document recognition in Scan2x, we follow a few simple steps:
1. Create a Job Button for every document to be recognized.

2. An ADR Group is then set up and all the profiles created in step 1 above are moved into it.
3. Submit document samples to the recognition engine for it to commence the Fingerprint learning
process.
Use ADR within Job

Automation to get
Scan2x to recognise
documents using
rules and
fingerprinting
technology
174
ADR Templates
By submitting samples of documents for each document type, we allow Scan2x to ‘learn’ about the
characteristics of each document type – logo position, if any; tables, if any; headers and footers, etc.
Scan2x refers to these document samples as ADR Templates. It is possible (and advisable) to submit more
than one Template to each document type as this allows Scan2x to fine-tune its internal definitions,
resulting in better recognition results during production scanning.
The ADR Templates tab below shows a list of all the profiles for the ADR Group, and it is possible to add
ADR Templates from this tab.
List of ADR
List of profiles Templates for the
included under this profile selected from
ADR Group the list on the left
The ADR Templates added here during the creation of the ADR Group will be used initially to recognize the
first batches of documents scanned. If only one Template is added for each document profile it is possible
that the first scan runs will not recognize a proportion of documents scanned, and so it is possible to assign
document types at scan time. These assignments are used by Scan2x to add to the Template list above,
thereby increasing its knowledge of each document profile.
175
Scanning Instructions Tab
For specific types of documents or processes, it may be desirable to display a custom photograph or
animated GIF showing users exactly how to present the document to the scanner.
One example of this requirement is the scanning of Identity Documents or Passports, in which the
orientation of the document when first presented to the scanner is important so that the MRZ (machine
readable zone) can be correctly interpreted.
To facilitate this, the Scanning Instructions tab allows for the customization of the “Ready to Scan” dialog
that is presented to the user just prior to scanning.
The same tab also allows for the inclusion of specific customized instructions to users – this can be typed
into the Specific Instructions text box, and this text will then be displayed above the customized photo or
GIF referred to above.
176
Button Settings Tab
The Button Settings tab allows for the customization of each Job and Group button in Scan2x. For each
Job button, you can change the background colour, the text colour and the button image. The button image
can be selected from a list of standard images included with Scan2x, or you can submit a custom image –
this can be a photo, an icon, a logo or any other image in JPG format.
The Get Image Average button attempts to set the button background by examining the chosen image and
using a similar colour to match it.
177
Security Tab
Each Job can have security settings linked to it so that only authorized users are able to use it. These
users can be identified by Scan2x based on their membership of Active Directory user groups, or via
Scan2x’s own list of internal users.
Only internal Scan2x users added to this list, or users who are members of Active Directory Groups in this
list will be able to see the button when logged in themselves.
178
Output Queue
At bottom left of the main Scan2x screen is a button labelled Job Queue. This button is visible to all, even
when no-one is logged in to Scan2x.
When pressed, this button displays the Scan Jobs Queue, a list of all scans that have been completed but
are still undergoing background processing or are still in the process of being saved to their final
destinations.
Normally, this queue will be empty, but there are several reasons why scan jobs will be visible here:
- Large documents that have been set to Full OCR. If a document with many pages has been set to
Full OCR, Scan2x will process each page in the background, converting each page to text as it goes.
This can take time on documents of 50 pages or more, or documents with finely-spaced text.
- Network connection to the destination. Scan2x is designed to be very fault-tolerant of its connection
to networks. If a document is destined to a network location, a web service or FTP server on the
internet, it will continue to function normally in the event of a network outage. Obviously, until network
connectivity is restored, documents will wait in the local Scan2x queue.
- Low network bandwidth. If Scan2x is set to save documents to a service for which there is low
network bandwidth (for example, a cloud-based document repository) then it may take some time for
large documents to be transferred. This will not cause any technical difficulties with Scan2x as this
process takes place completely in the background and will not affect users.
- Some form of error occurred when processing or delivering the document.
179
Output Queue Filters

When many documents are waiting for processing in Scan2x queue, it is sometimes necessary to filter the
list to your own submissions only, to find something particular. For example, transmission of outgoing
documents to their destination might have been unsuccessful due to some network-related error or
permissions problem. Alternatively, documents might be sitting in the Queue as ‘draft’, waiting for
intervention by the user due to the lack of some mandatory metadata.
By using the Filter buttons at top left of the Queue screen, it is possible to create the required filters.
180
Job Output History viewing
Scan2x maintains a full audit of all activities, even across Scan2x network (in the event of more than one
Scan2x on the same network).
By clicking the View File Scan History button at bottom right in the Job Queue screen, you can display a
filtered list of all activity by unit, by date, by user and by activity type.
181
User Job Queue using Queue Manager licenses
When the Scan2x Workload Server is installed or the Scan2x web server is installed, jobs scanned over the
web interface (i.e. on PC web browser + USB scanner, via ScanFront 400 or via iR G3) will be routed via a
user’s Job Queue. This allows users to capture documents on one device and view the scan preview +
metadata on another device before approving the scan.
One use for this would be for a user to scan client documentation in a meeting room with a client but then
review those scans and add further metadata from the comfort of their office with a large screen, keyboard
and mouse before approving the scan and saving.
it is possible for users with a Queue Manager licence to access their job queue over the web or their mobile
device. From the queue, users can see a list of pending scans, Save All, Delete All, preview and scan and
edit its metadata or delete individual scans.
Jobs can be set up to optionally bypass the users’ Job Queues and go straight to their destination. Any jobs
that then fail in the central transmission queue can be managed centrally by a user with Admin rights.
182
Web Service Integration with Scan2x
One of the Scan2x’s features is the facility to communicate with Web Services in order to allow integration
with third-party systems. The following are two Scan2x features to work with Web Services:
Scan to Web Service

Scan2x provides the facility to transfer the PDF document and the Metadata compiled during the scanning
process via a Web Service call. The file is transferred through a parameter of an array of bytes while the
metadata can be transferred as a datatable. It is also possible to assign single metadata fields to a
parameter.
Metadata Web Service call

The Metadata Web Service Call module will enable Scan2x to retrieve information from a Web Service
during the scanning process. Information received will then be assigned to a metadata field. This will allow
Scan2x to use metadata obtained by Zone-OCR from the document to retrieve extra information from third-
party systems, and then assign the retrieved data to the scanned document metadata.
Developing your Web Service

In order to develop your third-party Web Service, the following points must be taken into consideration.
Scan2x must be provided with a URL pointing to your SOAP or REST Web Service. For SOAP, Scan2x will
use the URL provided to discover the methods exposed by your Web Service and their respective
parameters. The SOAP Web Service module expects and returns the following primitive types:
Data Types
• Boolean
• String
• Byte
• DateTime
• Decimal
• Double
• Integer
• Long
• Datatable
Web Service parameters to and from Scan2x

An input parameter expected by your Web Service can be assigned in different ways by the Scan2x
system:
• A parameter can be assigned by any value extracted from the document by Zone_OCR,
• A parameter can be supplied by Scan2x user at scanning time by manually typing the parameter
into a metadata field,
• A parameter can be supplied using the PDF filename (which in turn can be generated by Scan2x
based on different criteria),
Scan2x can return all the Metadata in a Datatable format or even the PDF file itself represented in byte
array. File format will always be in PDF type.
183
Metadata Datatable Structure

The whole metadata table structure is sent to your Web Service when Scan2x saves the document via the
Scan to Webservice module. This table structure format is as below:
MetaDataName1 MetaDataName2 MetaDataName3 MetaDataName4 MetaDataName5
Value1 Value2 Value3 Value4 Value5
The metadata field names are represented in the Data Columns and the values will be placed as Data
rows.
Returned Value
A value returned by your Web Service in the Metadata Web Service Call module can be assigned to a
metadata field in order to be processed by Scan2x saving process.
Scan2x Reference Parameters

When a Web Service method contains one or more of the below referenced parameters as strings and are
not returned as empty strings, Scan2x will act depending on which parameter is not empty.
When this parameter is assigned with a value, Scan2x will display a warning with the value assigned as the
message
• Scan2xConfimationMessage
If a confirmation value is returned in the above referenced parameter, Scan2x will show a confirmation
dialog as soon as the call to the Web Service has been executed.
• Scan2xConfimationMessageOnSave
The above confirmation message will be shown when the saving process from Scan2x is initiated.
184
Troubleshooting
Scan2x is designed to be as stable and resilient as possible, however it is always dependent upon external
factors like network connectivity, database access, Active Directory performance and more. If issues with
Scan2x arise, it is important to be able to diagnose where the source of the issues are, in order to deal with
them quickly and effectively.
We understand that it is not always

possible for us to connect remotely from
our offices to help with problem-solving
due to security policies and so Scan2x has
a comprehensive troubleshooting mode
for administrators to help in identifying
issues that may occur. To access this
mode, log in as an administrator and hit
the Ctrl-Shift-TAB keys simultaneously.
The screen on the right will appear. By
clicking the red “Debug Mode” button, it is
possible to toggle debug mode on and off.
Debug Mode will automatically log each of

the internal processes of Scan2x to a
window that will appear. A screenshot of
the first tab of this window is reproduced
below.
By performing tasks in Scan2x while in debug mode, we can see exactly how long each internal process is
taking and how much memory is being consumed.
In the event of an issue, this information will be invaluable for us to be able to help diagnose the source of
the problem and provide solutions or recommendations for resolving the problem. To facilitate this, an
“Export To” facility at bottom left of the above screen facilitates the exporting of the debug information to an
Excel file or CSV text file, which then can be emailed to our support team on
support@avantechsoftware.com. In the interests of security, data confidentiality and transparency the
Excel or CSV file can be examined by your IT staff to verify that no user-related or document-related
information is being transmitted prior to sending.
185
We are also able to get a profile of memory consumption using the second tab in the debug window, as
below:
186
User Guide (Scan2x End Users)
Scan2x is designed with regular busy people in mind. Its touchscreen interface and click-button options
make it as easy to use as an ATM machine or a tablet. All the jobs are preset for easy management and
retrieval of documents. The user simply selects the job they'd like to scan, feed their paperwork through the
scanner and that’s it - the documents are automatically directed to their pre-set destinations.
Authenticating with Scan2x
To begin using Scan2x, you will be presented with the screen below and must identify yourself by entering
the pin number pre-assigned to you by the administrator or presenting your RFID contactless card. This will
give you access to the specific jobs you are authorized to do. Different users could have access to different
tasks depending on your work requirements. This will give you access to the specific jobs you are
authorized to do. Different users could have access to different tasks depending on your work
requirements.
After clicking the buttons on the touchscreen to make up your pin number, you
can then either select the green, check-marked button in the bottom-right corner
to enter it, or the red, X-marked button in the bottom-left corner to cancel the
number and start over. On entering the correct PIN number, the next screen will
pop up showing the variety of jobs you have access to.
If, for any reason, you would like to request a new pin number, click the "Request
new PIN" button on the bottom. If authorized by the administrator a window will
pop up asking for confirmation and stating the e-mail address the new pin will be
sent to. Either click the green button to enter and confirm, or the red button to
cancel the request. Clicking the green button will generate yet another window
confirming that the new pin Number will be sent to the e-mail address. This PIN
will be generated automatically, and you can access it from the mail Inbox.
It is also possible to authenticate using a USB RFID reader, as shown. To

use this method of authentication, present your card to the RFID reader that
your system administrator will have placed next to the Scan2x unit. If the
card serial number is registered in the Scan2x user database, login will be
automatic, and you will not be prompted for a PIN. Remember to keep your
card safe, as anyone who presents this card to Scan2x and scans will be
scanning documents into your system under your user name.
187
Choosing a scan job
Once you access Scan2x by entering your PIN number you will be presented with a window like the one
below. Here, you will be able to choose several options according to the jobs you are authorized to do.
A side panel on the left will display the time, a "Home/Reload" button that enables you to refresh the page
or go back to the home page, and a "Power Off" button.
The main window will display the Username, in the top left corner, together with a Logout button to
terminate your session. Below this is a grey panel which displays icons of the scanners connected to
Scan2x and one which allows you to import a document from a PDF.
These buttons are pre-programmed. Multiple scanners can be connected to Scan2x and you could have
the option to click on any scanner of your choice according to the job you need to perform. A specific job,
on the other hand, might not necessarily give you access to all the buttons in the display and might revert
to a particular scanner when you try to choose an alternative, thus requiring you to use one particular
scanner as opposed to another. This ensures there is no room for error and also moves job responsibility to
the administrator.
Once the scanner is selected, you can choose a job from the options in the window on the right-hand side.
The options can be various and can include different destinations depending on how they are pre-
configured and whether they are authorized. Some of the options may, or may not include; Scan to Email,
Scan to Folders, ID card or Passport scanning or simply, a job that is related, specifically, to your work, e.g.
scanning invoices which automatically get sent to a folder or destination.
You may also have the option to scan in batches, feeding the scanner multiple pages at a time. These will
go through the same pre-configured process.
If you are not scanning a document but importing it from a different source, then you will need to click the
"Import from existing PDF" button. If you are authorized to do so, the window will change to display the
folder that the PDF may be selected from. The display may show many existing folders or just one,
depending upon how the job has been configured by the administrator.
188
Importing of Multiple PDFs

It is possible to select one PDF from a folder, or multiple PDF’s. The PDF selection screen is reproduced
below:
The left-hand side of the screen shows all the folders available to you. The middle section shows folders
and individual PDF files. If you need to select one PDF file, select it and click the Import Selected button –
this will import the single PDF you have selected.
Use the black buttons to move documents back and forth between the middle selection window and the
right-hand list of selected PDFs. The functions of the black buttons are listed below:
Click this button to move the file highlighted in the middle file list into the list of selected
documents on the right-hand side.
Click this button to de-select a file highlighted in the list of selected documents on the
right-hand side. The file will be removed from the list of selected files – it will NOT be
deleted from the folder in which it resides.
The Up and Down buttons allow for the re-arranging of the order of PDF documents in
, the selected PDFs list, to ensure that the documents are processed by Scan2x in the
right order.
Use these buttons to move ALL documents in a folder into the selected PDFs list or move
, ALL the files out of the selected PDFs list.
Once PDFs are chosen and placed into the selected PDFs list, they can be imported by clicking the Import
Selected button.
189
The Scan Preview screen

Once a scan is completed Scan2x will take you to a screen like the one below. This will allow you to
preview your scanned documents before sending them off to their final destination.
On the left-hand side under the heading Scanned Preview your scanned documents will appear in
thumbnail form. As you click on the thumbnails one at a time, they will become highlighted and a full view of
the scanned page will appear in the main window.
If the scan needs some tweaking, adjustments can be made by clicking on the Advanced Tools bar above
them. This will create a drop-down window showing several options; from turning the page 90 or 180
degrees, to zooming, fitting to page, or even eliminating pages altogether. It is also possible to re-order the
sequence by dragging the pages around.
Documents that are scanned in large batches may be split into smaller batches or even single pages. This
can be done automatically, when Scan2x is programmed to recognise certain data or, if you are authorized
to do so, you can insert an authorized separator sheet in between each document group. This sheet will be
made available to you by your administrator.
The above screenshot is of a single document that has been scanned and processed. The left-most side of
the screen shows that only one document was scanned.
190
The above screenshot shows that a batch of documents was scanned and recognised into multiple
individual documents. Notice the left-most part of the screen now shows four individual documents.
Each of the multiple individual documents could be single-page or multi-page documents. The above
screenshot shows a single-page document – notice the red box highlighting just one page for the document
highlighted in yellow at top left.
191
A set of tools can be used to rotate, zoom and manipulate pages within the document. These are enclosed
in the red box in the above screenshot.
The right-hand side of the preview screen contains a number of command buttons and a list of metadata
collected for the document highlighted in yellow at top left.
192
By clicking inside one of the metadata fields, it is possible to get additional feedback. In the above example,
a metadata field populated from an OCR zone highlights the zone on the page and enlarges the section of
document being subjected to OCR processing.
For tabular data in a metadata field, this is represented by a button which, when pressed, displays the
tabular data in a grid as in the example above.
If you prefer to work with a larger window you can click on the Pop-out Metadata bar at the bottom of the
side panel. This will enable a larger central window overlay with the same metadata and values to be filled.
Once you are satisfied with your entries, you can either click the green Apply button to attach it to the
document or click the red Cancel button to remove the metadata window completely and return to the
Scan Preview screen.
193
demo set of documents ..................................................... 71

despeckle ........................................................................... 65
A Despeckle ........................................................................ 127
Detect Double Feed ......................................................... 116
Abbyy FineReader OCR Engine ........................................ 118 Discard Blank Pages......................................................... 116
Abbyy OCR Engine .............................................................. 88 document metadata .................................................... 54, 56
Accept Expired ID Cards .................................................. 116 Document Splitting ...................................................... 56, 57
access a web service .......................................................... 66 Document Zone ................................................................. 65
Accounts Payable ............................................................ 173 document zones................................................................. 64
Activate/Change Licence .................................................... 90 DPI ................................................................................... 115
Active Directory (AD) ......................................................... 81 drivers licences ................................................................ 116
ACTIVE DIRECTORY™ ......................................................... 47 driving licences................................................................... 54
Add UnitID Subfolder to end of path .............................. 157 drop out certain colours .................................................... 65
Admin Settings ............................................................. 72 Duplex .............................................................................. 116
Allow import from existing PDF ...................................... 113 Dynamic Path .................................................................. 156
Allow importing of multiple PDF files as a single scan ... 114
Allow use of ‘Import from existing PDF’ functionality........ 78
Animated GIF ................................................................... 176 E
Attestation ....................................................................... 116
Audit log ............................................................................. 51 Edge Enhance .................................................................. 127
Authentication ................................................................... 51 email attachment ............................................................... 67
Auto Deskew ................................................................... 116 Enable System Sounds ....................................................... 75
Auto logout after x minutes of inactivity ........................... 78 encrypted hash .................................................................. 51
Auto Rotate ..................................................................... 117 Excessive colour ................................................................. 65
Auto Update ....................................................................... 78 Expected QR Code value ................................................. 115
Export Group ................................................................... 105
Export Job ........................................................................ 105
B Expression Builder ........................................................... 143
extract information ............................................................ 53
Bank cheques ..................................................................... 63
Barcode .............................................................................. 59
batch .................................................................................. 55 F
blank out lines, boxes and other content........................... 65
Brightness ........................................................................ 115 file authenticity ................................................................ 51
File Verifier........................................................................ 51
FileDirector™ DMS ............................................................. 66
C folders ................................................................................ 67
FTP Server .......................................................................... 68
Check for updates on startup ............................................. 78 FTP Server URL ................................................................ 166
checksum ........................................................................... 51
classification methodologies .............................................. 54
Clone Job ......................................................................... 105 G
Color Dropout .................................................................. 115
Color Enhance .................................................................. 115 GetRegexMatch ............................................................... 146
Colour replacement technology ......................................... 65 Graphics (Display) tab ........................................................ 80
colour swap-out ................................................................. 65 grey backgrounds ............................................................... 65
Common Metadata ........................................................... 57 Group Memberships .......................................................... 47
Compliance ........................................................................ 51
Content presence testing ................................................... 65
Contrast ........................................................................... 115 H
corporate black-lists ........................................................... 53
CSV ................................................................................... 157 Hidden metadata............................................................. 133
high-security installations .................................................. 51
Hot-swapping scanners ............................................ 46
D
Data Matrix ........................................................................ 59 I
Deactivate Licence ............................................................. 90
Debug Mode .................................................................... 185 ICAO ................................................................................... 53
Default Scanner .................................................................. 74 ICAO Standard 9303 ........................................................... 61
Define Table..................................................................... 135 ID Cards .............................................................................. 53
definition of Zones ............................................................. 65 identify one document from another ................................ 65
Delete source PDF file when processing completes ....... 114
194
identity cards ..................................................................... 54

iDRS OCR Engine .............................................................. 117
O
Ignore MRZ Errors ........................................................... 116
image enhancement rules.................................................. 65 OCR .................................................................................... 56
Import Job ....................................................................... 105 OCR best practice ............................................................ 139
Imprinter Text.................................................................. 117 OCR Engine ...................................................................... 117
Individual Documents ........................................................ 55 OCR Language .................................................................. 118
Integration with Scan2x ................................................... 183 Office365........................................................................... 68
Invert Colours .................................................................. 127 Office365............................................................................ 87
Invert colours within a zone ............................................. 124 Office365™ ......................................................................... 66
OMR ................................................................................... 56
Open in Full View .............................................................. 57
Optical Character Recognition (OCR) ................................. 61
J
Optical Mark Recognition on documents ...................... 69
oversize documents ........................................................... 54
Job Name ......................................................................... 111
Jobs Manager ..................................................................... 57
P
K
Parent Group ................................................................... 111
passport documents .......................................................... 54
Keyword ........................................................................ 150 Passports ............................................................................ 53
PDF Compression............................................................. 117
PDF files available for import .......................................... 113
L PIN NUMBER ..................................................................... 47
point-of-sale receipts ......................................................... 54
Limit import from below Path ......................................... 113 Post-Processing ................................................................ 65
Local Override of Therefore Settings ................................. 85 post-processing rules ......................................................... 64
Logging ............................................................................. 51 Power Off Action ................................................................ 77
Preferred Source ............................................................. 113
Preview Processing.......................................................... 126
M Prompt user to scan more pages when scanning completes
..................................................................................... 113
Machine Readable Zone............................................... 53, 61
Magnetic Ink ...................................................................... 63
Magnetic Ink Character Recognition ................................ 116 Q
mandatory metadata ......................................................... 56
Mandatory metadata ...................................................... 133 QR Code ............................................................................. 59
Map to OCR Column ........................................................ 136 questionnaires ................................................................. 128
Merge into 1 Page ........................................................... 116 Queue email notifications .................................................. 79
Metadata ......................................................................... 133 Queue Manager .......................................................... 182
Metadata field types explained .................................... 134 Queue Manager licences ........................................... 45
Metadata Filename ......................................................... 158 Queue Priority .................................................................. 111
Metadata, CSV ................................................................. 158
Metadata, XML ................................................................ 158
MICR................................................................................. 116 R
MICR-enabled cheques ...................................................... 63
Microsoft SharePoint ......................................................... 87
Read Barcodes values on the 1st page of the scanned
Microsoft Sharepoint™ ...................................................... 66
document .................................................................... 115
MRZ .............................................................................. 53, 61
ReadOnly metadata ........................................................ 133
multi-page documents ....................................................... 60
Record Metadata in Scan2x ............................................. 111
multiple choice questions ................................................ 128
records of past scans.......................................................... 52
Reduce Bleed through ..................................................... 116
Regex ............................................................................... 146
N Regular Expression ................................................... 154
Remove All Blank Spaces ................................................ 140
National Identity Card documents ..................................... 61 replace the coloured background .................................... 124
Network Bandwidth Optimization ......................... 45 Require QR Code on the 1st page of the scanned document
Network Fault Tolerance .......................................... 45 ..................................................................................... 115
Normalizing tabular data ................................................ 135 RFID.................................................................................... 47
RFID contactless card ....................................................... 187
risk of typing errors ............................................................ 53
rubber stamp ................................................................... 120
195
Unit ID ................................................................................ 74
S Unsharp Mask ................................................................. 127
unstructured documents ................................................. 146
Saving of Document Index data ...................................... 157 Updates Path ..................................................................... 78
Scan Mode ....................................................................... 115 User activity actions ........................................................... 51
scan multiple documents ................................................... 56 Users & Authentication ............................................. 47
Scan To Database ............................................................. 167
Scan To Path....................................................................... 74
SCANNING ..................................................................... 45
security............................................................................... 52
V
security background patterns ............................................ 65
Sharepoint™ ..................................................................... 68 Validate scanned document as a Cheque ....................... 116
sharpen .............................................................................. 65 Validate scanned document as a Passport ..................... 115
silently send a job to an email address .............................. 52 Validate scanned document as an ID Card ..................... 115
Single document jobs ......................................................... 55 Validation Rules ......................................................... 154
Smoothing ....................................................................... 127 Value to Display ......................................................... 151
SOAP or REST ................................................................... 183 Value to Save .............................................................. 151
Split Documents ................................................................. 55 VBScript............................................................................ 143
splitter page ....................................................................... 60 visiting cards ...................................................................... 54
splitting by OCR .................................................................. 59
Splitting by Page Count ...................................................... 60
SSF .................................................................................... 157 W
SSL .................................................................................... 83
Start-up Demo Pack ........................................................... 71 Web Service................................................................. 152
Swap Colour ..................................................................... 126 Web Service parameters ................................................. 183
System requirements ................................................. 70 webservice ......................................................................... 56
WebService Call in Metadata ........................................ 152
T
X
TeamViewer Support ........................................................ 71
Tesseract OCR engine ...................................................... 118 XML .................................................................................. 157
Test SMTP Settings ..................................................... 82
testing for the presence of a signature .............................. 65
Therefore Document Management System ................. 84, 86 Z
Therefore™ DMS ................................................................ 66
Therefore™ Document Management System .................... 68 Zone Definition ................................................................ 122
thumbnail image ................................................................ 56 zone OCR ............................................................................ 64
zone OCR functionality....................................................... 56
Zone_IsClear property ....................................................... 65
U zoom in and out ................................................................. 56
UNC path .......................................................................... 157
196

Guide Utilisateur de Scan2x

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Guide Utilisateur de Scan2x

Uploaded by

Copyright:

Available Formats

Version 2.2.

Copyright © 2016-2020 Avantech Ltd. All Rights Reserved.

Scan2x Installation ..................................................................................................................................... 8

Local Settings Tab .................................................................................................................................. 74

Scan2x metadata field types explained ............................................................................................ 134

Data Types ........................................................................................................................................... 183

How to use this manual

This manual is split into four parts:

Prerequisites and Installation

Installation for different Scan2x versions

Scan2x installed on PC – kiosk mode

• 4-core Intel processor or better

Scan2x for Windows software installation

Review the licence agreement and press Next to continue.

Review the installation notes and press Next to continue.

Confirm by pressing the Install button.

Scan2x Server for browsers, Canon ScanFront 400 and Canon

Server component prerequisites

• 4-core Intel processor or better

On Windows IIS Server

o .Net Framework 4.5+ Advanced Services

On Windows client browser PC

Click on “Activate” to apply the new / existing web License.

Click On “Apply Changes” At the top Left of the Window.

For a new installation click on “Launch new installation Wizard”.

If you are updating to a new version click on “Update to latest version”.

The below message is displayed.

Installation Sections Explanation

Scan Web Server

Scan Web Client

Canon ImageRunner Advance Setup

Manual Server installation without Installation Wizard

Please follow the steps below:

Website Creation in IIS

Automated Scan2x deployment on Canon ScanFront 400 and iR Adv

DEPLOYMENT TO MULTIFUNCTIONAL imageRUNNER devices:

Follow the steps in the screen below, one at a time.

Local Intranet deployment to MFDs

Choose the device type from the menu below,

Then select NO when asked if your devices have internet access:

Use this screen if deploying to ten machines or less:

Scan2x Manual Setup for Canon ScanFront 400 network scanner

The following Administrator Settings page will be displayed.

Scan2x Manual Setup for Canon imageRUNNER MFDs

Scan2x on Canon MFDs runs in the MEAP Web environment.

MFD Setup through Remote UI – Using Canon Distribution Service (CDS)

Open the internet browser and navigate to http://[MFD-ip]:8000/sms

On left-hand side context-menu click on “To Register / Update Software”

Navigate to the portal of the ImageRunner (http://(<ip-address-machine>:8000)

If connecting the MFD to an in-house Scan2x web server:

If connecting the MFD to Scan2xOnline:

MFD Setup through Remote UI – Using Jar and License Files

Repeat the same procedure for the Service Provider Application.

The URL of the client should be set as follows:

If connecting the MFD to an in-house Scan2x web server:

If connecting the MFD to Scan2xOnline:

Follow-Me Scanning functionality

Offline Mode – Network Fault Tolerance

This feature is not available with Cloud SaaS applications of Scan2x.

Queue Manager licenses to access user’s Scan Queues

Network Bandwidth Optimization

Users & Authentication

ACTIVE DIRECTORY™/PIN NUMBER/RFID AUTHENTICATION

Authentication via integration with Microsoft Active Directory™ works as follows.