Adding Files Using the Scan Interface

If you have a paper document that you plan to convert into a PDF with Scan, you can add a placeholder in the Document location where the file should be uploaded after scanning. If you also generate a routing sheet for the document using Document and scan the routing sheet along with the document, the PDF will be automatically uploaded to Document when Scan processing is completed.

Important: For Document to detect the new PDF, the program must be set up to monitor the folder where Scan deposits completed files.

Note: If a PDF without a routing sheet is placed in a folder monitored by Document, the system displays a message asking if you want to add the file to Document. If you choose to add the file, the system will open the Add Files window so you can select the location and metadata information for the file. If you miss this initial notification, you can add the file to Document by right-clicking the file in the routing queue and selecting Add to Document.

To create a placeholder and generate a routing sheet for a document that will be scanned, do the following:

1. Open Dashboard, click Application Links on the navigation panel, and then click Files under Document.

2. Click Add Files in the Document Central window.
3. Select appropriate options in the Select entity and storage folder section.
   1. From the Entity type list, select the entity to be associated with the file.
   2. Enter the entity name. As you type, the auto-suggest feature will list possible matches.
   3. Select a Storage folder location. Select the ellipsis to open the Storage folder window, where you can select a folder from either Managed Storage or Extended Storage.

      Note: Extended folders are only available if your firm has configured the option for extended storage.

4. Select appropriate options in the Set file properties section.
   1. Select a class from the list. Classes are a way to categorize, organize, and set retention periods for files.
   2. Select a subclass from the list. The available subclasses are based on the class selected.
   3. Select a document type from the list. The items in the Document type list can be set up during firm setup or added later if new types are needed.
   4. Select the year from the list. The expiration and retention is calculated based on the class and subclass chosen.
   5. Select the Workstream project from the list. This option is not available if there are no projects for the selected entity or if the selected entity is not a client.
   6. Select the sensitivity level to be applied to the files. The sensitivity level is activated and configured during firm setup and displays the default setting, if activated.
   7. Enter any keywords to be associated with the files. Keywords can be used as search criteria to help locate the file at a later date. Keywords should be separated by commas.
5. Select appropriate options in the Options section.
   1. Select Permanent if the file retention should never expire.
   2. Select Archive if the file should be moved to archived storage.
   3. Select Show extended files in Document if the file will be saved in extended storage and should be visible to other users in Document.
   4. Select Publish to Portal if the selected entity has an associated portal and the file is to be published to the portal.
   5. If publishing to an associated portal, set the Portal edit mode to be either Read-only or Editable.
6. Click Add File to be Scanned.
7. Enter a name for the document to be scanned in the space provided.
8. Select the box next to the routing slip name and click Upload Selected Files.
9. Once the Routing Slip window displays, click Close to exit the Add Files window.
10. Click Print to print the routing slip.
11. Scan the routing slip with the document or give the printed routing slip to the person who will perform the scan. When Scan processing is complete, the file will be uploaded to Document automatically.

Note: The placeholder displays with a Printer icon until the document and routing slip are scanned. After the document and routing slip are scanned, the file displays with an Adobe PDF icon.