EditPurpose
To review scanned and uploaded documents and store them in the SalesdeskSuite database.
EditLocations Used
Documents
EditOverview
The SalesdeskSuite application provides a way for you to have an
electronic filing system. Files can be uploaded from your computer or scanned using a
Scan Module, from either a local or remote site. Once the document has been uploaded or scanned into SalesdeskSuite, it must be processed before it can be stored in the SalesdeskSuite database. During processing, you will enter information about the document that will allow you to store and search for the document in an efficient manner. Files are stored in PDF format in the SalesdeskSuite database.
The first thing you need to do before documents can be entered into your electronic filing system within SalesdeskSuite is set up your document groups. These groups are used to define categories for the documents that will be scanned/uploaded and stored on SalesdeskSuite. For each group, you will also specify field names, or meta data, for the documents in that group to be used for storing and searching of those documents. Refer to the section
"Control Panel - Document Groups" for more information on this topic.
Once you have set up your document groups, you can scan or upload files to store in SalesdeskSuite. Refer to the section
“Documents: Upload” for more information on this topic.
The uploaded files are then ready to be processed, in other words reviewed and stored in the SalesdeskSuite database.
EditView Documents to Process
On any of the SalesdeskSuite pages, you will see a box on the right side of the page called
Pending Process List. This box shows the number of documents that have been uploaded and are waiting to be processed and stored into the database.
To view this list of scanned and uploaded files that are waiting to be processed:
a. Click on the link "# documents pending" in the Pending Process List box; or
b. Make the menu selection Documents⇒Process from the main menu bar.
You will see the Pending Process list.
On the Pending Process list is each document group name followed by a number in parentheses that indicates the number of documents for the group waiting to be processed. Click on a document group with pending files, for example
"Completed Work Order". The display will be updated to show the list of files waiting to be processed:
 Process Documents - pending files |
1. Select a file to process by clicking on its name.
The Document Processing page will be updated to display the scanned or uploaded document with several controls, similar to Adobe Reader, that allow you to view, print, save, and scroll through the document.
 Process Documents - details |
2.
Verify that the scanned document is in order.
Examples of things to look for:
• Make sure all the data is readable. For example, verify that highlighted data on the original document is not a solid black line on the scanned document.
• Make sure the pages for the document were scanned properly. For example, sometimes a page feeds through the scanner at an angle and not all the data is included in the scan.
• Make sure the document is complete. For example, make sure all the pages of the original document got scanned – sometimes pages stick together through the scanner.
3.
Enter values for metadata.
This data is used for storing the document in SalesdeskSuite and performing searches for that document. The metadata is defined when setting up the document groups.
Any field with a “*” indicates that you are required to enter a value. The input fields for the metadata may vary for documents in other document groups. Values to enter for the input fields can be obtained from the scanned document or from other paperwork you may have pertaining to that document.
4.
Click on the appropriate icon to process the document:
SAVE: Click on this button to save the document and store it in the SalesdeskSuite database along with the metadata associated with it. The metadata will be used to search for this document in the future. Refer to the section “Documents - Search” for more information on this topic.
SAVE & CONTINUE: Click on this button to save and store this document as above. If there are other documents to be processed, the next one on the list will be displayed.
CANCEL: Click on this button to cancel processing the document. Any metadata entered will be discarded, and nothing will be done with this scanned document. It will remain in the system and on the Pending Process List for processing at a later time.
DELETE: Click on this button to delete the scanned document from the system. It will no longer appear on the Pending Process list and will be removed from SalesdeskSuite.