Scan: workflow

A workflow carries out several steps automatically — scanning, renaming and filing in a folder, for example. Scan workflows collect scanned documents from a multifunction printer and process them further: the documents are processed according to predefined rules, recognition is carried out, and they are delivered to output destinations. With the corresponding licence, Docuflair can additionally present incoming documents for review and manual release before output.

Possible uses of scan workflows on multifunction printers:

• Reading documents with OCR
• Removing blank pages
• Searching for barcodes
• Generating metadata
• Redacting personal information automatically
• Changing colour models
• Producing documents for long-term archiving as PDF/A

You create and configure scan workflows exclusively through Docuflair Manager; the description is here.

Starting the application

The example above shows various scan workflows that you select directly on the Docuflair start page. Tap an icon to start the application.

Caution

In Docuflair you can configure individually which workflows appear on the start page. If a workflow is not visible, check the settings of the user application start page.

If a great many scan workflows are set up, an application can be displayed instead that lists every available scan workflow, for a better overview. Tapping Scan: workflows brings up the list of all available scan workflows — including those that are not shown as an icon of their own on the Docuflair start page. The Scan: workflows icon is not shown by default and has to be enabled explicitly, for all multifunction printers, for individual ones, or for particular users.

Using the application

The workflow scan application is simple to operate and shows only options for configuring the scanner at the multifunction device.

In the example above the file format cannot be chosen, because that information is typically already held with the workflow’s output (a storage location, an email address and so on). When the scan job is processed, Docuflair converts the document into the file format held there. Options such as colour mode and orientation, by contrast, are normally freely selectable, because they directly affect how the original is read and therefore the quality of the result.

Tap Scan to start reading the document. Alternatively, press the start button on the multifunction printer itself, where there is one.

Metadata

In certain scenarios, additional metadata has to be entered before scanning. For that you can define various input fields per workflow in Docuflair Manager. If at least one input exists, an additional Metadata tab appears on the display.