Question

Breaking apart batch scans using some kind of mark

Scanning Workflow Quick Fields

Updated July 1, 2014

asked on June 27, 2014

We are about to start a workflow project for AP. I am wondering what process anyone has used for marking where the batch scan needs to be broken apart. I think the official answer is to use cover sheets, but that seems like a huge waste of paper. We had thought about using a rubber stamp, however I'm not sure in practice how accurate that could be as they can not stamp perfect every time. Also thought about stickers. Just looking for what has worked or not worked for others. These are all different invoices, so there is nothing on the paper to rely on to break apart, something has to be added by hand.

0 0

Answer

SELECTED ANSWER

replied on June 30, 2014

We set this up a lot! Quick Fields is the answer here! Separator pages is a good way to split up documents and can also be used to 'class' the documents, the down side to this though is the time it takes to insert them, the amount of paper it produces and the time it takes to get them all out again..

A far more effective way is to produce bar-code stickers to split the documents. This bar-code can also contain the client number or document type which can also be used as part of a lookup within QF. Again the down side to this is the cost of having to buy the bar-code option for Quick Fields (which you don't need for the separator sheets).

Hope this helps!

0 0

Replies

replied on June 27, 2014

The down side of applying a stamp, sticker, or label to the first page to mark it is that it permanently changes the official document. Using a slip sheet does not change the document and if needed, can be pulled back out and re used at a later time.

Another thought is to scan duplex and turn page 1 over, putting your mark on the back side of page 1 (but since page 1 is turned over, the mark is on page 1). Then set up page removal to remove the mark.

1 0

replied on June 27, 2014

Joel,

I have used separator pages and workflow to break large bundles down. The separator pages contain unique text and once the bundle has been OCR'd I step through the pages looking for the specific separator page text and break the bundle at each separator.

The number of separator pages needed is finite as you only need enough to process a bundle at a time and then remove them after scanning. In some deployments we have used lightly tinted paper to facilitate pulling the separator pages after scanning.

As you mention; since you are going to have to manually add the stamp/sticker anyway then the time to insert separator pages will be a wash.

The final thought is you are intent on the sticker idea is a barcode label with unique embedded text. QF can read the barcode, interpret the text, and break the bundle as necessary. As Bert mentions though, you are permanently changing the document that will stored in LF.

1 0

replied on July 1, 2014

Hi Joel,

If your question has been answered, please click the "This answered my question" button on the response.

If you still need assistance with this matter, just update this thread. Thanks!

0 0

You are not allowed to follow up in this post.

Question

Question

Breaking apart batch scans using some kind of mark

Answer

Replies

Sign in to reply to this post.