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Integrated Scanning introduction

Integrated Scanning overview

The PaperCut MF software application for Multifunction Devices provides secure Integrated ScanningIntegrated Scanning provides a secure, consistent, and easy way for users to scan documents to: their own email address, their own home folders, or other authorized email and folder destinations.. PaperCut MF Integrated Scanning offers a simple, one-touch scanning experience, providing the most common scan job settings, and a consistent interface across Multifunction Device (MFD) brands. You can easily control, track, and report on all scan actions on your devices using this scan control application.

You can use this scan management software to create scan actions that control the scan settings (such as allowing OCR) and delivery methods available to your users. These scan actions can be set up once and used across all supported devices, providing a consistent experience for your users. You can control access to each scan action at the user or group level. Users can select a scan action to quickly and easily perform scan jobs and charge the job to an account.

PaperCut MF can also generate XML metadata for scan jobs (including filename, date, and time) for Electronic Document Management (EDM) purposes. You can use this metadata to integrate scanned documents into your existing business systems. For example, you can set up your document management system to watch a network folder to which scanned PDF documents are delivered. When a new scanned file is added to the folder, the document management system can upload the file and the associated XML metadata.

Multifunction Device interface

For more information about which models are supported and the device requirements, contact PaperCut support.

Multifunction Device home screen

When a user logs in to a Multifunction Device that supports Integrated Scanning, the PaperCut MF home screen is displayed. This screen allows users to choose from the following:

Important:

The PaperCut MF home screen is not displayed if Integrated Scanning is not configured.

Integrated Scanning menu

When a user selects Scan on the Multifunction Device home screen, the following Scan Actions menu is displayed.

Users can securely scan and send documents (without additional authentication) to:

  • their own email address

  • their own network home folder

  • a specified email address

  • a network folder destination

  • a cloud storage provider

However, the options available on this menu are dependent on the scan actions you configure.

The default settings for the selected scan action are displayed. An administrator can select whether or not users can change these default settings. Scanning is very simple with these predefined settings; users simply need to click Start.

Implementation by example

You can set up multiple scan actions to suit the needs of different user groups.

Education site

Requirements

West Face University want to implement Integrated Scanning for both the teachers and the students. The teachers have their own networked home folders, but students do not. Teachers need to be able to scan to their home folder, their personal Google Drive folder, or to their school email address. Students should be able to scan to their school email address or their personal Google Drive folder.

Implementation

In this situation, you would set up the following scan actions:

  • Scan to home folder—only available to teachers

  • Scan to user’s email—available to all students and teachers

  • Scan to Google Drive—available to all students and teachers

You could set up a group for teachers and a group for students to easily assign access permissions. The user details for all users must include their school email address, and all teachers need a configured home directory.

Professional site

Requirements

SandComp is a large manufacturing company implementing Integrated Scanning. They want to streamline the delivery of scanned files to the HR and Finance departments. They use SharePoint as a Content Management System, which they use to store data. They also use Dropbox for storing their own personal files.

Implementation

In this situation, you would set up the following scan actions:

  • Email to HR—available to all employees and is delivered to a generic HR email address.

  • Email expense claim—available to all employees and is delivered to the member of the Finance team who is responsible for expense reimbursements.

  • Scan to home folder—available to all employees for their own purposes.

  • Scan to Dropbox—available to all employees for their own purposes.

  • Scan to CMS—available to all employees and delivers the scan job to a networked folder from which it can be uploaded to a Content Management System.

  • Confidential scan—available only to executives

The user details for all users must include an email address and a home directory.

Since the Scan to CMS scan action delivers scan documents that are uploaded to a Content Management System (SharePoint), this scan action needs to generate XML metadata.


Comments

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