MDP Use Cases & Best Practices

MyQ Document Processor (MDP) extends Easy Scan with advanced document-processing capabilities. This page describes common scanning use cases and provides recommendations for configuring MDP-connected scan profiles.

Administrators configure these options on individual scan profiles. Once configured, processing occurs automatically when users scan documents with the profile.

Quick Reference

Scanning Use Cases

Splitting a Scan into Separate Documents

When users scan a stack of pages, MDP can automatically split the output into separate files. This produces one file per document instead of one long file that must be divided manually.

Split by Page Count

Best for: Batches in which every document has the same number of pages, such as a stack of four-page contracts.

How it works: Configure a page interval on the scan profile. For example, an interval of four pages creates a separate document from every four scanned pages.

Split by Barcode or QR Code

Best for: Mixed batches containing documents of different lengths, such as invoices, HR forms, or incoming mail. A barcode identifies where a new document begins, so users do not need to count pages or scan each document separately.

You can use barcode splitting in two ways.

Option 1: Barcode on a separator page

1. Place a barcode separator sheet before each document in the stack.

2. Scan the complete stack.

3. MDP starts a new output file whenever it detects a barcode that meets the configured requirements.

4. Depending on the scan profile configuration, the separator page is either included in or excluded from the output.

Option 2: Barcode on the first page

1. Ensure that the first page of each document contains a barcode, or attach a barcode label to it.

2. Scan the complete stack.

3. MDP starts a new output file whenever it detects a barcode that meets the configured requirements.

Barcodes that are smudged, too small, damaged, or poorly printed might not be detected. If a barcode is not detected, the affected pages might be joined to the preceding document or otherwise grouped incorrectly.

Grouping Documents by Barcode

Best for: Related pages or document parts that carry the same barcode and must be delivered as one file. For example, several parts of an order might all contain the same order barcode.

How it works: Enable barcode splitting and the grouping (append) option on the scan profile. MDP combines pages with the same barcode value into one output file instead of delivering each barcode-separated part as a separate file.

Example: Three scanned document parts contain the barcode ORDER-5521. Without grouping, MDP creates three separate files. With grouping enabled, MDP combines them into one file. Pages without a barcode are grouped with the preceding page that contains one.

Skipping Blank Pages

Best for: Removing unwanted blank pages, such as the blank backs of single-sided documents scanned in duplex mode.

How it works: Enable blank-page removal and select a paper profile that matches the documents being scanned. MDP then detects and removes blank pages before delivering the output file.

The following paper profiles are available:

• Standard paper

• Standard paper – staple

• Standard paper – punch

• Eco paper

• Eco paper – staple

• Eco paper – punch

Select the profile that best matches the paper being scanned. An unsuitable profile can cause near-blank pages, such as pages containing a faint stamp or a single line, to be removed. It can also cause pages with background markings to be retained when they should be removed.

If blank pages are regularly detected incorrectly, review the selected paper profile.

OCR Output Formats

When MDP processes a scan with OCR, the selected output format determines how the recognized content is delivered. Each format serves a different purpose.

Searchable PDF (PDF/A)

Use it for: Retaining the scanned appearance while making the document searchable and suitable for long-term archiving.

How it works: The scanned page image is retained and an invisible text layer is added. Users can search, copy, and index recognized text without replacing the page image with reconstructed content.

Choose PDF/A when: Visual fidelity, searchability, or long-term storage is more important than editing. This is the recommended format for most scanning profiles.

Plain Text (TXT)

Use it for: Extracting text without formatting or layout.

How it works: Formatting, page layout, and images are discarded. The output contains only the recognized text.

Choose TXT when: Only the textual content is required, such as when passing recognized text to another system. TXT produces the simplest output file.

Word Document (DOCX)

Use it for: Turning a scanned document into editable content.

How it works: MDP reconstructs the recognized text, images, and layout in a Word document. Differences in spacing, line breaks, formatting, or positioning are normal.

Choose DOCX when: Users need to edit or reuse content from documents such as letters, reports, or contracts.

Excel Spreadsheet (XLSX)

Use it for: Scans containing tables, forms, or other content arranged in rows and columns.

How it works: MDP reconstructs the recognized content and tabular structure in a worksheet.

Choose XLSX when: Users need to work with scanned tabular content as data. For primarily narrative content, such as letters or contracts, use DOCX instead.

PowerPoint Presentation (PPTX)

Use it for: Scanned content that originated as presentation slides or must be edited as a presentation.

How it works: MDP reconstructs the recognized text, images, and layout on presentation slides.

Choose PPTX when: Users need to continue editing the scanned content as a slide deck.

Best Practices for OCR Profiles

Use the Print Server Languages as a Starting Point

When configuring an MDP OCR profile, use the General language and Additional languages configured on the MyQ Print Server as a reference. These indicate the languages commonly used by your organization.

Check the configured languages in MyQ > Settings > General > Additional Languages, and then select only those expected in documents processed by the profile.

Use as Few Languages as Possible

OCR accuracy is highest when the profile includes only the languages present in the scanned documents.

The OCR engine compares recognized characters and words against each selected language model. Selecting unnecessary languages can reduce recognition accuracy and increase processing time.

When configuring a profile:

• Select only one language when documents are consistently written in that language.

• Do not enable additional languages “just in case.”

• Enable multiple languages only when documents processed by the profile genuinely contain them.

• Consider creating separate profiles for documents in different languages.

Use PDF/A by Default

For most scanning needs, Searchable PDF (PDF/A) is the appropriate default format. It retains the scanned page image while adding a searchable text layer.

DOCX, XLSX, and PPTX reconstruct recognized content in an editable format. Their layout can differ from the scanned document and might require additional formatting. TXT retains only the recognized text.

Use an editable format only when users need to modify or reuse the recognized content.