Scanning

Scan Management

MyQ Scan Management provides the unique feature of scanning profiles. Thanks to this feature, the look and function of the embedded terminal action buttons can be configured and defined. Each button may have a different function, one or multiple and/or predefined parameters (such as resolution, color, duplex, orientation, size, etc.).

Users do not have to set those themselves. A simple tap on the scan button (which has been already set with parameters, destination, and functions) and the scanning process starts.

This considerably simplifies the network scanning on multifunctional print devices, as you can specify the scanning behaviors. These buttons can be set for specific printers and/or specific users (or group of users). MyQ can also limit users’ access to the default device panel functions.

Thanks to special metadata that can be generated with the scanned file, the system may be connected to the document workflow system (DMS), the company may be using. Metadata is information about the document itself such as author, organization’s name, version, parameters and more. As a result, different users with the same button can have a different, personalized output.

Scanning Profiles

MyQ offers various scanning profiles addressing the most essential destinations in today’s business needs:

• Folder: A specific predefined folder or a choice of folders.

• User’s scan storage: The scanned document is stored in the scan storage set in their MyQ user information.

• User’s email: The scanned document is sent to the scanning user's email address.

• Email: The scanned document is sent to multiple recipients with a predefined or variable email subject & message.

• Secured Link: A unique MyQ feature, where the user receives a link via email to download the scanned document or simply download it from their MyQ web interface. Another use of this feature can be important in an environment where the IT department has a set limit for email attachments; if this feature is set and the email attachment exceeds this limit, the scan is delivered as a secure link.

• Cloud storage: The scanned document can be stored to the most common public Clouds on the market: OneDrive, OneDrive Business, Google Drive, Box.com, Dropbox, SharePoint Online, Amazon S3

• A Custom destination, FTP and Fax Server are offered as additional possibilities to
  cover business needs for IT teams.

To personalize the process, before scanning, users can easily change the parameters of:

• Resolution

• Color scale

• Format

• Duplex or Simplex scanning options

• Continuous scan (when enabled, scan jobs are not sent until “Finish” is tapped)

• Scan separation, each page in a separate file, or all together in one file

• Original image

• Original Orientation

• Level of density

• Size of the scanned output, such as A3, A4, B5, B6, Folio, etc.

• Mixed size for automatic paper size recognition

• Skip blank pages in the scanned document

Furthermore, the users can release the full potential of MyQ with custom scanning parameters. This customization can be very useful, e.g. the administrator enables their users to select the scan destination through a list of users. These parameters can be associated with:

• text parameter (multiple possibilities: file name, address, subject, etc.)

• password (to access their shared folder)

• answer to Yes/No (e.g.: the user can provide an answer if the scan is private or if it should be archived)

• MyQ Users (selecting scan recipients from a list of all MyQ users)

• Codebook (codebooks can be set to represent different options (e.g. list of departments, list of users, list of document types etc.) that user can select during scanning)

• user properties (email, phone number, etc.)

• device properties (Brand, model, etc.)

OCR

OCR (Optical Character Recognition) is a widespread technology used in order to recognize text inside images, such as scanned documents and photos. The OCR technology is used to convert virtually any kind of images containing written text (typed, handwritten, or printed) into machine-readable text data.

As standard, scanned documents by MyQ are converted to a searchable PDF, but editable format output is a functionality which might be purchased as part of the MyQ solution, or you can employ a third-party application.

• The integrated MyQ OCR engine, Tesseract, offers the traditional and universal PDF or PDF/A format, probably the most common format for exchanging documents on the Internet.

• With the optional ABBYY engine, you can extend the possibilities of recognition to more languages, more output formats such as office formats (docx, xls, xlsx, odt, pptx) on top of the PDF and PDF/A formats. ABBYY is recommended for demanding recognition environments, concerning speed of process, accuracy
  (percentage of character recognition) and additional languages.

• MyQ also offers the option to use an external OCR engine, but it must be based on hot folders processing and should not change the document's name.