PaperCut MF Integrated Scanning allows you to prompt users for input at the panel of the device when scanning files, which can then be included in the scan metadata or used to configure a custom destination like an email address.
What are some practical applications?
- Capture detailed information like invoice numbers, student IDs, or document details as scan metadata.
- Have users enter a fax number when delivering scans through an email-to-fax gateway service.
- Let users enter a custom destination email address while scanning.
By leveraging the ability for users to input data during the scanning process, organizations can streamline workflows, enhance data accuracy, and improve document management efficiency across various use cases.
Configuring Interactive Destinations
Users can now populate fields within the scanning interface at the MFD touch screen as part of their scan action. The values entered are then used to configure the scan delivery settings.
Example 1 - Prompt for a fax number
Want users to enter a fax number, and use it to form an email address for your email-to-fax gateway service?
This first example was written prior to PaperCut MF having scan to fax since version 21.0, but we’re keeping the contents below just as a reference. If you’re looking to enable scan to fax in version 21.0 or later, check out the Scan to Fax explained section of the manual.
STEP 1
After setting up your scan action to send documents through your fax gateway, here’s where you setup the field details the user will see at the touch screen of the device. For example: ID will be “fax_number”, and the label may be “Fax number”.
After this you will need to enter in the “Destination fields” for where your user will send be sending to. You can set either static or dynamic data in these fields. The different types of dynamic fields can be found to the right of the screen where you can copy and paste them where applicable. The Email Subject field may be static for different users, so go ahead and enter this in…it may look like “My Scan To Fax Documents”. For more detailed information please make sure you watch the video above.
STEP 2
At the device the user will now see your changes. See here it shows your previously entered field ID being “Fax number”.
The user can now enter their destination fax number, select their scanning options (single or double sided, DPI resolution, etc) and hit “Start”.
The scanned document and the fields entered will be combined together and sent to the fax gateway service you’re using…shrieking and squeaking as it’s travelling down the copper line!
Example 2 - Prompt for a email recipient with a specific domain
Need to control the sending of email scans to people (in or outside your organization)? You can create a scan action where users can scan to anyone with a specific domain name.
STEP 1
After setting up your scan action to send documents through your email gateway, here’s where you setup the field details the user will see at the touch screen of the device. For example: ID will be “addressee”, and the label may be “Email Recipient”.
In this example we set the email domain statically, and only the email addressee is dynamic.
STEP 2
At the device the user will now see your changes. See here it shows your previously entered field ID being “Email Recipient”.
The user can now enter their destination email address, select their scanning options (single or double sided, DPI resolution, etc) and hit “Start”.
Example 3 - Prompt for a destination email
Want to give your users the power to email a scan to anyone?
STEP 1
After setting up your scan action to send documents through your email gateway, here’s where you setup the field details the user will see at the touch screen of the device. For example: ID will be “recipient”, and the label may be “Email to:”.
Unlike example 2, the addressee and email domain are dynamically entered by the user as the fields.recipient value.
STEP 2
At the device the user will now see your changes. See here it shows your previously entered field ID being “Email to:”.
The user can now enter the full destination email address, select their scanning options (single or double sided, DPI resolution, etc) and hit “Start”.
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