Batch Scan to Email

Batch Scan to Email is a program that is designed to increase productivity in the distribution of company`s mail. It allows a user to stack documents with barcode separator pages, have the documents split and emailed to the address on the barcode.

Pros: This application allows mail room staff to send out documents by email fast. Conventionally this mail would have been sorted and then someone goes round depositing them physically at each location of the recipient. All mail received via conventional means are opened and collected into separate piles according to the receiver. This application allows this process to be faster and the mail to be distributed electronically.

With this application the letters are opened and collected into separate piles according to recipients. Each pile gets a document separator sheet. The application creates this as per unique address of the recipients. Several folders are created for each of the addressee. Each document pile including the separator sheet on top is then scanned into these files by scan to folder option. These folders are created through notepad and as each page is scanned there’s a multi page TIFF file generated. When a file arrives the barcode is read, the cover page dropped, and each page after the cover page is added to the file until another cover page is found. This process continues until the entire file is separated into individual PDFs for each recipient. When this scanning operation is done the distribution part of the application is activated and these folders are transferred to watched file. The scanned files are sent to a folder that is monitored. The PDFs are then Emailed to the recipient’s address that was contained in the barcode.

Cons: None that was noticed. Below a certain level of mail this may not be very useful. This is productive only when the total volume is large.

Overall: Nice application, easy to operate. Additional benefit is that the conventional mail also get into the electronic format as a by product of the process. Easily a 4 star level product.

Batch Scan to email is a software utility for a copier that is designed to increase productivity in the distribution of a company`s documents. The use of bar code separator pages provides the user with the ability to batch scan all of the documents, have them automatically separated via the bar code and have them delivered, as an attachment to an email, to an ftp site or file folder with the recipient receiving an email containing a link to the file.
**How it works **
The user separates the documents and places a bar-coded separator page on the top of the file. The separator page is similar to a fax cover page only it contains an email address.
Once the documents have been separated they are stacked and scanned with a copier`s scan to folder option in a batch process. This allows the user to take full advantage of the copier's speed, in other words no stopping and starting.
The scanned files are sent to a folder that is a "Watched Folder". When a file arrives the bar code is read, the bar code separator page dropped, and each page after the separator page is added to the document until another separator page is found. Once the file is completely separated, the software converts the files to a PDF (they can remain as tiff images if desired) and applies a set of rules to the barcode. The rules allow the file to be placed in a folder on the network or an ftp site with the email address recipient receiving an email containing a hyperlink to the file or if there is no rule it will be sent as an attachment to the user. Rules can be stacked so that more than one can apply to a file.