Welcome to the Virtual Cabinet scanning article
This article has been created to supplement the Virtual Cabinet Welcome Pack. It contains information relating scanning setups with the Virtual Cabinet application and is intended for audiences who are about to implement Virtual Cabinet (VC). This article does not exhaust all of the methods of scanning into Virtual Cabinet and it does not cover implementations to Hosted/Cloud environments. Please refer to the scanning section of your Welcome Pack for a dedicated article on Hosted/Cloud scanning.
It is recommended that the Post Process video/articles are reviewed before considering your scanning options. Please refer to the Post Process section of your Welcome Pack.
Ok, so you have ordered Virtual Cabinet, and the chances are that you have purchased one or more scanners from us with your system. Otherwise we will assume you have your own compatible devices or the use of a Multifunctional Device (MFD).
There are 4 common scenarios for scanning in Virtual Cabinet.
Scanner Each
This scenario is where desktop scanners are attached to users PC’s that need to scan. These users will can via the Virtual Cabinet application.
Scan Station
This scenario is where a desktop scanner is attached to a spare pc to act as a scan station. All users can then login to the PC and scan via the Virtual Cabinet application.
Walk Up Station
This scenario would be the same setup as the scan station, but you don’t need a “spare” PC! This involves the desktop scanner being connected via USB to a machine that is logged in as a user. Certain models of scanner can be configured to allow users to then walk up to the device and press a button on the device to scan to a specific intray in Virtual Cabinet without using the PC it’s attached to. The user can then walk back to their desk and action the file appropriately in Virtual Cabinet. Please note this is only supported by a handful of scanners provided with Virtual Cabinet and the intray options are usually limited to a maximum of 10.
Multifunctional Device (MFD)
Existing Multifunctional Devices (MFD’s) can be setup by your existing suppliers to scan from the device to a location on your Virtual Cabinet server. The location on the server will hold a folder for each user, Virtual Cabinet will then suck these documents into the appropriate intrays. The user can then walk back to their desk and action the file appropriately in VC.
Our consultant will detail the locations and requirements whilst onsite but you should prepare your suppliers or device administrator before we arrive.
Because of the numerous models and manufacturers of these devices available in the market our engineers do not necessarily have the knowledge or log-ins required to configure all of them. Having warned your supplier that configuration may be needed will help hasten the process whist we are on-site and also give them an understanding on how this way of scanning is configured and maintained. Please refer to the MFD VC Fact Sheet article in the scanning section of your Welcome Pack.