Scanning Options and Techniques for Client Profiles for Windows

Transcription

1 C ase Manag e m e n t by C l i e n t P rofiles Scanning Options and Techniques for Client Profiles for Windows T E C H N O L O G Y F O R T H E B U S I N E S S O F L A W

2 Table of Contents 2 Table of Contents Scanning Overview... 3 Scanning Tools and Equipment... 3 File Locations... 4 Documents... 5 Scanning Documents into a Case... 5 Retrieving Scanned Documents... 8 Card File Images... 9 Card File Setup... 9 Scanning Images into the Card File... 11

3 Scanning Overview 3 Scanning Tools and Equipment Scanning Overview The scanning module in Client Profiles is designed to allow you to eliminate the paper chase by putting every document associated with a particular case or matter into the electronic file. This electronic file enables you to maintain a virtual office as it is no longer necessary to have the paper file before you whenever you want information. It is also possible to maintain government or other identification photos directly onto a card file entry, thus providing positive identification of clients and other entries as desired. Scanning therefore adds another dimension to the overall concept of Client Profiles as it facilitates the concept of Total Practice Management from your desktop workstation. Scanning Tools and Equipment Proper scanning requires that your scanner be TWAIN (a scanning standard) compliant to work with Client Profiles. There are hundreds of scanners on the market, almost all of which will do a perfectly adequate job of scanning anything you might choose to scan, however there are some points to keep in mind when considering equipment. 1. The scanning area of most scanners is typically 8.5 x 11.5 inches. There are scanners available that will handle 8.5 x 14 inch materials, however they are rarely available at retail outlets without a special order. If you have scanning requirements that exceed these dimensions, it will be necessary to move into the commercial scanner range of equipment. 2. Scanning in Client Profiles is done on the local workstation with the output image being saved in the Client Profiles database storage area of the network server for access by all users. This means that you must have a scanner or scanners attached directly to individual workstations rather than to the network for proper scanning to be accomplished. Network scanners will not work unless they are attached directly to a workstation. 3. Your anticipated volume of documents to be scanned on a regular basis, as well as the type of documents and materials to be scanned. For light scanning with most documents having only one or two pages, a desktop flatbed scanner is adequate. These scanners are small, typically with a USB connection to the workstation. These scanners are capable of very high quality work, especially on photographs, however they are usually slow. For moderate scanning requiring a good volume of documents, especially multi-page documents, a fast scanner with a sheet feeder will be appropriate. These scanners are also of the desktop type and are usually flatbed, however the sheet feeder makes them somewhat larger and bulkier with more space required to accommodate the scanner and documents. High volume scanning may be done with either a commercial drum scanner with full sheet feed capabilities, or by utilizing several of the scanners as described in the paragraph above. They are usually employed in full scale imaging operations. Typically only large law firms doing mass tort or class action work use these very high-end scanners.

4 Scanning Overview 4 File Locations File Locations From within Client Profiles go to Administration\System Setup\File Locations. Set the Scanned Document Pages directory. (Normally, this will be the same directory as the History Files; however, it can be pointed to a different directory if needed.) Set the Card File Images directory. Next, either through My Computer or Windows Explorer, verify that these directories exist. If not create them in the appropriate location.

5 Documents 5 Scanning Documents into a Case Documents Scanning Documents into a Case Please note: Before scanning may begin you must make sure that your scanner is properly installed on the scanning workstation, that Client Profiles is also installed on the workstation and that you are able to do a scan external to Client Profiles. Once you meet these criteria, you may begin to scan into Client Profiles. From within the documents screen of the case select the sailboat icon. Please note: The screen shots seen may be different from what you see depending on the scanner and software that you are using. The functionality of the scanning process is essentially the same however, and you should have no difficulty scanning. Click on the add page from scanner icon (white sheet of paper) on the sheet bar.

6 Documents 6 Scanning Documents into a Case This will begin the scan process by activating your scanner. Your activation process will be unique to your equipment and may include a wakeup process if your scanner has entered a sleep mode. Eventually you will see a screen that looks like this one. It will allow you to begin the scan and see a preview of the document, if appropriate to your scanning software. Once the preview process is finished you will see the document in the window, and will be able to continue the scan function. This may be scan or choose output or send image. Whatever your software calls for, you will have to proceed as directed to transfer the image into Client Profiles.

7 Documents 7 Scanning Documents into a Case The scanned image of the document or material will appear in this area. Once the initial page has been scanned you will be offered the option of continuing to scan more pages or terminate the scanning process. If you have a sheet feed scanner, the scan process will continue until the feed bin is exhausted. You may continue the document feed by putting additional sheets into the hopper, or you may terminate the process when finished. You will then see the scanned document in the background as it goes into Client Profiles. You may also re-scan the current page if the image resolution needs to be adjusted. When you have completed the scan, go to the Document Summary tab and enter the appropriate information so that the document may be retrieved in the future. This completes the scanning of a document into Client Profiles. Close the document and choose to save the changes. Please note: You must save the changes to keep the document you have scanned.

8 Documents 8 Retrieving Scanned Documents Retrieving Scanned Documents To retrieve the document, simply treat it like any other document in the list. You may double-click the entry, or you may highlight the entry and click the retrieve document icon and the document will be displayed. Once opened you may either print it or simply read it.

9 Card File Images 9 Card File Setup Card File Images Card File Setup Before an image may be scanned into the card file it is necessary to have the Photo option turned on for the card file entry type. From within Client Profiles go to Administration\System Setup\Case Party Categories. Select the category that you would like to add photos to.

10 Card File Images 10 Card File Setup Select Properties from the layout screen. From the properties box check the Photo Tab box under the Tab Setup section. Click OK and close all administrative screens.

11 Card File Images 11 Scanning Images into the Card File Scanning Images into the Card File From within Client Profiles go to Desktop\Card File Do a search to find the particular entry into which you wish to scan a photo. Select the View button to retrieve the entry. Select the Photo Tab. Please note: There are several buttons pertaining to photos on the left bar of the template. You may scan a photo directly from the scanner, load a photo previously scanned, delete the photo currently in the box and zoom the photo in or out. For our purpose, we will click the Scan Photo button to begin the scan process.

12 Card File Images 12 Scanning Images into the Card File Select your scanner from the Select Source box and click Select. This will activate the scan sequence as before. You will probably want to outline the image to restrict the size of the scan, but at this point, clicking scan will begin the process and put the image into the card file box. Click OK to close and save the changes.