Scan, Import, and Automatically File documents to SharePoint on CloudShare with ccScan
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Scan, Import, and Automatically File documents to SharePoint on CloudShare with ccScan

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This document shows how ccScan, a production-quality document scanning application for SharePoint, can be used in a pre-production environment consisting of preconfigured, cloud-based SharePoint ...

This document shows how ccScan, a production-quality document scanning application for SharePoint, can be used in a pre-production environment consisting of preconfigured, cloud-based SharePoint servers from CloudShare.

ccScan Advanced for SharePoint is best explained with some examples: run unattended jobs to import electronic faxes, upload them to automatically selected folders of a SharePoint Document Library or List, and automatically name the document, all based on information extracted from barcodes and text pattern searches in text obtained through OCR. Or scan documents and automatically populate custom Columns in a SharePoint Document Library or List. Since ccScan is highly configurable it can be applied to many scenarios where opportunities for automation and large time savings are present.

ccScan Advanced features are based upon sophisticated technologies such as barcode detection, OCR, and Text Pattern search with Regular Expressions. These capabilities are applied to both the scanning of paper documents in the paper-based office and the processing of electronic documents in the paperless office.

ccScan Standard for SharePoint is similar to ccScan Advanced without the automation capabilities. ccScan Standard is typically used in a paper-based office to efficiently scan paper documents to SharePoint. Because ccScan Standard scans directly to SharePoint you can eliminate manual steps like scanning locally, naming the document, creating a folder in a SharePoint Document Library or List, uploading the document to SharePoint, and finally entering values in the input fields (“Columns”) defined for the Document Library or List. Instead, ccScan Standard does all of this in a pre-configured and efficient single-step operation.

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    Scan, Import, and Automatically File documents to SharePoint on CloudShare with ccScan Scan, Import, and Automatically File documents to SharePoint on CloudShare with ccScan Document Transcript

    • Capture Components, LLC Document Page 1 of 6 32158 Camino Capistrano Suite A PMB 373 San Juan Capistrano, CA 92675 Sales@CaptureComponents.com www.CaptureComponents.comScan to SharePoint® on CloudShare® with ccScan Pre-Production testing with ccScan and Cloud-based SharePoint Servers from CloudShare Overview This document shows how ccScan, a production-quality document scanning application, can be used in a pre-production environment consisting of preconfigured, cloud-based SharePoint servers from CloudShare. This setup allows for the development and testing of document management applications for SharePoint with scanning and bulk import functionality provided by ccScan. First, let’s introduce the applications and systems discussed in this document. What is SharePoint? Microsoft SharePoint is a highly popular business collaboration platform for the enterprise. Typically it is the single point for all information aggregation, search and collaboration in an organization. Many companies used SharePoint to manage content such as documents, information and records. SharePoint provides the tools to manage all of an organizations documents including controlling who can read and update them, categorize them for easier search and retrieval, and mark them as official records and lock them down from further change. Since there is more to SharePoint than this short introduction can cover please visit the SharePoint website at http://sharepoint.microsoft.com. What is CloudShare? CLOUDSHARE® is a global cloud-computing company that delivers innovative cloud- based IT pre-production solutions for developers, businesses and service providers. CloudShare understands pre-production environments are different from production environments. In pre-production, everything is dynamic and is constantly changing as the development cycle progresses. The ability to setup and make changes quickly and easily is part of what separates CloudShare from traditional on premise development and testing environments. CloudShare’s patented technology makes it easy to create, change and share complex environments in the cloud.Copyright © 2011-2012 by Capture Components, LLC. All rights reserved. Capture Components, LLC encourages the reader to freely share and distribute this document.
    • Capture Components, LLC Document Page 2 of 6 With CloudShare ProPlus, fully configured, multi-server SharePoint environments can be spun up in minutes instead of days. In addition, these environments can be shared with anyone, anywhere, with nothing required but a web-browser via computer, tablet or mobile device. CloudShare ProPlus environments include all the resources that a SharePoint developer may require to do his job in the most timely and productive way. For more information please visit the CloudShare website at http://www.cloudshare.com. What is ccScan? ccScan is designed to complement the comprehensive content management capabilities of SharePoint by capturing documents directly to SharePoint document libraries. Although SharePoint customers can easily upload their documents if they are already in digital format, paper documents must be scanned first and then manually uploaded. ccScan eliminates the time typically wasted with such a multi-step, manual operation that consists of scanning a document locally to the PC, naming this document, creating a folder in SharePoint, uploading the document to SharePoint, and finally entering values in the input fields or “columns” attached to the document library. Instead ccScan does all of the above in a single-step operation that is fully automated. Naming of documents and folders can be manual or automated by using barcodes or running counters. All input fields defined for a document library can be entered to index the captured documents. In addition to scanning paper documents, ccScan has bulk import capabilities for already digitized documents that allow entire folders to be uploaded to SharePoint in a single step using wild card file specifications and recursion. For a detailed look at ccScan, download a free trial version from http://capturecomponents.com/products/ccScanForSharePoint.html or read the ‘Scan to SharePoint’ white paper found at the same address.Copyright © 2011-2012 by Capture Components, LLC. All rights reserved. Capture Components, LLC encourages the reader to freely share and distribute this document.
    • Capture Components, LLC Document Page 3 of 6 Create Pre-Production Testing Environment CloudShare makes it very easy to create and run pre-configured SharePoint servers in the cloud. Simply login to your CloudShare account and add SharePoint servers to your account. Figure 1 - CloudShare SharePoint Server The screenshot above shows a CloudShare running virtual machine with SharePoint Server 2010. In effect this provides a sandboxed environment for development and testing purposes. Note the Web Access link in the Machine Details section.Copyright © 2011-2012 by Capture Components, LLC. All rights reserved. Capture Components, LLC encourages the reader to freely share and distribute this document.
    • Capture Components, LLC Document Page 4 of 6 Customize ccScan SharePoint Jobs When ccScan for SharePoint is installed a set of default scanning and import jobs are provided which the user can customize. The user can also create new jobs. To customize an existing job, enter Setup Mode. During installation a “Startup Wizard” is run which asks for the URL to the SharePoint site so it can provision the set of default jobs. This URL also needs to be entered in the Host URL field when creating a new job. Enter the CloudShare URL specified in the Web Access link in the Machine Details section on the Environments page on the CloudShare web site (see Figure 1 - CloudShare SharePoint Server). Figure 2 - ccScan Job Setup As soon as the URL has been entered ccScan will bring up the Forms (Internet) login dialog. Enter the Username and Password specified in the Credentials section on the Environments page on the CloudShare web site (see Figure 1 - CloudShare SharePointCopyright © 2011-2012 by Capture Components, LLC. All rights reserved. Capture Components, LLC encourages the reader to freely share and distribute this document.
    • Capture Components, LLC Document Page 5 of 6 Server). Alternatively enter the credentials of any user created for the SharePoint site. Save the job and close Setup mode. You are now ready to start scanning or importing documents with ccScan. ccScan is using the web services capability of SharePoint to create folders, request the list of custom fields configured for a Document Library, and upload documents to the SharePoint server running on a virtual machine in a CloudShare data center. Figure 3 - Run a ccScan Scanning JobCopyright © 2011-2012 by Capture Components, LLC. All rights reserved. Capture Components, LLC encourages the reader to freely share and distribute this document.
    • Capture Components, LLC Document Page 6 of 6 Deploy Tested Solution Once the SharePoint-based document management solution has been thoroughly tested it is ready to be deployed in a production environment. Typically this step involves the migration of the solution from the temporary SharePoint servers in the sandbox to production SharePoint servers. The ccScan jobs created for the document scanning portion of the solution require little work in this step: simply change the links in the Host URL fields in the jobs to point to the SharePoint sites of the production environment. Afterword We at Capture Components LLC hope that this document is of benefit to you. If it is and you are able to conveniently and efficiently capture and import your documents to Cloud-based SharePoint servers on CloudShare, then we have achieved a measure of success. If you choose to use ccScan as your document capture application, we will do our best to provide you with the highest quality product and support. Visit us at http://www.capturecomponents.comCopyright © 2011-2012 by Capture Components, LLC. All rights reserved. Capture Components, LLC encourages the reader to freely share and distribute this document.