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Scanning and file import

Scanning and automatic file import allow you to connect your multifunction printers (MFP) and network folders to Avanteam for seamless integration of paper documents into your document management system.

Operating principle​

Typical scenario: From paper to Workflow​

For the end user, the process is simple and transparent:

  1. The user places documents on the scanner
  2. They press a preprogrammed button (e.g., "Scan to Avanteam")
  3. They return to their desk
  4. The document has already arrived in their "To process" task list

Technical architecture​

Components:

  • Scanner/Copier: Generates scanned files
  • Monitored network folder: Directory where files are deposited
  • ImportDoc: Avanteam module that monitors the folder
  • Processing rules: Configuration for transforming file → Avanteam record

Administrator configuration​

Step 1: Create a shared folder​

Procedure:

  1. On the server, create a dedicated folder
    • Example: \\Server\Avanteam\Import\Invoices
  2. Configure permissions:
    • Read/Write for Avanteam service account
    • Write for scanners (or users)
    • No access for others

Recommended organization:

\\Server\Avanteam\Import\
├── Invoices\
├── Certificates\
├── Mail\
└── General\

Step 2: Configure the scanner​

Scan-to-Folder configuration:

  1. Access the scanner's Web interface
  2. Configure a new destination:
    • Name: "Avanteam Invoices"
    • Path: \\Server\Avanteam\Import\Invoices
    • Format: PDF (recommended)
    • Quality: 300 DPI minimum
    • Color: Grayscale or color (as needed)
  3. Test by scanning a test document

Advanced options:

  • OCR (text recognition): If available on scanner
  • Automatic naming: Date + time or sequential number
  • Compression: Balance quality vs file size

Step 3: Configure ImportDoc​

Access: ImportDoc module (according to your installation)

Creating an import rule:

1. Source:

  • Monitored folder: \\Server\Avanteam\Import\Invoices
  • Monitoring frequency: 30 seconds to 5 minutes
  • Process subfolders: Yes/No

2. Target:

  • Target form: "Invoice" (for example)
  • Automatic creation: Yes
  • Workflow to trigger: "Invoice validation"

3. Metadata extraction:

From filename:

  • Pattern: Invoice_{Supplier}_{Date}_{Amount}.pdf
  • Example: Invoice_ACME_20240315_1250.pdf
    • Supplier = "ACME"
    • Date = "15/03/2024"
    • Amount = "1250"

From file properties:

  • Creation date → Reception date
  • Size → Archiving

From content (OCR):

  • Text extraction if native PDF or OCR
  • Pattern search (regex)
  • Example: Extract "Invoice No.: INV-2024-001"

4. Default values:

  • Responsible: Assigned to a user or role
  • Department: Accounting department
  • Status: To process
  • Priority: Normal

5. Processed file management:

  • Move to "Processed" folder (recommended)
  • Delete (not recommended, loss of evidence)
  • Keep (may clutter)

6. Error handling:

  • "Errors" folder: Unprocessed files
  • Notification: Email to administrator
  • Detailed logs: For diagnostics

Step 4: Test​

Complete test:

  1. Scan a test document
  2. Verify it arrives in the monitored folder
  3. Wait for processing (monitoring delay + processing)
  4. Check in Avanteam:
    • Document created?
    • Metadata correct?
    • File attached?
    • Workflow triggered?
  5. Verify that source file was moved/deleted

Adjustments:

  • Incorrect naming pattern → Adjust
  • Missing metadata → Complete configuration
  • Recurring errors → Check logs

Use cases​

Case 1: Automatic certificate import​

Context: Reception department receives hundreds of material certificates by email or paper.

Configuration:

Monitored folder: \\Server\Avanteam\Import\Certificates

ImportDoc rule:

  • Target form: "Material certificate"
  • Extract from filename: Cert_{Supplier}_{Lot}_{Date}.pdf
  • Responsible: Quality Department
  • Workflow: Automatic validation (if approved supplier)

Process:

  1. Receptionist scans all certificates in batch
  2. Files deposited in \\...\Certificates\
  3. ImportDoc automatically creates a record per certificate
  4. Email notification to Quality Manager
  5. Certificate immediately available in Avanteam

Gain: Complete elimination of manual step "Create record > Browse > Attach file > Validate".

Case 2: Automatic audit report import​

Context: External tool generates PDF reports in a network folder.

Configuration:

Monitored folder: \\Server\Audits\Export

ImportDoc rule:

  • Target form: "Audit report"
  • Extract from name: Audit_{Site}_{Date}.pdf
    • Title = "Audit " + Site
    • Audit date = Extracted date
  • Responsible: Extracted from content (if possible) or Quality Manager by default
  • Workflow: Send for validation to audited site manager

Result: Auditors simply deposit their reports. The next morning, all reports are in Avanteam, ready to be validated, without any manual entry.

Case 3: Incoming mail import​

Context: Secretariat digitizes daily incoming mail.

Configuration:

Monitored folder: \\Server\Avanteam\Import\Mail

ImportDoc rule:

  • Target form: "Incoming mail"
  • Manual naming by user: {Date}_Mail_{Sender}.pdf
  • Extraction: Date and Sender
  • Responsible: To be defined manually (task assigned to secretariat)
  • Workflow: Sort and assign to relevant department

Process:

  1. Secretariat scans mail
  2. Names files according to convention
  3. Deposits in monitored folder
  4. Records created automatically
  5. Secretariat assigns to relevant department via workflow

Mass import (Data migration)​

Principle​

When starting an Avanteam project, you can import thousands of existing documents (last 5 years' history) by simply copying the Windows file structure to the monitored folder.

Best practices​

1. Planning:

  • Perform import outside production hours (night, weekend)
  • Estimate duration (100-500 docs/hour depending on configuration)
  • Allow time for corrections

2. Pre-testing:

  • Test with a small sample (10-20 files)
  • Validate extraction rules
  • Check generated metadata
  • Adjust configuration

3. Consistent naming:

  • Ensure filenames follow a convention
  • Enables metadata extraction
  • Facilitates diagnosis in case of error
  • Example: TYPE_REFERENCE_DATE_AUTHOR.pdf

4. Progressive batches:

  • Import in batches of 500-1000 files
  • Avoid server overload
  • Allow checking and correcting between batches

5. Verification:

  • After each batch, check:
    • Number of documents created vs number of files
    • Correct metadata on a sample
    • Source files moved/processed
    • No errors in logs

6. Backup:

  • Keep a copy of source files
  • Until complete validation of import
  • On external media (security)

7. Indexing:

  • Disable automatic indexing during import
  • Launch complete reindexing at the end
  • Significant performance gain

Mass import scenario example​

Context: Importing 5000 historical procedures

Preparation:

  1. Analysis of existing structure:

    \\Archive\Procedures\
    ├── 2020\
    ├── 2021\
    ├── 2022\
    ├── 2023\
    └── 2024\

  2. Bulk renaming (PowerShell script):

    • From: Proc quality v3.pdf
    • To: PROC_QUAL_003_20240115.pdf

  3. Creating ImportDoc rule:

    • Pattern: PROC_{Domain}_{Number}_{Date}.pdf
    • Form: "Procedure"
    • Default status: "Archived" (historical)

Execution:

  • Day D-1 (Friday evening):
    • Copy first 1000 files (2020)
    • Monitor import (2-3h)
    • Verification
  • Day D (Saturday morning):
    • Copy next 1000 (2021)
    • Same
  • Day D (Saturday afternoon):
    • 2022 (1000 files)
  • Day D+1 (Sunday):
    • 2023 and 2024 (2000 files)

Finalization (Monday morning):

  • Complete verification (5000 created?)
  • Complete reindexing
  • User testing
  • Production rollout

Monitored folder security​

Risks​

Too broad access:

  • Anyone can deposit files
  • Risk of uncontrolled document injection
  • Risk of system overload

Best practices​

Strict permissions:

  • Write: Only scanners and authorized accounts
  • Read: Avanteam service account only
  • No access for others

Monitoring:

  • Regularly audit deposits
  • Identify unusual sources
  • Alert on abnormal volume

Validation:

  • Human validation before processing (depending on criticality)
  • Post-import verification workflow
  • Rejection capability

Monitoring and maintenance​

Indicators to monitor​

Daily:

  • Number of files processed
  • Number of errors
  • Size of "Errors" folder

Weekly:

  • Average processing time
  • Error rate
  • Disk space in monitored folders

Monthly:

  • Import statistics (volumes, types)
  • Rule review (relevance)
  • Cleanup of old "Processed" folders

Troubleshooting​

Files not processed:

  • Check permissions
  • Check monitoring task (active?)
  • Check ImportDoc logs
  • Verify naming pattern matches

Recurring errors:

  • Analyze logs
  • Identify common pattern
  • Adjust rule or correct sources

Performance degradation:

  • Reduce monitoring frequency
  • Process in smaller batches
  • Optimize extraction rules
  • Check server resources

Support​

To configure ImportDoc and automatic scanning, contact Avanteam support. Technical expertise is often necessary to optimize the process according to your environment.