DocView Capture
A box of letters sometimes holds a site plan, a map or a bound book that the batch's scanner cannot take. Taking it out loses its place; leaving it in stops the scan. Slip sheets solve this: a slip sheet takes the large document's place in the batch, the document goes to the large format scanner, and its scan is put back exactly where the slip sheet is, before the batch is exported.
1. Print a slip sheet
At the Preparation station: while preparing the box, click Found something, then Large format, say what the document is (for example Site plan, folded), where it was, its size (A0, A1, A2, A3, roll or book) and how many, and click Log and print sheet and label. Each slip sheet has its own reference as a barcode and a QR code (for example DVR-2026-000123), the document's description, the client, the box and where it was; an item label with the same reference follows, to stick on the large document.
On the Large format page (Preparation in the menu, then Large format at the top of the page): Print slip sheets on the right does the same without a box.
Put the slip sheet in the documents where the large document was, and send the large document for large format scanning with a second copy of the slip sheet on top of it (or note the reference).
2. Scan the batch as usual
The slip sheet is scanned with the other pages. The workflow's Large format replacement step (below) finds it by its barcode.
3. Upload the large documents' scans
On the Large format page, use Upload large format scans for any number of files at once. Each file goes to its slip sheet:
- by the reference in its file name, for example
DVR-2026-000123.pdf(most large format scanners can name files from a typed value), or - by the slip sheet's barcode on its first page: scan the copy of the slip sheet on top of the large document. That first page is left out; only the document's pages go into the batch.
The result lists each file and where it went, or why it could not be matched. You can also open one slip sheet and use Upload the scan.
The Large format replacement step
Add Large format replacement to the Batch Setup's workflow (Batch Setups › Workflow), after Scan and before OCR, so the large documents are read too. For every batch it:
- reads the barcodes of its pages and finds the slip sheets;
- replaces each slip sheet whose scan has arrived with the scan's pages, in the same place and in the same document;
- lets the batch go on when every slip sheet in it is replaced or skipped. Otherwise the batch waits in the step (Batch Manager shows it with the slip sheets it waits for) and is looked at again every 15 minutes, and at once when a scan arrives or a slip sheet is skipped.
A batch without slip sheets passes straight through.
Skip or cancel
When the large document will not be scanned (the client keeps it, it is too fragile), a supervisor opens the slip sheet and clicks Skip: keep the slip sheet in the batch with the reason. The batch goes on and the slip sheet stays as a placeholder page, which tells whoever reads the export what is missing and why. Cancel removes a slip sheet that was printed by mistake.
Statuses
| Status | Meaning |
|---|---|
| Printed | Not yet found in a batch |
| Waiting for the scan | Found in a batch, which waits for the large document's scan |
| Scan received | The scan is here; it goes into the batch at the next look |
| Replaced | The scan took the slip sheet's place |
| Skipped | The batch went on without the scan |
Permissions
Printing slip sheets needs Preparation; uploading scans needs Scan; skipping needs Manage batches.