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Configuration for Server Installations (Self-hosting)

1. SmartAdvocate will install and configure your barcode integration

2. You must advise your IT professional to configure your servers with the necessary path (\\HOSTSERVER\ScantoSA)

3. Scanners should be configured to scan to this ScantoSA folder

4. You must advise your IT professional configure your scanners settings with Date-Hour-Minutes-Seconds naming of files.  If you will be configuring several scanners, advise your IT professional must add a prefix for each scanner - <unique scanner prefix> + [year]+[month]+[day]+[hour]+[minute]+[second] and should look something like this: S1_20161201122456.pdf

The folder structure under the ScantoSA folder is as follows:

1. Completed folder – All files scanned into SmartAdvocate named as shown in SmartAdvocate file folders

2. Exception folder – All the files that were not scanned into SmartAdvocate due to errors (missing barcode page, barcode cannot be read and all other issues with the barcode not being read)

3. Output folder – All the documents being processed currently into SmartAdvocate

4. Processed folder – All the documents scanned into SmartAdvocate with their original file names when scanned directly from the scanner

Clean out the files within the processed and completed folders (the contents not the actual folders) periodically however you should retain a backup of the folders just in case something was manually moved or changed.  This will avoid any issues in the future. 

Please also review the exception folder periodically.  Any files within the exception folder must either be rescanned with a barcode or attached manually to the cases as necessary. 

Configuration for SaaS Cloud System

You will need to configure your scanner to be able to scan your documents to our SaaS Cloud system using File Transfer Protocol Secure (FTPS) feature found on most scanners. You can search for your scanner model, make and number in google (https://www.google.com/) along with key words such as “scan to FTPS”. This will provide you with your scanners configuration instructions.

If you wish to keep the barcode cover page as the first page of the document, please use the following FTPS information with ‘Write’ only access as the settings on the scanners you wish to use:

If you want to discard the barcode cover page as the first page of the document, Please use the following FTPS information with ‘Write’ only access as the settings on the scanners you wish to use:

Here is an example of a Barcode cover page:

Kindly click on the link below to watch our video on using the barcode integration: