Madeira - QR Document Scanning

QR Scan Manager

In order to access the Document Scanner, you can navigate to Manage → File Manager → QR Scan Manager

You will note that this page contains two key areas:

1. QRScan batch records
2. Generate QR Code

If this is the first time accessing the Scanner, the batch records will likely be empty. As you scan documents and have them uploaded to Vasto however, this will begin filling out with each batch upload.

1. Batch Name - this is the name of the batch that has been triggered via the scanning process and will be unique for every batch but will include the file name if specified.
2. Triggered By Email - this is the email address associated with the user who triggered the scanning process for this batch via email. This is not necessarily the same email address as whoever generated the QR codes.
3. Number of Files Processed - this summarises how many different documents were scanned and uploaded to Vasto in the one batch record.
4. Status - this summaries whether the batch has been completed or whether it is still in progress.
5. Error Message - if there was an error encountered during the scanning process, this will be displayed here.
6. Date Created - as titled, this is the date and time that the documents were scanned and uploaded into Vasto.
7. Edit - the edit button opens a new page with a summary of the batch record. This will be discussed further into the article

If you were to click on the edit button above, this will open the batch record.

1. Name - this includes the name of any files that were scanned via our document scanning process.
2. Size - this represents the file size of each pdf that was scanned as part of this batch record.
3. Entity - the entity type that the file has been uploaded against is listed here. Options include Student, Enrolment and Timetable.
4. Entity Name - this will be the name of the entity that the file has been uploaded against, including a hyperlink to that specific record.
5. Bulk Delete - this option is to delete all files that were uploaded as part of this batch. The option will only be available to the primary admin user of your account, or the support staff.
6. Download - this allows you to download the individual files that have now been uploaded to Vasto.
7. Delete - this option is to delete individual files that were included in the batch record. Again, only the primary admin user or support staff, can utilise this option.

In order to start populating the records, you will need to start generating and scanning QR codes. The QR Code generator is highlighted below.

1. Entity Type - this option determines where the scanned document will be uploaded against. There are currently three options, these options being Student, Enrolment and Timetable. If Student is selected, the document will be uploaded against the student's profile. If Enrolment is selected, the document will be uploaded against that student's specific enrolment. If Timetable is selected, the document is associated with a timetable rather that a specific student.
2. Search - this is where you can search for the student or enrolment that you are looking to upload the file against.
3. File Capacity - this option determines the security of the document, i.e. who has access to the file once it has been uploaded.
4. Filename - this allows you to choose the name for the file once the scanning has been completed. As the name mentions, this will default to the current date/time if left blank.
5. Download - once you have generated the QR code, this option can be used to download the QR code, allowing you to add it to the start of the document that you are wanting to scan.
6. Generate - this generates the unique QR code using the parameters specified above.

The Scanning Process

The above outlines how the QR manager works, including how to generate the QR codes that are crucial for the scanner to work. So exactly how does the scanner work now that you have your QR codes? The following outlines the options available to you.

Option 1: Electronic Document Manipulation

The first option once you have generated your QR codes, is to include them at the beginning of the documents that you are wanting to import into Vasto. An example of this process could be:

1. You have a word document that contains crucial information for multiple students.
2. You want to upload this document against their student record.
3. You generate the QR code using the Scan Manager detailed above.
4. You have downloaded the QR codes.
5. You can then go into the Word Document and add the QR Code to the beginning of the document.
6. You will then need to export the document as a PDF.
7. Now in order to trigger the Scanner, you will have to send an email to EMAIL ADDRESS TO BE ADVISED with the PDF as an attachment.
8. That will then automatically trigger the scan and you should receive an email letting you know once this has been completed.

Option 2: Hard Copy Document Scanning

Perhaps instead of electronic documents, you have a large volume of hard copy documents that you are wanting to include in Vasto. An example of how you could manage this is as follows:

1. You have paper documents that contains crucial information for multiple students.
2. You want to upload this document against their student record.
3. You generate the QR code using the Scan Manager detailed above.
4. You have downloaded the QR codes.
5. You can then print these codes as labels/stickers.
6. You can then manually add these labels to the paper documents where required. Make sure that in doing this, the QR code is always before the content of the document.
7. Now in order to trigger the Scanner, you could use a document scanner to scan and email the documents to EMAIL ADDRESS TO BE ADVISED
8. That will then automatically trigger the scan and you should receive an email letting you know once this has been completed.

Document Splitting

Note that for either of the above approaches, our scanner has the ability to split documents based on QR code location. What this means is that if you include multiple QR codes within one PDF or hard copy, our scanner will automatically split the file into multiple PDF documents per QR code.

Let's say for example that you have a workbook handed out to a student containing multiple assessments that you are wanting to upload. What you could potentially do, is create a QR code per assessment and then include the QR codes at the beginning of each assessment. When you then send an email with the workbook as an attachment, our scanner will automatically split the workbook into several documents; one for each assessment.

  Please note that you should only ever include one QR code per page