User guide v3.x

Scan Station Tool is an Assistant for the massive scanning of documents, it also allows to convert to PDF, upload to the OpenKM repository and add metadata.

OpenKM Server Configuration

The Configuration / Server configuration menu option is used to show the configuration popup.

The available configuration parameters are:

PropertyTypeDescription

Language

Select

User interface language.

User

String

User id for accessing OpenKM.

user1

Password

String

The password of the user.

pass1

Host

String

OpenKM URL.

https://demo.openkm.com/openkm


After you set your configuration values, a folder called OpenKM is created in your user My documents folder. In this OpenKM folder, a configuration file called openkm.xml and another file called document.xml is created that the OpenKM Add-in uses to store some document editing information. You should not edit or delete these files.

Profiles Configuration

To create a profile, first press the "New" button, and fill in the fields of the tabs according to the following description:

General Tab

PropertyTypeDescription

Profile name

String

The profile name is a required field.

Convert to PDF

Bool

When checked, enable the step to convert to PDF.

Change document name

Bool

When checked, enable the step to rename documents.

Upload

Bool

When checked, enable the step to upload documents to the OpenKM repository.

Metadata groups

Bool

When checked, enable the step to add metadata.

The previous step - upload -  is required to enable this feature.)

Scan tab

PropertyTypeDescription

Driver

Bool

Set the driver (WIA / TWAIN) used with the scanner.

Scanner

Select

Select the scanner

When the scanner is not detected change the driver (WIA / TWAIN).

Use predefined settings

Bool

When enabled, the scanning process will take into account the parameters specified below.

Use native UI

Bool

When enabled, the scanning process will ignore the parameters specified below and use the native UI of the scanner driver.

Paper source

Select

Set the paper input source.

Options:

  • Glass
  • Feeder
  • Duplex

Color format

Select

Set the color format.

Options:

  • Color
  • Grayscales
  • White&Black

Resolution

Select

Set the resolution in DPIs.

Page size

Select

Set the size of the page.

Type

Select

Set the image format.

Scale

Select

Set a scale.

Horizontal align

Select

Set the horizontal alignment.

Brightness

int

Set the brightness.

Contrast

int

Set the contrast.

Convert to PDF tab

PropertyTypeDescription

Request through a popup

Bool

When enabled, instruct the wizard to request the following parameters during the process through a pop-up.

File options

Select

Option 1 - Create one file for all pages

Option 2 - Create a file each N pages

Option 3 - Create a file according to the pages range.

An example range: 1,2-7,8-11,12

Black and white with CCITT G4 compression

Bool

When enabled, the image is compressed using the Group4 method of CCITT.

Percentage

Select

Set the compression percentage.

Force fit to A4 format

Bool

Force the image to fit an A4 size.

Upload tab

PropertyTypeDescription

Request through a popup

Bool

We enabled, instruct the wizard to request the following parameters during the process through a pop-up.

Path to upload

String

It allows to select a route within OpenKM to which the documents will be uploaded.

Metadata groups tab

Set the metadata groups what will be used by the assistant.

Import / Export profile settings

In the upper-right corner of the profile configuration window, there are the "Import" and "Export" buttons, these will allow you to import or export the profiles.

When you choose the import action, all current profiles will be deleted and replaced by newer. 

The exported and imported file has a JSON format.

 

Use

Once the OpenKM server is configured and a profile has been created, the "Profiles" button is enabled.

You can select a profile, according to the selected profile and the steps defined into will be shown several buttons. These buttons indicate the sequence followed by the assistant until arriving at the end.

When starting a new process, the wizard will create a folder based on the current date and time (year-month-day-hour_minute_second), within this folder the scanned images will be saved inside the "Images" folder and the generated PDF documents will be saved inside the "Pdfs" folder.

For example: 

  • C:\Users\...\Pictures\OKMScanStation\2019-11-01-112637\Images
  • C:\Users\...\Pictures\OKMScanStation\2019-11-01-112637\Pdfs

Main form

Toolbar buttons

The buttons on the main toolbar will be displayed according to the stages enabled in the selected profile.

ButtonNameAction

Profiles.

Select a profile.

Scan.

Proceed to scan.

The images will be saved into a folder structure based on the current date (year-month-day-hour-minute-seconds) into your PC at "C:\Users\...\Pictures\OKMScanStation\yyyy-mm-dd-hhmmss\Images"

Convert to PDF.

Convert scanned images to PDF format.

When the "Request through a popup" option is enabled in the profile, a pop-up will be displayed requesting the parameters for the conversion.

The PDF files will be saved into a folder structure based on the current date (year-month-day-hour-minute-seconds) into your PC at "C:\Users\...\Pictures\OKMScanStation\yyyy-mm-dd-hhmmss\Images"

Reset

Go back to the scan step and delete all the PDF files that have been created up to this point.

Change the document name.

Shows a form, through which you can browse and rename each of the generated files.

Upload.

Upload images or PDF files to the OpenKM repositories.

When the "Request through a popup" option is enabled in the profile, a pop-up window will be shown asking you to select an OpenKM destination path.

Add metadata groups.

Show the metadata forms set in the profile.

Finalize.

End of the process.

Log

In My Documents/OpenKM, there's a file log called OKMScanStation.log with a complete log trace.