User guide v3.x

Scan Station Tool is an assistant for bulk scanning of documents; it also allows conversion to PDF, uploading to the OpenKM repository, and adding metadata.

OpenKM Server Configuration

The Configuration / Server configuration menu option is used to show the configuration pop-up.

The available configuration parameters are:

Property	Type	Description
Language	Select	User interface language.
User	String	User ID for accessing OpenKM. user1
Password	String	The user’s password. pass1
Host	String	OpenKM URL. http://localhost:8080/openkm/

Note

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 are created, which 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

Property	Type	Description
Profile name	String	The profile name is a required field.
Convert to PDF	Bool	When checked, enables the step to convert to PDF.
Change document name	Bool	When checked, enables the step to rename documents.
Upload	Bool	When checked, enables the step to upload documents to the OpenKM repository.
Metadata groups	Bool	When checked, enables the step to add metadata. The previous step - upload - is required to enable this feature.
Encrypt	Bool	When checked, enables the step to encrypt documents.

Scan tab

Property	Type	Description
Driver	Bool	Set the driver (WIA / TWAIN) used with the scanner.
Scanner	Select	Select the scanner. If 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 - Grayscale - Black & White
Resolution	Select	Set the resolution in DPI.
Page size	Select	Set the size of the page.
Type	Select	Set the image format.
Scale	Select	Set the scale.
Horizontal align	Select	Set the horizontal alignment.
Brightness	int	Set the brightness.
Contrast	int	Set the contrast.

Convert to PDF tab

Property	Type	Description
Request through a popup	Bool	When enabled, instructs 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 one file every N pages. Option 3 - Create a file according to a page range. Option 4 -  Split pages with barcode separator. 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 Group 4 method of CCITT.
Percentage	Select	Set the compression percentage.
Force fit to A4 format	Bool	Forces the image to fit A4 size.
Barcode engine path	String	Path to the Zbarimg barcode tool. C:\Program Files (x86)\ZBar\bin\zbarimg.exe
Barcode text	String	Barcode text separator. For example: OPENKM
Remove barcode page	Bool

Upload tab

Property	Type	Description
Request through a popup	Bool	When enabled, instructs the wizard to request the following parameters during the process through a pop-up.
Path to upload	String	It allows you to select a path within OpenKM to which the documents will be uploaded.

Metadata groups tab

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

Encrypt tab

Property	Type	Description
Request through a popup	Bool	When enabled, instructs the wizard to request the following parameters during the process through a pop-up.
Password	String	Define the password used to encrypt the document.

Import / Export profile settings

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

Danger

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

The exported and imported files are in 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. Depending on the selected profile and the steps defined, several buttons will be shown. These buttons indicate the sequence followed by the assistant until the end.

Note

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.

Button	Name	Action
	Profiles.	Select a profile.
	Scan.	Proceed to scan. The images will be saved in a folder structure based on the current date (year-month-day-hour-minute-seconds) on 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 in a folder structure based on the current date (year-month-day-hour-minute-seconds) on 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.	Displays a form through which you can browse and rename each of the generated files.
	Upload.	Upload images or PDF files to the OpenKM repository. 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.	Shows the metadata forms set in the profile.
	Encrypt	Encrypt documents.
	Finalize.	End of the process.

Alternative configuration of the main file folder

To configure a custom path for storing key application files such as:

• The log file (openkm.log)
• The configuration file (openkm.xml)
• Temporary files generated during runtime

This configuration is done using the okm.folder.path property, located in the app.properties file within the installation directory.

Example:

okm.folder.path=C:\\New_folder_path

Note

When to Use This Configuration:

This option is especially useful when there are issues using the default file paths, such as:

• Insufficient file system permissions

• Limited disk space or access restrictions in the default location

• Need to separate system files from configuration and data

• IT infrastructure policies or organization requirements

After making the changes, you must restart the app.

Log

In My Documents/OpenKM, there is a log file called OKMScanStation.log containing a complete log trace.