Scan Tracker - Copy Service Import Utility
Details
This feature will allow a copy service to come into your office and take
files offsite, scan them and then bring them back on either a DVD or USB hard
drive and automatically attach all the files to the correct case and even add
case activity notes. You may direct the copy service to create several
Adobe Acrobat documents for one file if you so choose. Each case could
have several scanned documents arranged by category such as opening documents,
medical information, Rehab, closing docs, etc. All this information may
then automatically be attached to the correct cases and case activity notes may
be added as well. All of this may be completed offsite by the copy
service.
This is a restricted feature at this time and no copy services have rights to this feature as of this date. However, one may still test this feature and view samples as well as an "error log" and an Excel file which is automatically created. But, nothing is imported into case activity or attached to cases until the copy service gets proper licensing.
The details are as follows:
Adobe Acrobat pdf files are copied at a specific location. A text file
is then created offsite by the copy service with specific information.
This information may then be read by the Scan Tracker by clicking the Configure
button and clicking the Import From A Copy Service link. The
following information may be contained in the text file for interpretation by
the A1-Law Scan Tracker (as in the example below):
(notice how the first three categories already have preset notes as Opening
Docs, Medical Records and Rehab so notes do not even need to be entered at
all. Also, If we set the line below to YESCHECKNAMES then it will verify a
first and last name with the case number as a double check to make sure there
wasn't a typo. Here's our sample text file for interpretation by the scan
tracker:
Personal Notes or comments may go here
START_PROCESSING_COMMANDS
ACRONYM=TC,Telephone Call
ACRONYM=MR,Medical Records
ACRONYM=CL,Copy Liens
CategoryNote1=Opening Docs
CategoryNote2=Medical Records
CategoryNote3=Rehab
DefaultCategory=1
DEBUGMODEOFF
DELIMITER=,
FIELDS=Filename,CaseNo,catno,note1
FOLDER=c:\MyScannedDocuments
NOCHECKNAMES
PREFIXALLWITH=SCANNED DOCUMENT
SERIAL=1254389
START_PROCESSING_RECORDS
test1.pdf,321,2
test2.pdf,235,1
Sample1.pdf,2355,3
test4.pdf,532,4,Special Notes Scanned
Sample44.pdf,4325,3
test6.pdf,32,1
test7.pdf,621,2
END_PROCESSING_RECORDS
Valid Fields that may be used: Filename,CaseNo,catno,first,last,date1,casestat,typecase,note1