should be present on the desktop of the Scan Station. Double click on this icon to access the Ascent Capture Scan module. If there is no icon on the desktop, follow the procedure below.|
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Wisconsin Department of Health Services ECF (Electronic Case File) Handbook Release 08-05 August 18, 2008 |
2.6.2 Start the Ascent Capture Scan Application
2.6.3.1 Why The Batch Classes Are Important
2.6.3.2 Using the Flatbed Scanner
2.6.3.3 Watch for Missed Documents
2.6.9 Starting the Validation Module
Prior to scanning documents, you must perform startup procedures on the scanner at least once per day. It is recommended that at least once a day, a basic maintenance inspection is performed on the scanner.
The two most common scanners at the county offices will be the Fujitsu 5750C and the Fujitsu 4220C scanner. A user manual is provided specific to the scanner that has been installed. Manuals are also found at 3.1 Fujitsu Scanner Documentation. Please refer to your user’s manual for the proper startup and basic maintenance procedures.
Each scanner is connected to a PC. This PC will be referred to in this document as the Scan Station. It is important that the scanner is powered on before the Scan Station is started. Let the scanner warm up (about 10-15 seconds) before turning on the Scan Station. Once the scanner is warmed up and readied for the day, and the Scan Station has been started, scanning can begin. Log onto the Scan Station with your network login id.
A Scan Icon should be present on the desktop of the Scan Station. Double click on this icon to access the Ascent Capture Scan module. If there is no icon on the desktop, follow the procedure below.
From the Windows "Start” menu select All Programs> Ascent Capture 7.0> Scan.
The main window of the Ascent Capture Scan module will appear. Functional details of all the buttons on the screen are contained later in this document.
There are a number of options available to connect the scanner to the scan module. These appear in a drop down box in the upper left side of the screen. For the ECF scan application with the 5750C scanner, this should read
If the application is not set to this value, or if you are using a different scanner, please select the appropriate entry from the drop down list. Always make certain you pick the entry where your scanner model name is followed by the words "with SVRS with AIPE."
Since the most common function of the Scan Module is to "Create Batch", the application will automatically start with the "Create Batch" screen, shown below.
The Ascent Capture Scan application uses the concept of a "Batch Class". A case file may consist of 24 sub-batches. Two sub-batches will consist of just single page documents (documents with information on one side of the page). The other two sub-batches will consist of multi-page documents separated by batch A batch is a group of paper documents grouped logically. In the ECF, a batch will consist of documents related to a single case number. separator sheets. To scan each case file, you will have to scan the two sub-batches separately one after the other.
Example
To scan a single page:
Select "ECF Single Page Documents" as the Batch Class as shown above:
Place the batch of single page documents on the Automatic Document Feeder (ADF Automatic Document Feeder- the feeder tray on the scanner that automatically runs each document through the scanner. This is one of 2 methods used to scan documents. The other is the Flatbed Scanner, which requires the user to manually place documents one at a time on the glass tray.) of the scanner, ensuring that the pages are lose and aligned to the upper left hand corner of the first page. On the Fujitsu 5750c scanner, the batch should be facing down on the tray, with the top of the pages leading into the scanner.
Click the Scan button. The documents will begin feeding through the scanner. The images will appear in the Scan window as they are scanned.
When the scanner has completed the entire batch, you will see that each page constitutes a single document of type "ECF Single Page Document”. See the figure below.
To scan the multi-page document sub-batch, repeat the steps above except that in step 1, you must select "ECF Multi Page Documents" from the drop down list.
Single Case Batches
When you scan using a batch starting with "ECF..." you are using a Single Case Batch Class. This means that once you enter a case number in the Validation module, you can't change it until you're done with the batch. All of the documents in your batch must belong to the same case. There are 2 Single Case Batches:
ECF Multi Page Documents
ECF Single Page Documents
Multi Case Batches
When you scan using a batch starting with "Multi Case..." you are using a Multi Case Batch Class. This means that you have the option to scan docs from different cases in a batch. There are 2 Multi Case Batch Classes:
Multi Case ECF Multi Page Docs
Multi Case ECF Single Page Docs
The Multi Case batches work exactly as the Single Case Batches except that they allow you to change the case number during Validation. As a best practice, you could always use a batch that starts with "Multi Case.” An example of when this is helpful is if you’re scanning a group of SMRFs. Each page is a different document, and each document belongs to a different CARES case. By using a Multi Case batch, you can do all SMRFs in one batch and then change the case number for each SMRF during Validation. There is no harm in always using a Multi Case batch, even with documents that all belong to the same case.
Single vs. Multi Page Documents
DHS has purchased a volume license with the scanning software. If we exceed the limit of scanned images, we could be charged more. Normally, a one sided document counts as 2 scanned images instead of one (the blank back page is scanned and counted).
Single Page Documents
For this reason, when you are scanning documents, please separate out the single, one-sided documents from the multi-page or duplex documents. When you scan the single page documents, choose the "ECF Single Page Documents" batch class or the "Multi Case ECF Single Page Docs" batch class from the drop down list box in the Scan Module of Ascent Capture. There is no need to use separator sheets for the ECF Single Page Documents Batch Class. The scanner should only scan the front side of each document.
Multi Page Documents
When you're ready to scan the multi page documents, from the Scan Module, change the batch class type to "ECF Multi Page Batch Documents" or "Multi Case ECF Multi Page Docs." Now you should use the separator sheets to separate out different types of documents. Note also that a single page document with information on the back is considered a multi page document.
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Example: Case A has the following documents to be scanned:
The person scanning will separate out the documents into 2 classes:
1) Single page batch class documents: The shelter form and the note. No separator sheets are necessary.
2) Multi Page batch class documents: The check stubs go behind one separator sheet and the lease goes behind the other separator sheet. The check stubs all go together because they are for the same person on the same job. The lease is a duplex document.
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Note: The check stubs are one-page and one-sided so they could be put in a single page batch class also. However, by putting them behind a separator sheet and using a multi page batch class, these images will appear together in the ECF viewer and it will be easier for the viewer to see that these all belong together. If they're scanned as single page batch class documents, they will appear separately for the viewer and require more mouse clicking to see all the images.
The default method for scanning is to use the Automatic Document Feeder (ADF). If you have a laminated card, or small, ripped, or wrinkled documents, you may want to manually scan documents using the flatbed scanner. This is the glass tray on the scanner that is visible by lifting the lid on the scanner.
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Note: You must have a batch open when you change the settings to flatbed scan. |
To change the setting on the scanner to use the flatbed, open Ascent Capture's Scan Module.
You must have a batch created before you start.
The batch class should be "ECF Single Page Documents.”
Select Scan> Properties from the menu to bring up a dialog box.
From here, you'll see a pull down menu to toggle between ADF and flatbed scanning.
Change the setting to "flatbed." You will be able to scan manually now by placing a document on the flatbed.
Under "Sides" select "Single Sided." Click OK and proceed with scanning by clicking on Scan>Scan Page or "Start."
Once you are finished using the flatbed and close the batch, the settings will revert back to the default, which is the ADF duplex scanning option.
On occasion, the scanner may pull two documents through the ADF instead of just one. It's the responsibility of the scan operator to make sure that every document is scanned.
Once a batch has been scanned, it must be "closed' in order to move to the next process (See 2.7 Validating a Batch). Clicking on "Batch" in the upper left of the screen provides a drop down list. Select "Close" to close the batch, and ’"Yes" when asked if you are sure. At this point, you may scan the next batch, or close the application.
A number of functions can be performed using the buttons on the toolbar at the top of the Scan screen.
2.6.5.1 Batch Tools – These buttons on the toolbar provide an easy way to perform batch functions
Create Batch – Click this button to bring up the "Create Batch" screen, and begin scanning a new batch.
Open Batch – This button may be used to bring up the "Open Batch" screen. This screen contains a list of all batches that are currently in process.
Suspend Batch – This button will temporarily suspend a batch. These batches can then be selected to complete processing by using the "Open Batch" function.
Close Batch – Once a batch has completed, closing the batch will allow it to proceed to the validation station.
Batch Properties – This button provides statistics about the current batch, such as when it was created, and the number of pages and documents.
Delete Batch – If a batch has been scanned, and you realize you do not want this batch (i.e. accidentally scanned the same batch a second time) use this button to delete the batch.
Help – Provides help for all tasks related to the scan application.
2.6.5.2 Image Tools – These buttons are used to pan and zoom images
Pan – In pan mode, click on the image and hold the right mouse button down. Moving the mouse allows you to pan across the image.
Zoom – In zoom mode, click on the image to zoom in.
Zoom In – Click this button to zoom in on an image.
Zoom Out – Click this button to zoom out from an image.
2.6.5.3 Batch Navigation – These buttons allow you to browse through pages of a document in a batch.
Previous Document – Go to the previous document in a batch.
Next Document – Go to the next document in a batch.
First Document – Go to the first document in a batch.
Last Document – Go to the last document in a batch.
Previous Page– Go to the previous page in a batch.
Next Page – Go to the next page in a batch.
First Page– Go to the first page in a batch.
Last Page – Go to the last page in a batch.
Rotate the Image 90 degrees left.
Rotate the Image 90 degrees right.
Many of the features available on the toolbar can also be found using the dropdown on the menu bar. These dropdowns also contain some additional functions.
The features on the batch menu function the same as toolbar buttons. Open, Close, Suspend, Delete, and Properties are exactly identical to their counterparts on the toolbar button. Select New… to create a new batch.
The document menu provides functions that allow you to navigate through documents in a batch, and in some cases edit the contents of documents.
Combine – This function allows you to select pages from the batch contents list that have been scanned as separate documents, and combine them into the same document.
Reject – This allows you to reject a document from a batch, and attach a note why it was rejected. This may be done if there are problems with the document, such as poor scan quality. Rejected pages may be retrieved and viewed at a later time, and are not deleted from the system.
Unreject – Brings a document back from reject status.
Rotate and Save – Allows you to rotate a document right or left, and save the document in that state.
Delete – Deletes the document from the batch. Deleted pages are gone, may not be retrieved at a later time.
Next, Previous, First, and Last are identical to the toolbar buttons, and allow you to move from document to document within a batch.
Go To – Allows you to go directly to the nth document in the scan list.
Properties – Displays the properties box.
The page menu allows you to navigate through, and edit pages in a batch. It is similar to the document menu, except the functions are performed at a page level rather than a document level.
Create Document – Allows you to select one or more pages from the batch contents list, and create a new document from these pages.
Split Document – Allows you to select a page within a (multi-page) document, and split the document in two beginning with that page.
Reject – Allows you to reject a single page, without rejecting all pages within the document.
Unreject – Brings a page back from rejected status.
Rotate and Save – Allows you to rotate a page right or left, and save the page in that state. This will not affect other pages in the document.
Delete – Delete selected pages
Replace – Will allow you to replace the current page with a new page. Select the page you want to replace in the batch contents list. Place the new page in the scanner, and then select "Replace" from the dropdown. The selected page will be removed, and replaced with the newly scanned page.
Insert – Works in a similar manner to replace; however this function will insert the newly scanned page(s) after the selected page in a document.
Next, Previous, First, Last, Go To… and Properties work in the same manner as on the Document dropdown, however at the Page level.
The scan menu provides a number of scan options. An operator using our Electronic Case File application would not generally use many of these options. Only the options you may have a need for are described below.
Start – Starts the scan operation. This can only be used when a batch is open. You can use this if you want to scan additional images into the current batch.
Stop – Stops the current scan.
Scan page – Scans a single page.
The view menu allows you to change how images are displayed to you within the scan application.
Last Zoom – Reverts the viewer back to the last zoom selected.
Page Width – Displays the image in the viewer so that the width of one page takes up the entire viewer.
Page Height - Displays the image in the viewer so that the height of one page takes up the entire viewer.
Whole Page – Scales the image so that the entire image fits in the viewer window.
Zoom – Provides a dropdown that allows the user to select various zoom percentages, or create a custom zoom.
Scale to Gray – Checking this feature enhances image contrast within the viewer.
Expand Batch Contents Tree – Fully expands the image list in the Batch Contents window.
Toolbars – Allow you to display or hide all of the toolbars within the scan application.
After a batch has been scanned, the content of the batch will display in the batch contents window. This window provides an organized view of the documents and pages within a batch. The tree view can be expanded or contracted as shown below.
Drop down lists similar to those available on the Scan Module Menu Bar are available by right clicking within the batch contents window.
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Right Clicking on a batch displays the Batch Dropdown |
Right Clicking on a document displays the Document Dropdown |
Right Clicking on a page displays the Page Dropdown |
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The validation process is used to enter index data for the scanned images. This index data identifies the images to the Electronic Case Folder so that case workers can retrieve the images when they are needed. It is critical that accurate index information is entered. If the index information is entered incorrectly, case workers may not be able to find the documents they need.
A Validation Icon 
should be present on the desktop of the workstation. Double click on this icon to access the Ascent Capture Validation module. If there is no icon on the desktop, follow the procedure below.
From the Windows "Start” menu select All Programs --> Ascent Capture 6.1 --> Validation.
The main window of the Ascent Capture Validation module will appear. The toolbar for the validation module is identical to the Scan toolbar.
This page last updated in Release Number: 06-05
Release Date: 12/15/06
Effective Date: 12/15/06
