Document Capture

OptimiDoc Document Capture turns multifunction devices — and hot folders, web uploads, mobile apps and mailboxes — into intelligent on-ramps for your document processes. Configurable scan workflows combine a capture source, one or more destinations, OCR and recognition, and metadata prompts, so that scanning a document files it in the right place, in the right format, with the right data attached.

1. Scan Workflows

A scan workflow (also called a scan template) is a reusable definition that appears as a button on the device panel. Each workflow is built centrally in the web console and pre-configures everything about a scan so the user simply selects it and presses start.

• Workflows are ordered to control how they appear on the device panel.

• Access is controlled per user group — a workflow can be enabled for everyone (optionally excluding some groups) or restricted to selected groups only.

• Each workflow can carry a custom icon and description to make it easy to recognise.

• The editor is organised into tabs: General, Access Rights, Input Options, Parameters, Output Options, PDF Settings, Processing and OCR Zones.

2. Capture Sources

The Flow Type determines where a workflow's documents come from:

3. Destinations

Every workflow has a primary destination and can add any number of additional (secondary) destinations. Each additional destination can carry a condition, so it only receives the document in certain cases (for example, always, or only when the primary delivery fails).

OptimiDoc ships with a broad set of destination connectors:

• Email, Folder, FTP/FTPS

• SharePoint (on-premises) and SharePoint Online

• OneDrive, Google Drive, Dropbox, Box

• WebDAV, S3 / Wasabi object storage

• Script — hand the document to a custom script for bespoke integration

See Scan Destinations Overview for the configuration of each connector.

4. OCR and Intelligent Recognition

OptimiDoc can turn scanned images into searchable, structured output using one of two recognition engines — OptimiDoc OCR or ABBYY OCR (the latter is licence-gated):

• Searchable output — produce searchable PDF or PDF/A instead of image-only files. OCR is enabled automatically by the chosen output format.

• Multiple languages — select several OCR languages at once for mixed-language documents.

• Barcode recognition and separation — detect Code 128, Code 39, QR Code and Data Matrix (or auto-detect all types), and use barcodes to split a batch into separate documents, optionally removing the separator page. A regular-expression pattern can restrict which barcodes count.

• OCR Zones (zonal extraction) — define areas on the page (positioned as a percentage of the document) to extract specific values for indexing, routing or filenames, and mark a zone as a document separator.

• Handwriting and redaction — recognise handwritten digits, letters or alphanumeric content, and redact sensitive data by text match, regular expression or fixed zone.

5. Output, PDF and Filenames

• Formats — PDF (searchable or non-searchable), PDF/A with a selectable conformance level for archival, plus image formats such as JPG.

• PDF settings — document metadata (title, author, subject, keywords), compression, Fast Web View, font optimisation and document packing.

• Filenames — build dynamic file names from placeholders and captured parameter or zone values.

• Metadata export — optionally write a document's metadata to a separate file alongside the scan.

6. Parameters and Metadata

Workflows can prompt the user for information at the device panel before scanning, enriching the document with business context:

• A range of parameter types is available — text, number, list, boolean, date, user lists, SharePoint lists, folders and passwords — described in the Scan Parameters Reference.

• Parameter values can populate file names, folder paths and destination fields, and travel with the document so it files into the correct SharePoint columns or folders.

7. Import, Export and Licensing

• Import / export — workflows can be exported as JSON and imported again (including bulk drag-and-drop of several files). Imported workflows arrive disabled so you can review them before switching them on.

• Licence-gated capabilities — advanced features such as ABBYY OCR depend on the installed licence; the editor only offers capabilities the licence permits, and the licence tracks remaining OCR page allowance.

In Summary

Document Capture streamlines the journey from paper to digital across every capture source your organisation uses. With configurable workflows, primary and conditional secondary destinations, multi-language OCR, barcode and zonal recognition, and metadata-driven routing, every scanned document reaches the right place, in the right format, with the right data — every time.