Scanning Introduction

Document Scanning In ServiceTracker 5

ServiceTracker 5 allows you to scan and attach a PDF to almost any activity in the ServiceTracker System.
This includes items such as Invoices, Job Cards, Purchase Orders, Registrations Papers or Training Certificates.

The Scans are not stored inside the database, so theres no limit on the number of scans in the system -

However you will need enough storage space on your Server or PC to store these documents. All scanners and PDF qualities vary, however we find that a file around 100kb per page is a good balance of size and legibility.

Please note: Many Auditors and Authorities may recognise Scanned Documents. However, we will always reccomend that you keep the original hard copy document.

How Does it Work?

When prompeted, ServiceTracker will look in a specific folder "Queue" on your server or pc (depending on your setup).

Any PDF files in this folder will be collected by ServiceTracker, and after processing or Tagging will be moved to a storage folder called Scans.

It doesnt matter what the name of the PDF file is, ServiceTracker will rename the file for storage purposes.

Files can be added to the Scans folder by:

1. Saving a pdf from an email attachment to the Queue folder
2. Configuring your scanner to saved scanned documents straight to the Queue folder
3. Copying PDFS from an existing location and pasting into the Queue folder.

Single & Multi Page Documents

There are 2 scenarios for document scanning with ServiceTracker:

1. Single Page Documents
2. Multi Page Documents

Multiple page documents shoudl be scanned as a single file with multiple pages.

Muliple Scans & Tags

Service, Reparis and Tyres can have multiple scans attached such as an invoice, purchase ortder and jobcard.
Additionally, a single document such as an invoice can be attached to multiple repairs or services.