Scanning Job Aid

The purpose of the Scanning Job Aid is to assist CCMS users with scanning mailed or hand-delivered case documents into CCMS using Kofax scanning software. When documents are scanned into CCMS, a Validate Document Work Item is automatically created, and the Validate Documents team is sent a task, alerting them team there is a new document to validate.

Documents can be scanned one at a time or in a batch. A Batch is a group of one or more documents scanned in a single scanning operation. When scanning documents in a batch, a separate Validate Document Work Item is created for each barcoded document. For documents with no barcode, that are not associated with a barcoded document, place a separator sheet in front of the document.

There are two types of separator sheets: A Batch Separator, to separate groups of documents, and a Document Separator, to separate individual documents that are not related or barcoded.

Glossary of Scanning Icons:

The following steps are completed by a the document scanner when scanning a document using Kofax:

1. Collect all the documents to be scanned and place them face down on the scanner's tray.
   • Some scanners are capable of scanning either both sides of the document or just one side. Depending on the scanner properties, a pop-up message is displayed when the documents are placed incorrectly and scanned.
     
2. Launch the Kofax Scanning Software.
3. Click Start, select Programs, select Kofax Capture 9.0, and then select Batch Manager.
4. The Kofax Capture Batch Manager page displays in a new window.
5. Click the Create Batch button to create a new batch to scan all the documents collected.
   
6. Select the appropriate Batch class from the drop-down list, then click [Save], and then click [Close].
   1. Three categories or Batch Classes of documents can be scanned into CCMS using Kofax: Barcoded Forms, Hand-Filled Forms and Unknown Documents.
      • Barcoded Forms are forms generated by CCMS, with bar codes containing identifying information, for example, an RAI.
      • Hand-Filled Forms are common standard forms, not generated by CCMS, for example a W-9 form.
      • Unknown Documents are random supporting documents, not generated by CCMS, such as a pay-stub.
        
7. The Kofax Capture Batch Manager page displays.
   • It takes at least 60 seconds for the information to process and for the new batch to display on the Kofax Capture Batch Manager page.
8. Click the Process Batch button to process the batch.
   
9. The Kofax Capture Scan page displays.
   
10. Click the Scan Batch button to scan all the documents placed on the scanning tray.
    • Use the Scan Page button to scan only one document and the Stop Scan button to stop scanning. The scanner scans documents one by one.
    • Every form that is scanned is identified by the cover page consisting of a barcode and certain required fields to route it to the appropriate team. Unidentified documents are identified by a standard separator sheet. Any number of pages can be associated with each form.
      
11. Once the scanning is complete the Out of Paper pop-up window displays.
12. Click the Cancel button to continue when the scanning is complete.
13. Click the Close Batch button to close the batch.
14. Click [Yes] to close the batch.
15. The Kofax Capture Batch Manager page displays.
    • It takes at least 60 seconds for the information to process and for the new batch to display on the Kofax Capture Batch Manager page.
16. Click the Refresh button to update the Queue column so Validation displays.
17. Click the Process Batch button.
    
18. The Kofax Capture Validations page displays. You will use this page to compare the fields on the document and confirm the correct values display in the validation fields on the left side of the page.
    • Most of the document types scanned will automatically be recognized by the Kofax scanning software. The Kofax scanning software will default information in the validation fields on the left-side of the page.
    • When tabbing through each field on the left, the corresponding field on the right is highlighted in green on the document. When the Kofax scanning software is unable to read information the corresponding field on the right side is highlighted in Red.
19. Press the Tab key on the keyboard to navigate through each of the fields on the left side of the page and validate the information in the highlighted box. If the information is incorrect, type over the existing text.
    
    
20. Click [Yes] to save the document after validating the last tab on the right side.
21. Proceed to the next document if more documents are scanned as a part of the same batch. Repeat steps 19 and 20 until all documents in the batch are validated.
22. Click [Yes] when there are no more documents are available to validate.
23. The Kofax Capture Batch Manager page displays.
    • It takes at least 60 seconds for the information to process and for the new batch to display on the Kofax Capture Batch Manager page.
    • The scanning process is complete when the batch just processed no longer displays in the Kofax Capture Batch Manager page.
    • A Validate Document Work Item is created in CCMS for each set of documents. The assigned "Validate Document" team receives a Validate Document task, alerting the team new documents are available for validation in CCMS.

Frequently Asked Questions

1. How do you delete a page and/or batch job that scans incorrectly?
   1. To delete a page, document or batch, right click on the selected page, document or batch and select Delete from the options displayed. You can also select the page, document or batch and click the Delete icon at the top of the page.
2. Is there a stamp that is added to the paper copy by the scanner? If so, when does this happen?
   1. Yes, the Kofax scanning software will add a date and time stamp at the bottom of each document while it is processed in the Kofax scanner.
3. How can I pause a batch processing? And if a batch is paused, can another user create a new batch?
   1. To suspend (pause) a batch, select the batch, right click and select Suspend from the options displayed. You can also click the Batch icon at the top of the page and select Suspend. A different user can create a new batch while a batch is suspended.
4. How many pages can I scan at one time?
   1. The standard settings for the Kofax scanning software allow up to 50 pages to be scanned at one time, including separator sheets.
5. Where can I find blank copies of the Batch Separator and Document Separator sheets?
   1. To find separator sheets click Start, select Programs, select Kofax Capture 9.0, and then select Separator Sheets.
6. Can I use blank pages as separator sheets?
   1. No, blank pages cannot be used as separator sheets. Kofax recognizes blank pages as such and automatically deletes them.
7. How do I access History - is it saved in the scanner?
   1. Documents recently scanned will display in the scanning queue. As documents are scanned they should be "released" and sent over to CCMS. Once documents are "released" to CCMS they will no longer be displayed in the Kofax scanning system.