You can scan and attach documents to mail and then view the scanned image directly from the mail record. In order to scan documents, you must have a scanner connected to your workstation and have scanning enabled in your user Preferences. You can scan and attach both incoming (a letter from a correspondent) and outgoing (a copy of an outgoing letter with a handwritten note) documents.
Note: IQ also provides the ability to mass-upload previously scanned files and attach them to new or existing Mail records without performing the scanning within IQ. Please contact your IT Consultant to set up the Upload Attachments feature.
To scan and attach an incoming document to a mail record:
Add a new mail record or locate an existing one.
Click the scanner icon located to the right of the Attachment(s) field in the Incoming section.
IQ displays the Scanning for Incoming dialog with the following options:
Click the Scan and View button if you want to view the images before attaching them. When you select Scan and View, the scanning dialog remains open with the scanned image displayed in the Image Viewer iframe. Click the Scan More button to scan additional pages. Click the Upload button to close the scanning dialog and return back to the Mail record page.
Click the Scan and Upload button if you want to immediately attach the files after scanning. When you select Scan and Upload, IQ automatically closes the scanning dialog and places the file name in the Incoming Attachment(s) field.
IQ assigns a numeric name to the scanned file. To view the file, click the file name in the Attachment(s) field. IQ opens the file in a separate window. Note: If this is the only or first file in the Attachments field, IQ displays it in the Incoming iframe below the Attachments field in the Outgoing section. To detach the file, click the x located to the right of the file name. IQ displays a message to confirm you want to detach the file.
To scan and attach an outgoing copy to a mail record:
Add a new mail record or locate an existing one.
Click the scanner icon located to the right of the Outgoing Copy field in the Outgoing section.
IQ displays the Scanning for Outgoing dialog with the following options:
Select the Scan and View button if you want to view the images before attaching them. When you select Scan and View, the scanning dialog remains open with the scanned image displayed in the Image Viewer iframe. Click the Scan More button to scan additional pages. Click the Upload button to close the scanning dialog and return back to the Mail record page.
Select the Scan and Upload button if you want to immediately attach the files after scanning. When you select Scan and Upload, IQ automatically closes the scanning dialog and places the file name in the Outgoing Copy field.
IQ assigns a numeric name to the scanned file. To view the file, click the file name in the Outgoing Copy field. IQ opens the file in a separate window. To detach the file, click the x located to the right of the file name. IQ displays a message to confirm you want to detach the file.
Note: Optical Character Recognition (OCR) for the scanned image is performed on the IQ web server at an interval set in your IQ Scheduler. Once OCR'd, you can use a text search to find scanned images based on keywords.