Creating a New Document by Importing an Image or PDF Document - Front Office Scanning - Foundation 23.1 - Foundation 23.1 - Ready - OnBase - Premier - external - Standard - Essential - Premier - Standard - Essential

Front Office Scanning

Platform
OnBase
Product
Front Office Scanning
Release
Foundation 23.1
License
Premier
Standard
Essential

You can also create a document that can be stored in OnBase by importing an available image or PDF document into the Front Office Scanning client.

Note:

Only PDFs or image documents with standard image file formats (e.g., .jpg, .tiff, .gif, .bmp, .img, .png, etc.) can be imported. Documents with other, non-standard image file formats (e.g., .xml, .htm, .xlsx, .docx, .one, .ppt, etc.) cannot be imported.

Much like scanning paper documents, once an image or PDF is imported into the Front Office Scanning client, you must select a Document Type button to assign the document to the correct Document Type. Unlike scanning paper documents, when creating a new document by importing an image or PDF document, the Front Office Scanning client cannot be configured to automatically select the Document Type for you.

By default, one file is imported, the entire file is treated as one document, it is assigned to a Document Type, another file can be scanned or imported, it is assigned to a Document Type, etc.

Depending on your configuration, however, you may be able to import a multi-page image or PDF document, organize the individual pages into multiple documents, and assign each document to the proper Document Type.

All actions are performed in the Scan/Create Document window, located below the Selected Data Set window.

Note:

The buttons in the Store images as: section are configured by your administrator; the buttons in your solution may be named or may be displayed differently.

Note:

Some Front Office Scanning solutions are designed to allow multiple input buttons (i.e., Scan buttons) to allow users to scan documents from multiple scanners, from a single scanner using different settings, or to create documents by marking up an image template or by creating an E-Form. The Scan/Create Document window for these solutions has a different appearance; examples of this Scan/Create Document window can be seen in Creating a Document from an Image Template and Creating an E-Form.

To create a document by importing an electronic image or PDF into the Front Office Scanning client:

  1. From the Front Office Scanning client, click File | Import Image File. The Open dialog box is displayed.
  2. Browse to the image or PDF file to be imported and click Open. The document is displayed in the Working window.
    • By default, the document in the Working window is displayed in Single Page view.

    • To display the document in Full Screen view, click View | Full Screen or press F11.

    • If you are not satisfied with the currently displayed image, click Delete Page to delete the currently displayed page from the document.

  3. Assign the document to a Document Type by clicking its Document Type button.

    Some notes about assigning a document to a Document Type:

    • All required Keyword Types (i.e., those displayed in red in the Selected Data Set window) must have Keyword Values associated with them before the document can be assigned to a Document Type.

    • Required Document Types are displayed in red. Documents must be assigned to these Documents Types for the Data Set before documents can be uploaded to OnBase.

    • Depending on your configuration, clicking the Document Type button might prompt you to select a Document Type from a drop-down list before the document can be uploaded to OnBase.

    • Depending on your configuration, once a document is assigned to a Document Type, an overlay image, a signature, and/or Keyword Values (or bar codes representing Keyword Values) may automatically be stamped on the document. For more information, contact your administrator.

    • Once an image document has been imported into the Front Office Scanning client and is displayed in the Working window, only other images can be imported until the displayed image(s) are assigned to a Document Type.

    • Once a PDF document has been imported into the Front Office Scanning client and is displayed in the Working window, no other documents can be imported until the displayed PDF is assigned to a Document Type.

  4. Once the document has been assigned to a Document Type, the document is cleared from the Working window, a check mark is displayed over the selected Document Type button, and the Document Type button is no longer enabled.

    If you are not satisfied with the currently displayed document, click Discard Images to deselect the selected Data Set and delete all documents associated with it that have not yet been uploaded to OnBase.

  5. Repeat these steps for each document you would like import using the selected Data Set.

    Typically, once a document has been assigned to a Document Type for the selected Data Set, the Document Type button is no longer enabled. Depending on your configuration, however, after a new document is scanned, the Document Type may be re-enabled, allowing you to assign multiple documents to the same Document Type. The number of documents assigned to the Document Type for the selected Data Set is displayed in parenthesis on the Document Type button.

    For example:

    When registering a patient in the outpatient lab for some testing, the registrar learns that the patient has orders for blood tests from multiple physicians. The orders are available to the Front Office Scanning from a file server on the hospital's internal network.

    Once the first order has been imported and assigned to the MED - Test Order Document Type, the user at the Front Office Scanning workstation imports the second order. The MED - Test Order Document Type button is re-enabled, allowing the user to assign the image of the order to the proper Document Type.

    Once both orders have been assigned to the Document Type, the label on the Document Type button is displayed as MED - Test Order (2) to indicate that two documents have been assigned to that Document Type for the selected Data Set.