Scan2CRM for Act! - Card Scanning Solutions Ltd.
Contents
1. CSSN Scan2CRM for Act The ideal business and ID card scanning solution User Guide Version 3 5 This publication contains proprietary information of the Card Scanning Solutions Company provided for customer use only No other uses are authorized without the express written permission of Card Scanning Solutions Warranty Card Scanning Solutions provides this publication as is without warranty of any kind either express or implied including but not limited to the implied warranties of merchantability or suitability for any particular purpose Card Scanning Solutions reserves the right to revise this publication and to make changes in the content hereof from time to time without notification Some countries or states in the USA do not allow a disclaimer of express or implied warranties in certain transactions if you are a resident of such country or state this statement may not apply to you This publication may include technical inaccuracies or typographical errors Changes are made periodically to the information herein these changes will be incorporated in new editions of the publication Card Scanning Solutions may make improvements and or changes in the products and or the software described in this publication at any time Notice to user This user guide should not be construed as a representation or warranty with respect to the software named herein Occasionally changes or variation2. El Disabled Note If Scan2CRM for Act is enabled the application will detect the scanner status connected disconnected automatically and switch the icon color accordingly If the application is disabled no detection of scanner status is performed Scan2CRM for Act User Guide version 3 5 Using Scan2CRM for Act Application State The scanner must be calibrated prior to scanning business cards please refer to Calibrating the scanner page 12 for instructions Once the scanner is calibrated make sure the configuration window is closed to begin scanning business cards APPLICATION STATE When the application loads its state is set to Enabled by default Setting the application state a Press on the state button to toggle between Enabled and Disabled states If the application is enabled green button pressing on the state button will disable the application and the button will be grayed out a If an error occurred while the application was loaded the state will be set to Disabled You can try to enable the application by pressing on the state button If this does not help check if the scanner is properly connected and try again Configuring the Scan2CRM for Act See Configuration page 9 SCANNING CARDS a Place the business card in the scanner with the text face down lf the card is a horizontal card place the card into the scanner horizontally and if the card is vertical place
3. the USB port To connect the scanner do the following Place the scanner on a flat firm solid surface with easy access Plug the USB interface cable into the USB port of the computer Scan2CRM for Act User Guide version 3 5 3 Getting Started Connecting the scanner After the Add new hardware wizard dialog box appears click Next until you are asked to set the driver for the reader You ll find the driver on the Installation CD at lt CD ROM drive gt Driver 800 for the ScanShell 800 or 800N scanner model for ScanShell 800N After you specify the driver click Next You will be presented with a standard Windows message Hardware Installation nN The software you are installing for this hardware CSSN SCANSHELL 800 has not passed Windows Logo testing to verify its compatibility with Windows XP Tell me why this testing is important Continuing your installation of this software may impair or destabilize the correct operation of your system either immediately or in the future Microsoft strongly recommends that you stop this installation now and contact the hardware vendor for software that has passed Windows Logo testing Continue Anyway STOP Installation SS eee Click Continue Anyway The installation of ScanShell scanner drivers is safe for you computer and will not affect your system Click Next until the installation is complete Scan2CRM for Act User Guide versio
4. the card into the scanner vertically If you do not do this the software will automatically rotate the card Scan2CRM for Act User Guide version 3 5 7 Using Scan2CRM for Act Scanning cards a Your card will be automatically detected scanned in and inserted automatically into a new Act Contact record Note By default the Act Contact s layout does not contain a special image field and images are kept in the Notes section of the Contact record You can however add an image field to the contact layout by selecting Design Layouts gt Contact under the Act s Tools menu For detailed explanation on how to perform this procedure please see Appendix B Adding an Image field to the Act contact layout page 18 or consult Act s user guide 8 Scan2CRM for Act User Guide version 3 5 Configuration Scan2CRM for Act Window 4 CONFIGURATION SCAN2CRM FOR ACT WINDOW B m Open the Scan2CRM for Act mmj window by pressing the Scan2CRM for Act button on the Scan2CRM for Act toolbar Scan2ACT Configuration Information To start scanning close this window and insert a card into the scanner http Huw card reader com Version 9 22 Scan2CRM for Act User Guide version 3 5 9 Configuration Scan2CRM for Act Window The Scan2CRM for Act window has five tabs 1 About tab Displays version information 2 General tab allows you to select the type of scanned c
5. ard Scan2ACT Configuration About General Maintenance ID Settings Images Scan card type OID Card f Business Card Business Card OID Card ID Card Business Card the program will attempt to detect the card type automatically Business card for scanning business cards ID card for scanning ID cards and American driving licenses Note the grayed out options ID card Business card and ID card are not available with ScanShell 800N scanner 10 Scan2CRM for Act User Guide version 3 5 Configuration Scan2CRM for Act Window 3 Maintenance tab This tab is used for calibrating and cleaning the scanner necessary for ensuring proper functioning Scan2ACT Configuration About General Maintenance ID Settings Images it is recommended to calibrate the scanner on first use and from time to time For best performance it is recommended to clean the scanner from time to time Scanner calibration Scanner calibration resets the scanner color sensor and generates higher accuracy in the OCR detection process When you use the scanner for the first time you will be prompted to calibrate the scanner Calibrating the scanner is also a good idea if you notice deterioration in scanning and OCR quality Scan2CRM for Act User Guide version 3 5 11 Configuration Scan2CRM for Act Window Calibrating the scanner Open Act Open the Scan2CRM for Act wi
6. can select options to describe the field or specify how the field functions Field name Field data type Picture Customize field behavior Allow Blank This field can accept empty values C Generate History Track changes made to this field s value in history Primary Field Copy this field when duplicating the record Scan2CRM for Act User Guide version 3 5 19 Appendix B Adding an Image field to the Act contact layout Fill in a name for the field e g Member Photo Select Picture from the Field Data Type dropdown list Leave other default selections as they are a Click Finish The field you created will now appear in the field list of the Select Field dialog Select it If you want a label with the field name to appear next to the field select the Include a Label checkbox Click Add Now you can change and edit the Picture field properties resize it change its borders etc ntact Info User Fields Horge Adi 10 11 Press Save in the main tool bar and close the Layout Designer dialog After you close the Layout Designer dialog you should see the field in your contact details screen where you placed it From now on when you scan a card the card image will appear on this spot in addition to being added to the notes 20 Scan2CRM for Act User Guide version 3 5 Appendix B Adding an Image field to th
7. e Act contact layout Notes History Activites Opportunities Groups Companies Secondary Contacts Documents Contact Info User Fields OPERATORLICEN CJ Home Address Scan2CRM for Act User Guide version 3 5 21
8. etection options of ID cards and driving licenses Select the world region and the ID card s issuing country and state if applicable from the dropdown lists Save Image Determine how the ID card driver license image is saved the Scan2CRM for Act User Guide version 3 5 13 Configuration Scan2CRM for Act Window complete card or just the face image on the card 5 Image tab This tab allows you to select and specify the scanned area and image size Scan2ACT Configuration About General Maintenance ID Settings i Images Scan Size Auto Default 3 6 x 2 2 Image Size no E Scan Size Specify the scanned area size Auto The scanner detects the card size automatically Default Save the image in a default visit card size of 3 60X2 20 inch This is the best option for scanning dark color cards Image Size Specify the resolution of the scanned image Higher resolution results in better image quality and higher scanned image file size 14 Scan2CRM for Act User Guide version 3 5 Appendix A Troubleshooting 5 APPENDIX A TROUBLESHOOTING Description When try to enable Scan2CRM for Act get an error message which says that another CSSN application is open Solution Scan2CRM for Act can not work while another CSSN application is running To activate Scan2CRM for Act close the other application and press on the state button
9. ic Contact Layout 1024x768 File Edit View Format Help a e Be Company Company E mail E mail Contact Contact Messenger ID Messenger 1D Salutation Saistation Title Title kd City it 1D Status 1D Status E Picture Field 8 vesino Field E Record Manager GB Access Department Department State State Spouse Taaa Phone Phone Ext Exte ZIP Code ZIP Code Birthday Mobile Mobile Phone Country Country Referred B lle Fax Fax Phone Web Site Web Site Last E mail Last Results Last Results 11 Edt Date Last Reach Last Reach 1 gt Last attempt Last Attempt Til Last Meeting Last 2 Select the address tab in which you want the image to appear In this example we selected the Home address tab you can choose any other section 18 Scan2CRM for Act User Guide version 3 5 Appendix B Adding an Image field to the Act contact layout 3 Inthe left tool bar select Picture Field and then draw a square in the selected layout in which the image will be displayed If the Picture Field is not available in the left tool bar select Field Ip Status E Record Manager E Access fom X Include a labet fron New Field Square 4 The Select Field dialog appears Press New Field The Define Fields screen opens Enter field name and type For each field you create or edit you
10. in the toolbar opened Act Scan2CRM for Act failed to load Check if the and got an scanner is connected properly and press on error the state button in the toolbar If Scan2CRM message for Act is not enabled contact the support from team Scan2Act The Try to enable the application by pressing on application the state button If this does not help check if state is set to the scanner is properly connected and try Disabled on again startup There are Clean and calibrate the scanner see page 12 irregularities or deterioration in scanning and OCR quality After scanning the image is black Re calibrate your scanner see Calibrating the scanner page 12 Scan2CRM for Act User Guide version 3 5 15 Appendix A Troubleshooting Black line down the middle of the scan Re calibrate your scanner see Calibrating the scanner page 12 Act freezes when scan a business card Make sure that the card is placed into the scanner with the text face down When a card is scanned face down the processing window just hangs and locks up my Act Please recalibrate the scanner and try again See Calibrating the scanner page 12 Scan2CRM for Act is not showing up in my Act Please disconnect any palm or smart phone devices disable Active Sync and restart Act Scanner stop working after This usually occurs when the computer turns off the USB po
11. isii iienaa 3 TNSTALLAT ION cis sitncsscasbeciiacruteaiadatanon mite 5 UNINSTALL a 5 SCAN2CRM FOR ACT WINDOW ccceeeeeeeeeees 5 USING SCAN2CRM FOR ACT 1 0000 6 CONFIGURATION sas cssssccsntnnsenstincvnnnanove sions 9 SCAN2CRM FOR ACT WINDOW scceseeneeteeees 9 T ADOU aD aos sated ectcestasesee ds 2 General tab 3 Maintenance tab 1ccccccee 11 Scanner calibration ee eeeeeeecececeeeeeeneseseees 11 Calibrating the Sscanner 222222222 12 Scan2Contacts User Guide version 3 5 Table of Contents APPENDIX A TROUBLESHOOTING 15 5 6 APPENDIX B ADDING AN IMAGE FIELD TO THE ACT CONTACT LAYOUT 18 Scan2CRM for Act User Guide version 3 5 Introduction Overview 1 INTRODUCTION OVERVIEW Scan2CRM for Act is an add on application for the Act CRM software suite Depending on the scanner that is used it scans business cards ID cards and American driving licenses and automatically inputs both their textual data and image to a new contact record in Act Within seconds of placing a card into the scanner Scan2CRM for Act pulls the information off the card using OCR Optical Character Recognition technology and automatically populates the text fields of a new Act contact record name title phone number etc while also capturing an image file of the card Scan2CRM for Act works directly from within Act making it the only bu
12. n 3 5 Getting Started Installation INSTALLATION To install the software on the computer do the following 1 Close all programs 2 Insert the CD into the CD ROM drive 3 Wait until the install program begins and follow the instructions on the screen 4 Ifthe install program does not automatically start click the My Computer icon on the desktop and then select the CD ROM drive Double click on the Setup program Wait until the install program begins and follow the instructions on the screen The software starts automatically when starting Act UNINSTALL To uninstall the software open the Add Remove Programs control panel Select Scan2CRM for Act and click on Add Remove Follow the uninstall instructions until the operation is completed Act must be closed SCAN2CRM FOR ACT WINDOW The Scan2CRM for Act window is opened by pressing the Scan2CRM for Act button on Act toolbar Scan2CRM for Act User Guide version 3 5 5 3 USING SCAN2CRM FOR ACT Scan2CRM for Act adds a small toolbar to Act which is loaded at Act s startup LUI Scan2CRM for Act Toolbar in Act Button Name Description B Scan2CRM Opens a Scan2CRM for Act for Act window with version information setup and scanner maintenance options State The State buttons indicate the current state of the application E Enabled scanner is connected E Enabled scanner is disconnected
13. ndow Click the Calibrate Scanner button Insert the calibration paper that came with the scanner the paper sheet with black stripes Please make sure that the side of the calibration paper with the black stripes is facing down Click OK Note The scanner must be calibrated before the first use Cleaning the scanner It is recommended to clean the scanner from time to time especially if you notice irregularities and deterioration in scanning and OCR quality Open Act Open the Scan2CRM for Act window Click the Clean Scanner button Insert the cleaning paper that came with the scanner You can add a few drops of alcohol or cleaning solution to the cleaning paper Click OK 12 Scan2CRM for Act User Guide version 3 5 Configuration Scan2CRM for Act Window 4 ID Settings tab Allows you to specify detection parameters of ID cards and how the Image of ID cards is saved Note This tab is unavailable with the ScanShell 800N scanner Scan2ACT Configuration About General Maintenance ID Settings Images O Auto Detect State World Region ENEE EELER Country United States State Alabama Save Image Full Image O Face Image Auto Detect State Select this option for automatic detection of the issuing American state when scanning American ID cards and driving licenses If this option is selected the manual detection options are disabled Manual d
14. rt to save power Try being idle for unplugging the scanner and then plugging it in a while again For a permanent solution 1 Right click on My Computer and select Manage 2 On the left side in Computer Management click Device Manager 3 On the right look for Universal Serial Bus controllers or USB controllers 4 Right click on USB Root Hub and select Properties 16 Scan2CRM for Act User Guide version 3 5 Appendix A Troubleshooting 5 Choose the Power Management tab and uncheck the option Allow the computer to turn off this device to save power then click OK 6 Repeat this for each USB Root Hub 7 Restart the computer You may also need to install an update from Microsoft For more information http support microsoft com kbid 822603 Any other problem or question Contact our technical support at www scan2Act com For customer support in Europe please contact our technical support at www scan2Act co uk Scan2CRM for Act User Guide version 3 5 17 Appendix B Adding an Image field to the Act contact layout APPENDIX B ADDING AN IMAGE FIELD TO THE ACT CONTACT LAYOUT By default Act Databases do not include an image field as part of the Contact layout You can add an image field to the contact layout as follows 1 From Act s Tools menu select Design Layouts gt Contact The following screen opens i Layout Designer Bas
15. s exist in the software that are not reflected in the manual Generally if such changes or variations are known to exist and to affect the product significantly a release note or read me file accompanies the user guide and or the distributed software In that event be sure to read the release note or read me file before using the product Publication The descriptions specifications design and procedures contained in this user guide were effective at the time of publication of this document Card Scanning Solutions reserves the right to modify any of the above at any time without notice and without incurring obligations Trademarks All trademarks are the property of their respective holders and are hereby acknowledged 2005 2007 Card Scanning Solutions Table of Contents TABLE OF CONTENTS L 2 3 4 WV RIDE iaaa hie tl tens ci 2 PUES tO IS i onni ciere aain a Publication Trademarks TABLE OF CONTENT Sis osiecccscnsuscscesescemcbesitbcneunenion 2 TNT RODUC THON sisiss cass taccsstasstiapincorsicaas 1 KIVER VEW seco it cone ves sae at 1 Scanner card type specification 1 BSC eee enn E ENO 2 Scanner specifications 1 0ccccccceccc cence cess sees 2 GETTING STARTED cccsccssssssssroeseees 3 BEFORE USING THE SCANNER ssssssessccsssssseneenes 3 MINIMUM SYSTEM REQUIREMENTS sesseeeceeees 3 CONNECTING THE SCANNER oeiiicis
16. siness card scanning package that does not require cards to be scanned into a 3rd party application before the information can be imported into Act Scanner card type specification Scanshell 800N scanner scans business cards only Scanshell 800 scanner scans business cards ID cards and American driving licenses Scan2CRM for Act User Guide version 3 5 1 Introduction Overview Features Fully integrated into Act Scan cards directly and automatically into Act Capture both data and image Just a few seconds per scan Auto detect function just place the card in the scanner text face down Scanner specifications Powered by the computer USB No external power source is needed Small footprint Fully mobile 2 Scan2CRM for Act User Guide version 3 5 Getting Started Before using the scanner 2 GETTING STARTED BEFORE USING THE SCANNER The scanner has been carefully packaged to avoid damage during transportation Before operating the scanner please remove the packaging materials After removing the packaging materials you will find the following ScanShell scanner Application CD USB interface cable Calibration paper Cleaning paper MINIMUM SYSTEM REQUIREMENTS The minimum system requirements are Pentium III with 128MB Win 98 Second Edition or higher USB port Act installed CONNECTING THE SCANNER The scanner is connected to the computer via
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