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 variations 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
Warranty...................................................2
Notice to user...........................................2
Publication................................................3
Trademarks ..............................................3
T
ABLE OF
C
ONTENTS
........................................... 2
1.
INTRODUCTION........................................ 1
O
VERVIEW
........................................................... 1
Scanner/card type specification ...............1
Features ...................................................2
Scanner specifications .............................2
2.
GETTING STARTED ................................. 3
B
EFORE USING THE SCANNER
.............................. 3
M
INIMUM SYSTEM REQUIREMENTS
...................... 3
C
ONNECTING THE SCANNER
................................. 3
I
NSTALLATION
..................................................... 5
U
NINSTALL
.......................................................... 5
S
CAN
2CRM
FOR
A
CT
!
W
INDOW
......................... 5
3.
USING SCAN2CRM FOR ACT!................ 6
A
PPLICATION
S
TATE
............................................ 7
Setting the application state.....................7
Configuring the Scan2CRM for Act!.........7
S
CANNING CARDS
................................................ 7
4.
CONFIGURATION..................................... 9
S
CAN
2CRM
FOR
A
CT
!
W
INDOW
......................... 9
1.
About tab .......................................10
2.
General tab....................................10
3.
Maintenance tab............................11
Scanner calibration ................................11
Calibrating the scanner......................12
Cleaning the scanner.........................12
4.
ID Settings tab...............................13
5.
Image tab ......................................14
Scan2Contacts User Guide, version 3.5
Table of Contents
5.
APPENDIX A: TROUBLESHOOTING ..15
6.
APPENDIX B: ADDING AN IMAGE
FIELD TO THE ACT! CONTACT LAYOUT..18
Scan2CRM for Act! User Guide, version 3.5
Introduction
1. INTRODUCTION
Overview
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 business 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
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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
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 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
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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:
< CD-ROM drive >:/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:
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.
4
Scan2CRM for Act!
User Guide, version 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. If the install program does not automatically start, click the My
Computer icon on the desktop and then select the CD ROM drive.
5. Double click on the Setup program.
6. 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.
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5
3. USING SCAN2CRM FOR ACT!
Scan2CRM for Act! adds a small toolbar to
Act, which is loaded at Act's startup.
Scan2CRM for Act! Toolbar in Act
Button Name Description
Scan2CRM for Act!
Opens a Scan2CRM
for Act! window with version information, setup, and scanner maintenance options
State buttons indicate the current state of the application:
= Enabled, scanner is connected
= Enabled, scanner is disconnected
= 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.
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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
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.
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
Place the business card in the scanner with the text face down.
If the card is a horizontal card, place the card into the scanner horizontally and if the card is vertical, place the card into the scanner vertically. (If you do not do this, the software will automatically rotate the card.)
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Using Scan2CRM for Act! Scanning cards
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-
>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.
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3.5
Configuration Scan2CRM for Act! Window
4. CONFIGURATION
SCAN2CRM FOR ACT! WINDOW
Open the Scan2CRM for Act! window by pressing the Scan2CRM for Act! button on the Scan2CRM for Act! toolbar.
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Configuration Scan2CRM for Act! Window
The Scan2CRM for Act! window has five tabs:
1.
2.
About tab
– Displays version information.
General tab
- allows you to select the type of scanned 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.
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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.
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.
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Configuration Scan2CRM for Act! Window
Calibrating the scanner
Open Act!
Open the Scan2CRM for Act! window
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.
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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.
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 detection 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
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Configuration Scan2CRM for Act! Window
5. complete card or just the face image on the card.
Image tab
– This tab allows you to select and specify the scanned area and image size.
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.
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Appendix A: Troubleshooting
5. APPENDIX A: TROUBLESHOOTING
Description
When I try to enable
Scan2CRM for Act! I get an error message, which says that another
CSSN application is open
I opened Act! and got an error message from
Scan2Act
The application state is set to
Disabled on startup
There are irregularities or deterioration in scanning and OCR quality
After scanning, the image is black
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 in the toolbar.
Scan2CRM for Act! failed to load. Check if the scanner is connected properly, and press on the state button in the toolbar. If Scan2CRM for Act! is not enabled, contact the support team.
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
Clean and calibrate the scanner, see page 12.
Re-calibrate your scanner, see
the scanner
, page 12.
Calibrating
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Appendix A: Troubleshooting
Black line down the middle of the scan
Act! freezes when I scan a business card
When a card is scanned face down, the processing window just hangs and locks up my
Act
Scan2CRM for Act! is not showing up in my Act
Scanner stop working after being idle for a while
Re-calibrate your scanner, see
the scanner
, page 12.
Calibrating
Make sure that the card is placed into the scanner with the text face down
Please recalibrate the scanner and try again.
(See
Calibrating the scanner
, page 12)
Please disconnect any palm or smart phone devices, disable Active Sync and restart Act
This usually occurs when the computer turns off the USB port to save power. Try unplugging the scanner and then plugging it in 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"
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Appendix A: Troubleshooting
Any other problem or question
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
Contact our technical support at www.Scan2Act.com
.
For customer support in Europe, please contact our technical support at www.Scan2Act.co.uk
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Appendix B: Adding an Image field to the Act! contact layout
6. 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->Contact. The following screen opens:
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).
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Appendix B: Adding an Image field to the Act! contact layout
3. In the 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")
Select Field
Dialog
4. The Select Field dialog appears. Press New
Field. The Define Fields screen opens:
Drawn
Square
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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.
Click Finish.
5. The field you created will now appear in the field list of the Select Field dialog. Select it.
6. If you want a label with the field name to appear next to the field, select the Include a
Label checkbox,
8. Now you can change and edit the Picture field properties – resize it, change its borders etc.
Save in the main tool bar, and close the Layout Designer dialog
10. After you close the Layout Designer dialog, you should see the field in your contact details screen, where you placed it.
11. 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
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Appendix B: Adding an Image field to the Act! contact layout
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