Scanning and Indexing Documents

1. Scanning and Indexing Documents Sean Pitetta

2. Login to WebXtender From the SMCCD Portal Page Click BANNER In the Banner Page Click WebXtender In the Login Page Type the Username and PasswordPassword : changeme

3. Naming Batch to Be Scanned Once you are logged in you will encounter this page. To start Scanning PURCHASE ORDERS (PO) – Right Click PB-F-DOCS(Do Not Scan POs With W-9s) Once right clicked, Select Batch Import To start Scanning a particular batch of Pos Name the Batch Under your Name and Date and click NEXT

4. Scanning Documents Once a New Document Scan Window Opens. Click on Page Then Click on Enable Scanning Click on the Scan Button to start scanning documents through the machine. Press again if there are additional Documents to be scanned. Once Finished scanning Exit the Window Pressing the Close button on the Left. Never use the top right Close Button.

5. Indexing Documents Once Finished Scanning, Go back to the WebXtender Homepage and Click on the Batch List Icon. Then Double Click on the Desired Batch (Keeping mind the Current Application is in the right Field - ex. [B-F-DOCS] for Purchase Orders and [B-F-ID] for W-9’s) Once Opened. Start Indexing by Clicking on New Document Icon.

6. Indexing Enter the Purchase Order ID. Then Change Document Type to Purchase Order Then Click Save Add Pages that are part of the Purchase Order. Don’t Click on Add all Pages. Repeat Steps when New Document appears

7. Reoccurring Purchase Order If a Document under the same name already exists. This window will appear as you try to save the Document ID.(common with Change Orders) To Save backup on an already existing file. Click on Keys and References Press Add to the Old file. Add pages as usual.