CSSN Scan2CRM for Act! The ideal business and ID card scanning solution User Guide Version 3.
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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.
Table of Contents TABLE OF CONTENTS Warranty...................................................2 Notice to user ...........................................2 Publication................................................3 Trademarks ..............................................3 TABLE OF CONTENTS ........................................... 2 1. INTRODUCTION........................................ 1 OVERVIEW ........................................................... 1 Scanner/card type specification ........
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.
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.
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.
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.
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.
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.
3. USING SCAN2CRM FOR ACT! Scan2CRM for Act! adds a small toolbar to Act, which is loaded at Act's startup.
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.
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.
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. Scan2CRM for Act! User Guide, version 3.
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 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.
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.
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.
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.
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. 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.
Appendix A: Troubleshooting 5. APPENDIX A: TROUBLESHOOTING Description Solution When I try to enable Scan2CRM for Act! I get an error message, which says that another CSSN application is open 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. I opened Act! and got an error message from Scan2Act Scan2CRM for Act! failed to load.
Appendix A: Troubleshooting Black line down the middle of the scan Re-calibrate your scanner, see Calibrating the scanner, page 12. Act! freezes when I 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.
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.
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).
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 Drawn Square 4. The Select Field dialog appears. Press New Field. The Define Fields screen opens: Scan2CRM for Act! User Guide, version 3.
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, 7. Click Add. 8.
Appendix B: Adding an Image field to the Act! contact layout Scan2CRM for Act! User Guide, version 3.
