Purpose: Allow uploading scanned documents to cases via email without needing to manually enter a case's email address. A document printed from a case contains a QR code identifying the case. The document serves as a cover page for documents being scanned and emailed. Scanned documents can be sent to a single email address. LegalServer will read the QR code and upload the document to the appropriate case.
Cost: There is no cost to use this feature. You must enable it and follow the setup procedures described below.
How to Use the Feature
Click the "Barcode Cover Sheet" link on a case (the name of the link and it's placement are set by a site's administrator) to display the page that generates the cover sheet:
The email field contains the email address of the person filling out the form. The address can be removed, or additional addresses added.
The cover sheet will be stored in the selected folder on the case.
The cover sheet can be printed, then scanned and emailed to "firstname.lastname@example.org" (substituting your site's information after the @ sign) along with other pages. Files sent to that address go into a queue. If LegalServer can read the QR code, it will place the document into the designated case and folder. The "placeholder" document will be replaced with the actual document. In addition, a case note is generated indicating that the document was saved (like an email sent to a case appears as a case note).
Recommended Scan Settings
Format: PDF (multi-layered PDFs should not be used)
Resolution: 200 DPI minimum, 300 DPI or higher recommended
Color: Grayscale or color
Administration and Troubleshooting
These tools are generally only available to administrators, who have access to the Admin page.
* User generates cover sheet on a case - cover sheet appears in cover sheet queue
* File (with cover sheet as first page) is emailed to scan@ address - appears in the scan queue
* If successful, a case note with the attached PDF will appear in the case
Cover Sheet Queue
The Admin / Cover Sheet Queue page lists all cover sheets generated that are "waiting" for documents to be scanned.
Barcode Scanning Queue
The Admin / Barcode Scanning Queue page lists all files received at the scan@ email address. Each document includes a link to the case (if any) it is associated with, a link to the document profile, and an "Edit" link that allows the document to be associated with a different case.
Testing the Email Functionality
Administrators can confirm the server is receiving and processing scans by sending an email to the site's scan@ address. No attachment or special text is needed. The server will send a reply email indicating "There was a failure delivering your message to LegalServer. Failure reason: QR code not found or cannot be parsed". The failure to deliver (to a case) is expected. Receipt of the message confirms the server is receiving and processing emails sent to scan@.
Your role needs the "Administer Bar Code Scanning" permission to see the settings link on the Admin page.
You enable this feature on the Admin > Barcode Scanning Settings page:
Notifications can be sent by email, by LegalServer message, or both. If no users are selected, no notification is sent for a failed scan.
When "Enable Barcodes" is set to Yes, two additional links appear in the Document Management section of the Admin page: "Bar code scanning queue" and "Cover sheet queue".
Sites using the built-in static homepage can enable a list of scans. There is a list view element available for dynamic home pages.
Auxiliary Form and Process
Create an auxiliary form and process in the Case/Matter module to display a page that will generate the cover sheet. The form contains the "Generate Cover Sheet" block. The name of the form and process are up to the site administrator.
Cover Sheet Template
The cover sheet template is created like other document templates.
It must be a New Style Template and have "Download instead of Begin Process" set to Yes.
No Problem Codes, Special Problem Codes, or other attributes should be selected. This will keep the template from showing up on the Recommend Documents list on cases.
The two actors for the template are Case Data and Document Info. The names of these actors are set by site administrators, so your site may have Case Information or similar instead of Case Data. (If necessary, add a new actor type called "Document Info" in Admin / Lookups / Actor Type, and a new actor called "Document Info" in Admin / Lookups / Actor.)
The template must contain at least the "ID" field from the Case Data actor. This field may sometimes be called "Database ID". Other fields on the cover sheet are optional, but including the case number, client name, etc. is useful.
When mapping the fields on the template, expand the options on the "ID" (or "Database ID") on the left and select "QR Code" in the transform lookup. This example shows the transform, and other fields that have been included in the template.
* The Bar Code Scans Queue list is not properly filtering on the default "No" value for "Document has been associated with case?". De-select "No" in that filter to see all scans, including ones that have not been linked to a case. (Ref: 67893).