With the Document scanner module, you can scan documents on your smartphone using the Android and iOS app called SwiftScan. You can then transfer these documents to Xentral either manually or automatically. You can already pre-qualify whether the document should be assigned to an address, liability, or something else. This is especially important for scanning supplier invoices for liabilities, as well as for address files that need to be quickly stored in the customer master record. The final assignment then takes place in Xentral itself.
The Document scanner module includes the following functions:
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Scanning and assigning receipts (supplier invoices, sales receipts, travel expenses, contracts)
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Quick and easy assignment of transactions in Xentral
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Convenient transfer via the app from your smartphone or via drag-and-drop, whether for single or multiple files
Note
Please note that your data is processed via SwiftScan, and depending on GDPR requirements, you may need to sign a data processing agreement. Additionally, transferring documents via the app is only possible with the paid SwiftScan VIP version.
You can open the Document scanner module in Xentral easily via the Smart Search. You can also use the module partially without the SwiftScan app by uploading files via drag-and-drop.
The Files tab displays all files that have already been uploaded to Xentral but haven’t been assigned yet.
Click on the plus icon on the right in the Menu column to assign the document.
If you have already made the assignment in the SwiftScan app, the correct tab is selected automatically. Otherwise, you can manually select the tabs after clicking the plus icon and assign the document using the arrow icon. The document is then saved there as a file.
Tip
If you also want to see already assigned files in the Files tab, you can set the filter to Archive (show all).
In combination with the SwiftScan app, you can scan your documents directly via your smartphone and transfer them to Xentral. This requires the paid SwiftScan VIP version, since otherwise no connection via WebDAV can be established.
To transfer scanned documents from the SwiftScan app to Xentral, you must first establish a connection with Xentral. This requires several steps in Xentral and in SwiftScan.
To establish the connection with SwiftScan, WebDAV must be enabled for the respective user in Xentral. Follow these steps:
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Use the Smart Search to open the User module.
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Open the desired user by clicking on the pencil icon on the right.
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Open the Other settings tab.
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Activate the Docscan / WebDAV upload option.
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Enter the password that the user will later use in the SwiftScan app in the Docscan / WebDAV password field.
In the next step, you carry out the necessary settings for the connection to Xentral directly in the SwiftScan app. Follow these steps:
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Open the menu in the SwiftScan app by tapping on the three dots in the upper right corner of the home screen.
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Tap on Settings.
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Tap on Cloud services.
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Tap on the plus icon in the bottom right corner.
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Select WebDAV from the list.
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Enter the WebDAV credentials. These consist of the following:
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WebDAV address: the (URL) address of the user. You can find this information below the Docscan / WebDAV password field on the Other settings tab of the user in Xentral.
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User name: the regular user name of the user in Xentral.
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Password: the WebDAV password that you entered for the user in Xentral in the first step.
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You also need to activate the cloud services in your SwiftScan app. You can find instructions as well as an overview of all available cloud services for Android on the official SwiftScan support page. View the overview of cloud services for iOS.
If a connection could be established, you should receive a confirmation, and WebDAV should be displayed in the settings as Connected Cloud Service.
Optionally, you can set up an automatic transfer from the SwiftScan app to Xentral. This way, every scanned document is transferred directly to Xentral without you having to do anything manually.
Important
Automatic upload is only available if the app user has upgraded to SwiftScan VIP. Manual upload of documents is also available for users of the free version.
Note
If the automatic upload doesn’t work, it may be necessary to change the folder and delete the value there completely, so that only a / appears in the settings.
If automatic transfer isn’t activated, you can also transfer a scanned document manually from the SwiftScan app to Xentral and make the assignment directly at the same time.
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Scan the document in the SwiftScan app.
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Tap on Freigeben/Send.
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Select the WebDAV/admin option.
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Select a folder for the assignment.
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Transfer the document by tapping on Upload here.