Chapter 16: Batch Scanning

Transcription

1 Chapter 16: Batch Scanning The Batch Scanning module allows users to scan and upload various versions of voter registration forms as a batch into the system. Once they are scanned, documents are available for viewing on a voter s file through modules such as the Inquiry module. A voter s signature snippet can be captured from the voter registration application. Only one signature image is stored for a voter. The latest scanned signature will overwrite a previously stored signature image. Batch scanning preferences can be set up or modified through this module, and batch scanning history can be viewed. MODULE 1: SCAN DOCUMENTS IN BATCHES... 2 MODULE 2: CHANGE BATCH SCANNING PREFERENCES... 8 MODULE 3: BATCH HISTORY... 1 Page 1 of 12

2 Module 1: Scan Documents in Batches All documents scanned as a batch within the Batch Scanning module must have a barcode affixed on each document. See Generating Barcodes for details on how to create the Barcode labels. Navigation 1. Select the Activities menu. 2. Select Batch Scanning. The Batch Scanning screen appears with the Existing Batches tab activated. Start a New Batch 1. Click Start a New Batch. The Batch Scanning screen appears with the New Batch tab activated. Page 2 of 12

3 Begin Batch Scan 1. Enter a Batch Name. The Batch Name defaults to the format BatchYYYYMMDD (for example if the date is 02/24/2006 the default batch name would be Batch ). 2. Select a Form Type from the drop-down list. 3. Click Start Batch. The Batch Scanning screen appears with the Batch Details tab activated. Page 3 of 12

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5 Start Scanning Note: Make sure that all the documents that need to be scanned in are in the scanner and ready to go before scanning. 1. Click Start Scan. A Select Source pop-up window appears. Select Scanner On the Select Source pop-up window: 2. Select a scanner by clicking on it. The scanner will either be FUJITSU or CANON depending on the scanner deployed to your county. 3. Click Select. The Twain Driver/Scanning Status pop-up window appears while the documents are being scanned into the system. Batch Results When scanning is completed, the following items appear on the Batch Scanning screen: All documents in which the barcode was successfully read are displayed in the Indexed table. Any documents in which the barcode was unable to be read are displayed in the Un_Indexed table. Note: You should refresh the screen once using your browser s Refresh button. Page 5 of 12

6 View Scanned Images 1. Select the file to be viewed. 2. Click View. The image appears in the bottom half of the screen. Rename Images (only able to do to an Un_Indexed file) Page 6 of 12

7 1. Select the file to be renamed. 2. Click Rename. The Explorer User Prompt pop-up window appears. Update File Name On the Explore User Prompt screen: 1. Update the IMG###### portion of the file name with the voter s ID. 2. Click OK. Note: The barcode scanner may also be used to rename files. Just scan the voter s barcode instead of entering the voter ID. Delete Images 1. Select the file to be deleted. 2. Click Delete. A pop-up window appears asking, Are You Sure? 3. Click OK. The file is deleted. Complete the Upload 1. Click Close. The batch is closed and all buttons except Upload are disabled. 2. Click Upload. The images are uploaded from the workstation to the server. The Batch Upload Status screen displaying the status of the uploaded batch appears. The uploaded batch statuses include: a. Ready to Process b. Processing c. Completed d. Completed with Errors e. Failed 3. Click the Refresh button on this screen to refresh the page to see the updated status. 4. Click on the Batch Scan button to continue the scanning Page 7 of 12

8 Module 2: Change Batch Scanning Preferences The Preferences functionality in Batch Scanning allows users to set various preferences for a particular document type, such as the height and width of a signature image, resolution, and color. If the Both Card and Signature preference is set to True, the registration application and the voter signature will be captured as two separate images and individually indexed. If the Both Card and Signature preference is set to False, only the application image will be captured and indexed. To capture the signature correctly, the To Top and To Left preferences must be set. Users are able to set preferences for four different forms. The General form is the default form. Navigation 1. Select the Activities menu. 2. Select Batch Scanning. The Batch Scanning screen appears. Select Preferences 1. Click Preferences. The Preferences Settings screen appears. Page 8 of 12

9 Calculating Signature Area The settings on the Preference Settings screen control the automatic cropping of the signature block image from the image of the entire registration card. The values of the four key dimensions are entered in pixels. Pixels are the dots per inch determined by the resolution used for scanning. For the SVRS, the resolution is always set to 300 dpi. The default values initially set for the four possible forms have been determined for the current New Jersey Voter Registration Application form, available from the State Division of Elections website. To determine the values for your version of the registration form, measure the following dimensions: The height of the signature block area (top to bottom of the block) The width of the signature block area (left to right sides) The distance from the top of the page down to the top of the signature block The distance from the left side of the page over to the left side of the signature block. Convert the dimensions from inches or centimeters to pixels, as follows, and enter into the appropriate field on the Preference Settings screen: Page 9 of 12

10 Inch-to-Pixel Calculation Resolutio n in DPI Size in Inches Pixels Signature Height x = 300 Signature Width /8 300 x = 1165 To Top / x = 1550 To Left /8 300 x = 765 Centimeter-to-Pixel Calculation Note: 1 inch = 2.54 cm Resolutio n in DPI Size in Centimeters Pixels (300 x 1 / 2.54 = 118) Signature Height x 2.54 = 300 Signature Width x 9.86 = 1165 To Top x = 1550 To Left x 6.67 = 765 Save Preferences On the Preference Settings screen: 1. Select the Document Type that you want to modify by making sure you are on the right document tab. 2. Enter a path to the Save Images In field. 3. Click Browse. A popup window appears. 4. Select a folder. 5. Click OK. 6. Make any other necessary changes to the preferences. 7. Click Save. The selected preferences are saved. Note: If the Both Card and Signature preference is set to True, the entire registration application and the voter signature will be captured as two separate images and individually indexed. If the Both Card and Signature preference is set to False, only the application image will be captured and indexed. To scan the signature, the user must set the To Top and the To Left preferences to the signature area on the application. Page 10 of 12

11 Module 3: Batch History The Batch History function allows uses to view the history of batches scanned between two given dates. Navigation 1. Select the Activities menu. 2. Select Batch Scanning. The Batch Scanning screen appears. Search/View Batch History 1. Click Batch History. The Batch HistoryScanning screen appears. Page 1 of 12

12 On the Batch History screen: 1. Enter search criteria. From and To date on which batch(es) were scanned. The From and To Date defaults to the current date (for example if the current date is 07/29/2008 the default From and To dates would be set to 07/29/ Click go. The Batch History screen is displayed with the details of batches generated between the given date range. 3. Choose one of the Batch Name by clicking on the Batch Name link. A pop-up window appears displaying batch details and images. 4. Click on the Image Name. The Image will be displayed on the right of the pop-up window. Page 2 of 12