  DT ScanDoc - Overview |
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What is DT ScanDoc?
DT ScanDoc is an application that manages the scanning and storage of documents.
It is fully integrated into DT Max, and is available for T1, T2 and T3 users
for tax year 2007 and later.
DT ScanDoc allows you to scan your client's tax related documents, such as
T-slips, receipts, financial statements and correspondence, and stores those
scanned images in PDF files which are attached to the client data in your DT
Max database. These DT ScanDoc files can then be accessed at any time with a
single click from the client's file to be used to enter data, review the return,
or to reprint documents to answer queries from the tax authorities.
DT ScanDoc is designed to simplify the process of scanning, and archiving documents,
and is optimized for archiving tax documents inside DT Max with a minimum of
effort.
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What do I need to run DT ScanDoc?
To run DT ScanDoc you need to be a licensed user of DT Max T1, T2 or T3 for
tax year 2007 or later, with an additional DT ScanDoc license. A modern TWAIN
compliant scanner with an automatic document feeder (ADF) is strongly recommended.
Please see the detailed system and hardware requirements.
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How does it work?
If you have a TWAIN compliant scanner this is how it works:
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Install your scanner and the software that comes with it. If possible
run a test with the bundled software to be sure the scanner is working properly.
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In DT Max, make sure you are in the right tax year (2007 or later)
and that the current client is the one whose documents you want to scan.
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Click on the DT ScanDoc icon 
on the toolbar or select it from the Tools menu.
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Check that the dialog shows the correct client and the scanner you
intend to use.
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Enter a note describing the documents.
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Put the documents in the scanner and click "Start scanning".
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When the documents have finished scanning use the optional DT ScanDoc
Index and Review dialogs to label the scanned pages, and put
them in order.
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The DT ScanDoc file will then be automatically created, and linked with
the data for the client using the ScanDoc-File keyword.
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To review the contents of the DT ScanDoc file, click on the icon at the right
of the ScanDoc-File keyword to open it in your PDF viewer (Adobe
Reader).
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How to use DT ScanDoc without a TWAIN-compliant scanner
For the most efficient use of DT ScanDoc, a TWAIN-compliant scanner connected
to the computer running DT Max is highly recommended. However, if you use a
scanner that is not TWAIN-compliant, or if you have another special need it
is still possible to use DT ScanDoc.
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First, configure the software that drives your scanner to create image
files (TIFF or JPEG are recommended) in a specific folder location. Create a
new folder, or choose a location where there are no other files.
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Then use that software to scan all the documents that relate to a single
client.
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When the scanning is complete, switch to DT Max and run DT ScanDoc.
Instead of selecting a scanner, select the folder where you have just created
the image files using the other application.
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Then click "Process files", and proceed to index and review the
pages as you would if you had scanned them directly from DT ScanDoc.
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Limitations and future development
DT ScanDoc is an evolving product and is currently being developed in the areas
of barcode and optical character recognition, merging of PDF files and closer
integration with DT Max.
Current limitations are:
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DT ScanDoc files are not included in the DT Max database backup. You
should regularly use a third-party backup program to ensure these files are
secure.
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DT ScanDoc files do not get included in any DT Max Extract or Merge
process.
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If clients in a database are renumbered, or renamed, the DT ScanDoc
files will not be renamed; they will still be based on the name and number of
the client when the file was created. The files will however still be linked
to the correct client.
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The PDF files created by DT ScanDoc are not searchable.
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Once the scanning is complete you cannot use DT ScanDoc to change anything
in the PDF file. However there are features in the full version of Adobe Acrobat
(not Adobe Reader) and other third party PDF editors that allow the index (bookmarks)
and page orders to be edited.
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Additional information
For more detailed instructions on using DT ScanDoc please see:
March 4, 2008
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