Getting Started with ScanRouter Professional: Features & Setup Guide

Getting Started with ScanRouter Professional: Features & Setup GuideScanRouter Professional is a document capture and routing solution designed to streamline scanning, indexing, and distributing paper and digital documents across businesses of all sizes. This guide covers the core features, system requirements, installation, initial configuration, common workflows, troubleshooting tips, and best practices to help you get the most out of ScanRouter Professional.

Overview: What ScanRouter Professional Does

ScanRouter Professional automates the process of capturing documents from scanners, MFPs (multifunction printers), and digital files, then processes and routes them to predefined destinations such as email, network folders, document management systems (DMS), and cloud storage. Key capabilities typically include:

• Optical Character Recognition (OCR) for converting images to searchable text.
• Barcode and zone OCR recognition for automated indexing.
• Flexible routing rules based on document content, index values, or user input.
• Integration with common DMS and cloud services (e.g., SharePoint, Google Drive, Microsoft OneDrive).
• User authentication and role-based permissions.
• Batch processing and hot folders for automated ingestion.
• Audit logging and reporting for compliance.

System Requirements (Typical)

Minimum and recommended system requirements vary by version and deployment size. Typical requirements include:

• Operating System: Windows Server 2016/2019/2022 or Windows ⁄₁₁ (64-bit).
• CPU: Multi-core processor (Intel Xeon or i5/i7 class recommended).
• RAM: Minimum 8 GB (16+ GB recommended for heavy OCR workloads).
• Disk: SSD recommended; storage depends on document volume (start with 100 GB+).
• Network: Gigabit Ethernet recommended for server installations.
• Additional: .NET Framework (version as specified), database server (SQL Server Express or full SQL Server), scanner drivers (TWAIN/WIA), and licensing.

Check your specific ScanRouter Professional documentation for exact version requirements.

Installation Steps

1. Obtain Installation Media and License

   • Download the installer from the vendor portal or use provided installation media.
   • Make sure you have administrative credentials and the license key.

2. Prepare the Server Environment

   • Install required OS updates, .NET components, and database prerequisites.
   • Create a dedicated service account for ScanRouter services (recommended for security and permissions management).

3. Install the Application

   • Run the installer as an administrator and follow prompts.
   • Choose components to install (server, client, connectors).
   • Configure the application’s service account when prompted.

4. Database Configuration

   • Select SQL Server instance (local or remote).
   • Create or point to the ScanRouter database; apply schema if required.
   • Verify connection and run initial DB setup.

5. License Activation and Initial Start

   • Enter license key in the administrative console.
   • Start ScanRouter services and open the web or desktop management console.

Initial Configuration

• Users and Roles

  • Create user accounts and assign roles (administrator, operator, manager).
  • Integrate with Active Directory if available.

• Scanners and Devices

  • Install scanner drivers on the server and client machines.
  • Configure MFPs to use ScanRouter’s scan-to-folder or scan-to-email options; set up SMTP if using email routing.

• Hot Folders and Watchers

  • Define hot folders where scanned images or PDFs will be automatically picked up.
  • Configure polling intervals and file handling rules.

• Index Fields and Document Types

  • Define document types (invoices, contracts, purchase orders) and associated index fields (date, vendor, PO number).
  • Set validation rules and required fields.

• OCR and Recognition Engines

  • Configure OCR language packs and recognition profiles.
  • Set up barcode/zone OCR templates for automated index extraction.

• Destinations and Connectors

  • Add destinations such as network shares, FTP, SFTP, SharePoint, or cloud connectors.
  • Map document types to routing rules and destinations.

Common Workflows

1. Scan to Network Folder → Auto-Process

   • User scans to a monitored network folder. ScanRouter picks up the file, runs OCR, extracts index data, and routes the document to a DMS or email.

2. MFP Direct Scan with User Selection

   • MFP users select a ScanRouter job, enter or select document type on the device, and ScanRouter applies the correct index and routing rules.

3. Batch Processing and Separation

   • Use barcodes or blank page detection to separate large batches into individual documents, each indexed and routed accordingly.

4. Manual Validation and Correction

   • Documents that fail automated indexing go to a verification queue where operators correct index fields before final routing.

Best Practices

• Start small: pilot with a single department to refine document types, index fields, and routing rules.
• Keep index fields minimal and meaningful to improve OCR accuracy and user adoption.
• Use barcodes or separator sheets to improve batch separation reliability.
• Regularly update OCR language packs and recognition profiles for accuracy improvements.
• Monitor system performance and scale hardware (RAM/CPU/SSD) as document volume grows.
• Secure the environment: use HTTPS for web consoles, limit admin access, and audit logs regularly.

Troubleshooting Tips

• OCR errors: verify language packs, improve scan resolution (300 dpi recommended for OCR), and use image cleanup (deskew, despeckle).
• Connection issues to SQL Server: check service account permissions, firewall rules, and SQL network configuration.
• Scanner detection problems: ensure TWAIN/WIA drivers are installed and up to date, restart scanner services.
• Routing failures: check destination permissions, network shares availability, and connector logs.

Maintenance and Monitoring

• Backup the ScanRouter database and configuration regularly.
• Archive older documents and logs to preserve performance.
• Use built-in reporting and audit logs to track processing volumes and errors.
• Schedule periodic OCR reprocessing if improvements in recognition become available.

Conclusion

ScanRouter Professional centralizes scanning, OCR, and document routing to reduce manual handling and accelerate business processes. Proper installation, careful configuration of document types and index fields, and following best practices will maximize accuracy and ROI. If you need step-by-step assistance for your specific ScanRouter Professional version or environment (Windows Server version, scanner models, or DMS connectors), tell me the details and I’ll provide a tailored setup checklist.