Overview

The following is a sample recipe for configuring mxHero to be used as a solution for auto-filing scanned documents into cloud storage. The scanned files are automatically organized in cloud storage folders based on their content.

This recipe introduces the use of mxHero's auto-filing variables.

 

Benefits

• Easy: Cloud storage access without requiring end user action (no login or folder navigation)
• Quick: Eliminates manual filing (and associated errors)
• Low cost: Does not require that scanner support cloud storage devices (only scan to email)

 

Example Scenario:

Scanned HR Form filled by "Jane Smith" is automatically filed to cloud storage in the folder "/Demo/ScanToBox/Jane Austin" directly from the scanner. 

Sample HR Form

 

Demo Steps

1. Scan an HR form using the scanner's built-in "scan to email" functionality.
   • Suggestion: pre-configure the scanner's one-touch scan to email to showcase powerful "ease of use"
2. "Scan to Email" will send the scanned document as an attached PDF to the target mxHero email address (configured below).
3. MxHero receives the scanned document, analyzes the content and based on preset rules, files the document to a target folder reading the "Name" field of the HR form.

 

Demo Requirements

1. Sample HR Form
2. Access to mxHero admin panel
3. Scanner hardware supporting OCR (ex. Canon iR_ADV Device)
   • Alternatively you can email the file as an attachment to simulate the auto-filing.

 

Step 1: Review the HR Form

1. Download the Sample HR form here.
2. Edit the form's Name field.
3. Save the edited form.
4. Print the edited form.

 

Step 2: Create an mxHero Admin Panel "Variable"

Login to your mxHero Admin panel and create an auto-filing variable. The variable will be used to parse the scanned form.

 

Select "Variable" from the "Auto Filing" menu:

Select "Create Variable"

 

Configure your variable

1. Set the variable name, ex. "HRFormName"
2. Select the match type. In this demo, "regex" (for regular expression)
3. Configure your regular expression to "Name\s*(.+)\s*Address"
   • This will capture all content between the first occurrence of word "Name" and the word "Address" in the attached PDF.
4. Select what content you will be applying the regular expression to. In this case the content of any attached files or "{Files Text}". In this demo, that will be the attached scanned PDF sent by the scanner.
5. Define what the variable will be converted to. Here we are converting the variable to the first substring match of the regular expression or "${1}" - the value matching inside the first parenthesis of the regular expression defined in step 3.
   • As with standard regular expressions, a ${0} would match the entire regex match.
6. If nothing matches, use this value for the variable.

Now save the variable. This Variable is now available globally in your mxHero admin panel. It can be used for renaming email PDFs, EMLs and defining folders.

MxHero variables can match many usage cases, including connecting to external systems like databases. If you are looking to solve a particular automation feel free to contact mxHero (contact@mxhero.com).

 

Step 3: Create an mxHero Address 

The address you will create will be unique and follow the configuration you define here for all emails sent to it.

Access your mxHero admin panel and Add New Address:

 

Configure (authenticate) the Box account where the scanned attachments should be saved. (More advanced configurations allow different accounts to be used with the same mxHero Address)

 

Select the folder field to open the Path configuration editor...

 

Delete the default path and enter the following. (Hint: after each path element, ex. "Demo" hit enter to move to the next path element).

"{HRFormName}" is the variable you configured in step 2. It should automatically appear in the drop down as soon as you type "{".

 

Scroll back to the top of the page and select "Advanced Options"

 

 

Turn off all options except "save attachments". This will configure the Address to simply save the attachment of the scan email (the email sent by the scanner).

 

Set the attachment name to "{HRFormName}-{Attachment Name}"

This will save the attached PDF (HR form for "Jane Austin") as a file called:

Jane Austin-job-application-Demo-1.pdf

• {HRFormName} becomes "Jane Austin" (or the name on the Name field of the form)
• {Attachment Name} becomes the original name of the attachment.
  • The name of the attachment will be what the scanner sets, commonly "attachment.pdf"

 

Now click the "Create the account" button to create the new mxHero email address.

 

On the new screen simply click the created email address to copy to your clipboard.

 

 

Step 4: Test

Test the new address by sending an email with a filled out HR Form to the copied address. Confer that the attached HR Form is saved correctly in your cloud storage account.

 

Troubleshooting

1. The folder created does not exactly match the name filled out in the form. For example, the name field is filled out with "Robert Smith". The folder is created as "Robert Smíth".
   
   
   • This depends on the results of the OCR process. If the name is hand written or the OCR process of the scanner doesn't otherwise accurately determine the characters, this will reflect in the name captured by mxHero.