How to scan and save a batch of applications
After you have prepared a batch of applications to be scanned, you will need to open the Strata Apps Scan module to scan them into your system for processing.
Open the Scan module
To open the Scan module, click on the 'Scan' button located in the top right menu bar OR on the 'Scan' pane on the home screen.
The Scan module will open in a new window.
If the Scan module window does not open, please contact Image One support.
Use the Scan module to scan a batch
Once you have prepared the batch that you want to scan, load it into the scanner. The orientation of the paper does not matter because the Scan module will automatically correct it. However, you will need to make sure all of the documents are facing the correct direction — either face-up or face-down. If you are unsure which direction the documents should face, check your scanner for a visual indicator.
Press the 'Scan' button located in the bottom right of the Scan module window to begin scanning your batch.
Preview scanned documents
On the right side of the Scan module window, thumbnails of the scanned documents will appear. These thumbnails will have a background that is either green or red. A green thumbnail indicates a good scan while a red thumbnail indicates a bad scan.
A good or bad scan is determined by the barcode on each application. The application's barcode tells the Strata Apps system the school year, language, and school district to which it belongs.
You can preview each scanned document by clicking on their thumbnail. A larger view of the selected document will appear in the left side of the Scan module window. Within the larger view, you can right-click for more interaction options such as zooming-in or rotating the selected document.
Reorganize scanned documents
The thumbnail section of the Scan module can be used to reorganize the documents in that batch. Simply click-and-drag a thumbnail to move it to its desired place on the list. For example: if a supporting document for an application (such as a parental request form) is for some reason paired with the incorrect application in the preview list, then do the following:
1. Left-click on the supporting document that you want to move and keep the left mouse button held down.
2. While still holding down the left mouse button, drag the mouse and hover over the desired location.
3. Let go of the left mouse button to drop the supporting document.
The supporting document will now be associated with the application on which it was dropped.
Save the scanned batch
Click the 'Save' button in the bottom right of the Scan module window.
The 'pre-save validation' prompt will ask you to confirm the number of applications and images. In this example, we scanned 5 documents but only 4 of them were meal applications. Therefore the prompt is asking to confirm 4 applications and 5 images.
Click 'OK' to save the batch.
The 'post-save validation' prompt will display the 'BatchID' number and will provide an option to print a cover page for this batch. The cover page is not required to process applications, but it provides a physical reference for that batch's ID number.
Click 'OK' to close the post-save prompt.
The Scan module is now ready to scan the next batch.
Once a batch is saved, it enters AutoProcess. Wait a few minutes after saving a batch and the applications will be ready and waiting for Validation.
Troubleshooting
Invalid barcode warning
A red thumbnail is usually preceded by a warning prompt: "possible new barcode detected." You will need to contact Image One support to correct the 'invalid barcode', but it is recommended that you first finish the scanning process and save the batch of good scans. If you are prompted with an invalid barcode, do the following:
1. Click 'OK' to close the 'invalid barcode' prompt window.2. Wait for the scanner to finish scanning the batch.3. Click on any thumbnail with a red background to display a larger view of the bad scan.4. Using the large view of the bad scan as a reference, find that document in your batch and set it to the side.5. In Scan module, right-click the red thumbnail and select 'delete application'.
6. Click 'Yes' to delete the document.
Do this for each bad scan. After you have saved your batch of good scans, contact Image One support to correct the 'invalid barcode' .
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