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Adding documents to a Zetadocs Document Queue

 

Uploading documents to a Document Queue

When using the AP Automation feature with Zetadocs Document Queues, the following options are available to add documents.

 

NOTE: Best results are expected with well structured text-embedded PDF files as these improve field recognition. Image-based PDF files from scanned paper documents are also supported but recognition results may not be as good.

 

Upload a single document

You can upload individual documents directly using the Zetadocs Document Queue

 

To do this:

  1. Go to Zetadocs Document Queues and open the automated data entry enabled queue.
  2. Choose Upload from the Item menu and browse to your file.
  3. You document is now visible in the queue ready for processing.

 

Upload multiple documents

You can save multiple documents directly to SharePoint.

 

To do this:

  1. Go to Zetadocs Document Queues and open the automated data entry enabled queue.
  2. Choose Upload Files from the Queue menu to open the SharePoint Online folder associated with this queue.
  3. Drag and drop files or use Upload files to browse to your files.
  4. Choose Refresh from the Queue menu to see your uploaded documents.

 

Upload documents received by email

You can save inbound documents received by email to the Zetadocs Document Queue using Power Automate.

 

To do this:

  1. Ask your system administrator to setup Power Automate to save email attachments to SharePoint automatically.
  2. You could ask suppliers to email the mailbox directly e.g. invoices@acme.com, or you could forward the email once received.
  3. Once the flow has run, your documents will appear in the queue ready for processing.

 

Uploading documents using the Zetadocs Server

When using the Zetadocs Server with the Zetadocs Document Queues, the following options are also available. The Zetadocs Server must have been installed as part of your system on premises.

 

NOTE: The Zetadocs Server is not applicable to the AP Automation feature.

 

Saving documents to a Document Queue

You can save inbound documents received by email to the Zetadocs Document Queue.

 

To do this:

  1. Save the message to the Shared Network folder for the relevant Zetadocs document queue in .msg format.
  2. The Zetadocs Server will convert the email message and any attachments into a single pdf file.
  3. Go to the Zetadocs Document Queue to view your document in pdf format.

 

Should any email attachment be in an unsupported format the document queue will state that the conversion failed, in this case simply select Item, View Original to open the item in its original format.

 

Scanning Documents to a Document Queue

 

You can also scan paper documents and save them to the Network folder so that they are then visible in the Zetadocs Document Queue.

 

To scan using an scanner of MFP on premises:

  1. Use the scanner to save the message to the Shared Network folder.
  2. Typically your scanned paper document will be saved to the Shared Network folder as a pdf file.
  3. You can view your scanned documents in the Zetadocs Document Queue.