ECZ ScanImport — Scan & Folder Import

The scanning line recognizes the barcode and names the file after it — ECZ ScanImport takes the document into DocuWare fully automatically, with the barcode as an index field. Boxes full of paper become searchable documents without any typing. Composed barcodes with prefixes and parameters from the filename are possible as well.

Your ERP or industry software exports PDFs with structured filenames — the tool splits the name and archives fully indexed, without OCR and without recognition errors:

• Freely definable separators and sub-separators
• Date and number formats are interpreted correctly
• Text, date, numeric, memo and keyword fields

The signed delivery note or the original incoming invoice gets scanned — ECZ ScanImport finds the already archived document in DocuWare via barcode or document number and appends the scan directly. A checksum check prevents duplicate processing. The result: one document instead of two hits.

Before a file is taken over, the tool checks via DocuWare search whether the corresponding document exists — no orphaned documents, no wrong imports. Document number ranges control the assignment: several companies run through one process, cleanly separated by number range and prefix.

Systems that can only do “PDF into a folder” are connected to DocuWare fully via folders and naming conventions — without touching the source system. This runs productively with agency software (easyjob) and merchandise management (MultiData).

Any number of jobs in one configuration, executed on schedule. Processed files move to export folders, every step is logged. For grown filing structures: regex filters on filenames, recursive subfolder processing and incremental runs since the last pass.

No — scanning software that names files after the recognized barcode is enough, or simply a folder where the scans or PDF exports land. ECZ ScanImport works at the file system level and is therefore independent of the scanning hardware.

That is exactly what the append mode is for: the tool finds the existing document via barcode or document number plus additional criteria and appends the scan directly — the scanned original and the electronic document become one. A checksum check prevents the same scan from being processed twice.

Yes — number ranges and prefixes assign every file to the right company and the right archive. One import folder, several clients, cleanly separated.

Yes, that is one of the main use cases: if your system can export PDFs with structured filenames into a folder, ECZ ScanImport turns them into fully indexed DocuWare documents — without touching the source system.