WA Scanning Documents & Images

Purpose

Use this procedure to scan documentation or forms.

The barcode that is on the form indicates the type of form that is being scanned, and the PACS master record to which the form is to be attached.

For protests, you can scan documentation that the owner brings for a meeting or hearing.

Prerequisites

• In order to perform this procedure for BOE processing, the following user right is required:
  • ARB > Inquiry/Protest > Quick Image
• The Image Type, Record Type, and Sub Type for the forms or forms to be scanned have been set up. For more information, see Setting Up Image and Document Codes.
• Note An image type can be set up so that it can be viewed only by users logged on to PACS in a BOE role. For more information, see Setting Up an Image Type Code.
• The Barcode module has been selected for the PC that will be used for scanning. For more information, see Module Administration for Forms Processing.

Procedure

1. In PACS 9.0, choose one of the following options:
   • Open the Images panel and click Add.  Then proceed to the next numbered step.
   • Choose Activities > Forms Processing > Quick Image Scan. Then, in the Quick Add/Standard Search field, use one of the following options to specify the property record to which the image will be attached:
     • Enter the property ID and click Property ID.
     • Enter the geo ID and click Geo ID.
     • Click Search to search for a property record.
   • Choose Activities > BOE > BOE Quick Image. Then do the following:
   1. Select the type of record and the year.
   2. In the Add By field, use one of the following options to specify the case or property record to which the image will be attached:
      • Enter the case ID and click Case ID.
      • Enter the property ID and click Property ID.
      • Enter the geo ID and click Geo ID.
2. Complete the following fields:
   • Image Type

     The type of document or image, such as a letter or a picture of the property.

   • Record Type

     Further classifies the Image Type, such as Exemption for an Image Type of Letter.

   • Sub Type

     Further classifies the Record Type, such as Homestead for a Record Type of Exemption.

   • Image Date

     The date associated with the image. If applicable, this is the date that determines when an image becomes inactive.

   • Effective Year

     The year in which the image can be used.

   • Scan Date

     The date to be inserted on the corresponding record indicating when the image or form was scanned.

3. Complete the Image grid by clicking Scan to begin scanning the documentation. Repeat as required.
4. If there is more than one image for a record, to specify the image as the image to be displayed on the record’s Summary panel, select Main Image.

   Note This option is not available in the BOE Quick Image dialog box.

5. Click OK.