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When is document stored in the Error Folder?

In the following cases, a file is placed in the Error Folder:

  • A non-.pdf file is placed in any folder besides the manual source folder.

  • The scanned document doesn’t contain a QR code on the first page.

  • While processing a file, a page was found with multiple relevant QR codes. In such cases, only the remaining pages are moved to the error folder. Any previous valid pages are processed.

What is an unhandled file?

This is a file that is existing for more than 1 hour in Source, Manual Source, In Progress or Target Folder. A file can be unhandled if either:

  • Scan and Attach isn’t running while the file was placed in its folder.

  • Scan and Attach was stopped while processing a file.

  • A file was temporarily locked by a user or a different process when Scan and Attach wanted to process it.

What happens if a file is locked?

Before processing or moving a file, Scan and Attach will check if the file is locked by an user or process. If this is the case, Scan and Attach will wait for 1 minute and try again. This will be repeated five times and the file skipped from processing afterwards if it is still locked. It will then be treated as an unhandled file.

What happens to unhandled files (Scan and Attach isn’t running while files arrive)?

During start up of Service as well as in intervals of 1 hour, Source, Manual Source, In Progress and Target Folder are checked for any unhandled files. If possible, they are processed or otherwise moved to the Error Folder. If they are locked, they will stay at their location.

Will an existing attachment be overwritten, if I add an additional attachment to a document?

Using the same file name / QR code (either for scans or manually placed files) will lead to multiple attachments on the SAP Business One document. No existing documents will be overwritten.

What is to consider when placing the QR code label on the document?

For the best QR code scanning results:

  • Place the QR code label as central on the document and as far away from the borders as possible.

  • Place the label horizontally on the document, try to keep skewness to a minimum.

  • When scanning a document, use a resolution which results in a clearly identifiable

What is the difference between a regular and a premium license for Scan and Attach?

A premium license is required if you would like to archive attachments recorded with Scan and Attach. This option will additionally store your attachments in a specified archive location on your server. It will also update the paths in SAP Business One, so that you are still able to open such attachments.

Why do I need a premium license?

There may be regulatory / company rules which require you to deposit all business relevant attachments at a specific location.

Besides that, especially if you intend to attach large quantities of documents, the standard SAP Business One attachment folder may not be usable anymore if there are very many files deposited there.

When will my documents be archived?

Your documents will be placed in the archive as part of the process which attaches a document to SAP Business One document.

When you open an attachment in SAP Business One via the attachment path:

  • Immediately after your document was attached, the attachment path will point to the standard SAP Business One attachment folder. You will open the file in the attachment folder of SAP Business One.

  • After two days, the attachment path will be updated and points to the archive location of the file. You will open the file in the archive.

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