Import Scans

Depending on the way you access Applied Epic, you can either scan documents directly into the system or import existing files that you have scanned outside of Epic:

• If Epic is installed locally on your computer, use the Batch Scan utility to scan hard copies of documents or import files as attachments, which you can then route manually or automatically (using barcodes).
• If you access Epic through a web browser such as Google Chrome, Mozilla Firefox, or Microsoft Edge, you must scan documents as TIFF or PDF files outside of Epic. Then import them into Epic using the Import Scans process documented below.

The system processes Import Scans jobs in the background, so you can navigate away from the page and continue working while the job processes. Once the import completes, a notification displays.

Import File(s)

Although you cannot scan directly into the system, you can still use your hardware (and supporting software) to create the TIFF and PDF files you want to import. If necessary, you can still use barcodes to route files to the proper location.

1. Go to Procedures > Document Management > Import Scans.
   Note: In the Method frame, the Use barcodes checkbox defaults selected and cannot be changed.
2. Do one of the following:
• Click the Add or Browse button to open the Select File(s) pop-up window.
1. Click the Choose Files button to display the Open pop-up window.
2. Navigate to the location of the TIFF or PDF file and select it.
3. Click Open.
4. In the Select File(s) pop-up window, click OK.
• Locate the TIFF or PDF file you want to import. Drag and drop it into the list.
3. Click the Import button to begin importing all of the files in the list.

View Import Job Status

If necessary, you can view the status of the job after you click the Import button.

1. Go to Procedures > Job Management > Jobs.
2. Locate the job in the list or use the filters to refine the records that display. One of the following Statuses displays for each job:
• Active: The job is currently running
• Scheduled: One or more jobs are queued before this job

View Import Job History

View the job history to confirm that the file(s) you selected imported successfully. If an imported file contains multiple attachments, each attachment imports as a separate batch.

1. Go to Procedures > Document Management > Batch Scan History.
2. Click a column heading to sort by that column; click the column heading again to reverse sort. Otherwise, use the filters to refine the jobs that display in the list.
3. Locate the batch(es) for the job in the list and review their statuses:
• Complete: The import job completed successfully.
• Cancelled: The job was cancelled and the import did not complete.

Using Barcodes with Imported Attachments

You can include barcodes to route the imported attachment(s) automatically. To do so, you must generate each necessary barcode, place it before the page(s) you want to route, and create a TIFF or PDF file. Upon import, each attachment is routed to the appropriate destination based on the barcode. Consult one of the following articles for instructions on generating the barcode(s) you need:

• Print Front End Barcodes: You can create employee and document separator barcodes to include with the file(s) you are importing. Employee barcodes route attachments to those employees' Unrouted Attachments. Document separator barcodes create subdivisions within a single file but do not route attachments to any location.
• Print a Barcode: You can create barcodes for a location within an existing account. This type of barcode routes the attachments to an account and location you define when generating the barcode.

Note: Once created, barcodes can be reused indefinitely. This means you can save the barcodes you create so that you do not have to generate them again.