Batch Imaging OverviewCreate an Imaging Batch File and Scan Content (CEAIBAT)
Use the Imaging Batch Update form (CEAIBAT) to create a new imaging batch file. You can also use this form to view and update certain information about an existing batch file.
When the word "image" is used in
relation to content that is being scanned, it should be understood to
include both text documents and graphics.
To create or update a batch file
Open the Imaging Batch Update form (CEAIBAT).
Enter a Site Code. This is the site to which you are assigned for the purposes of imaging. You may be assigned to more than one. The list of values only lists the sites to which you are assigned.
The system creates the 10-digit Batch ID.
The first two digits are assigned to the site code on the Document Management System Control form (CEACTRL) by the person setting up your system. Therefore, these remain the same for every batch created for that site code. The digits at the end of the number indicate the batch itself. In between the system inserts zeros to reach the 10-digit maximum length.
For more about the Document Management
System Control form (CEACTRL), see the ACS Contexte Setup Manual or contact
your system administrator.
Enter the Batch Description.
The system updates the Count field with the number of images added to the batch as you add them. When you first create the batch, the count will be zero.
The system has a limit
of 999 images per batch. If your batch exceeds 999, you see a message
informing you that you must close the batch and create a new one in order
to continue.
The system enters the date, time, and your user ID in the Opened fields when you tab from the Site Code field to the Batch ID field. However, you must Save to complete creating the batch.
Save. Exit the form and go to any of the three imaging-enabled maintenance forms listed below to add images to your batch and print bar codes.
Case Initiation Maintenance (CMAINIT) allows you to associate content with cases, dockets, persons, or organizations.
Identification (CPAIDEN) allows you to associate content with persons or organizations.
Docket Association Entry (CDADOCT) allows you to associate content with dockets.
When you have added all the images you want to your batch and printed bar code labels, return to the Imaging Batch Update form (CEAIBAT) and select Close Batch in the navigation frame. The system enters the date, time, and your user ID in the Closed fields.
Place the bar code labels on the first page of each document to be scanned, place the documents in the order in which they should be scanned, and place them in the scanner.
When scanning is complete, select Scanned in the navigation frame. The system enters the date, time, and your user ID in the Scanned fields. If your batch does not require each scanned image to be manually approved, the system enters the date, time, and your user ID in the QA Approved fields at the same time.
However, if your batch requires manual approval, you will need to use the Imaging QA Update form (CEAIMQA) to approve each image. After you have approved all images in the batch, the system enters the date, time, and your user ID in the QA Approved fields.
