Card scan manual

CardScan

Manual

By Michael Fisch ( שמיכאל פי )

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Card Scan Manual

Table of Contents:

I. Intro to Scanning: How CardScan works (2)

II. Scanning Cards (3)

A. Positioning (3)

B. Editing contact after scanning (5)

III. Additional Procedures (6)

A. Searching Contacts (6)

B. Finding and Eliminating Duplicates (6)

C. Adding Contacts using Excel: Importing (10)

D. Updating Master Contact List: Exporting (12)

E. Syncing Master List: Backing Up (18)

IV. Hebrew Contacts (23)

A. Adding/Scanning Manually

B. Searching in Hebrew

C. Importing/Exporting contacts

D. Duplicates: Hebrew vs. English

V. Appendix:

A. Process flowchart (24)

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I. Intro to Scanning: How CardScan works Card scan can read the following languages:

English, German, Spanish, French, Italian, Swedish & Portuguese

This means that CardScan CANNOT SCAN in Hebrew! There is a way around this. (Refer to

chapter, “Adding Hebrew Contacts.”)

CardScan has a 10% margin of error. An unorthodox card style, such as the following

examples, won’t scan correctly and the contact information must be edited manually

according to this guide. Examples include business cards that have a variety of color

schemes, fonts, and unusual placement of information on the card. The size of the card can

also affect how well the scanner reads the card.

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II. How to scan cards:

A. Positioning 1. Start by inserting the business card with information facing up. 1

2. Refer to examples A, B, and C below for correct positioning.

Example A:

Example B:

1 If information exists on both sides you can scan both sides, however only information located on “Front”

side will be detected by CardScan. Refer to “Editing Contact Information” for further instructions.

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Example C: Inserting the card. “Just give it a push.”

3. This is NOT the proper way to insert the card.

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B. Editing contacts after scanning 1. After the card has gone through the scanner a window will pop up with the title

“Scanning Options.”

2. Click “Process,” circled in red below.

3. To correct information, if scanner read it incorrectly, click the appropriate text box

and type in the correct information (indicated by the green arrow in the picture

below).

4. To add a category, click the “Categories” tab next to the Front, Back and Notes tabs

(indicated by the yellow arrow below).

5. To begin a new contact, simply insert a new card and repeat the process.

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III. Additional Procedures:

A. Searching Contacts 1. To search for a contact, click on the “Quick Search” text box (circled in red in the

picture below) and insert any information (ex. Names, phone numbers, emails etc.).

This will bring up a list of potential matches then select the contact by clicking. Enter

names in quotations to find a contact including a first and last name.

B. Finding and Eliminating Duplicates 1. To eliminate duplicates go to the “Card” tab located at the top of the screen.

2. Then click “Find Duplicates”

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3. A window “Duplicates Wizard,” will pop up. Click Next2.

4. This will initiate the search for duplicates including the three categories of duplicates

mentioned in footnote 2 below. If not exact duplicates found, continue and click Next

2 NOTE: There are 3 types of Duplicates: Exact Duplicates, Compatible Duplicates, and Conflicting

Duplicates.

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5. If no compatible duplicates are found, continue and click "Next."

6. When you come to conflicting duplicates, click the “Review” button represented by

the green arrow in the picture below. To scroll down use the arrows near yellow

arrow number 1 and to edit an individual duplicate select the contact near yellow

arrow number 2.

7. After you click “Review,” the following window will pop up.

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a) To replace all data from the original with the duplicate(s), simply click “

Replace.”

b) To eliminate the duplicate entirely, click the “X” button.

c) To replace individual data entries such as a “Title,” click on the information

highlighted in yellow under the DUPLICATE column. If you wish to add both

pieces of information to the final “Record to Keep,” press and hold “Ctrl” while

clicking the highlighted information.

d) To add or edit information manually, double click the text box you wish to edit.

e) To undo or redo, simply click Undo or Redo located at the bottom left of the

window.

f) To move onto the next duplicate click “Next.”

g) If you are done eliminating duplicates click “Ok.”

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C. Adding Contacts using Excel: Importing 1. At the top right of the main screen click “File.” Then scroll down and highlight “Data

Exchange.” Then click “Import.”

2. Next, select the file of contacts you wish to upload. This file must be in “.csv” format.

3. After selecting the file in the correct format to upload, you will see the following

window. Make sure the setting “Delimit by” is set to Comma only. (Noted by the

green arrow pointing to the right)

4. Next, select the appropriate category for the column of information below (noted by

the downward pointing arrow). Simply choose a tab that best describes the

information you want to upload. If there is an empty column or information you wish

to disregard from the upload, simply leave the “ignore,” tab over the column.

a) DO NOT SELECT “CATEGORY” WHEN CHOOSING TABS. Why? When you choose

the Category tab you end up creating new category names. It is easier to

categorize contacts individually and add new categories manually if necessary.

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5. After importing a new list of contacts onto the database, make sure to eliminate

duplicates. This process is different than the original method.

a) First, select the duplicates tab from the drop down list on the left hand side of

the screen (indicated by the red arrow).

b) Next, double click on a bold contact.

c) The duplicate contacts will appear next to each other on the main screen. Then

open each contact to determine which to delete.

d) To delete contacts quickly, highlight the contact and click the button indicated

be the red circle (It looks like a flash card with a red “X”over it).

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D. Updating Master Contact List: Exporting

1. When updating the master contact list (located on Google-Docs) it must be exported

from CardScan into a csv format.

2. First, go to File, scroll down to Data Exchange and then select Export.

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3. Click Next.

4. Select All contacts in the file.

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5. Click Yes.

6. Select Use an existing template. Then select Microsoft Excel.

7. If you want to save the file to a different folder, click Browse. However, you will most

likely click Next, since this has already been set up for you.

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8. Then click Yes to overwrite the file.

9. After you click Yes, close the window and open Microsoft Excel.

10. Next, open the Data tab (indicated in red as STEP 1.)

11. Select all data from cell column A2 downward (meaning all the data under that

cell). You want to do this so that the information labels such as “Name” or “Address”

are untouched, otherwise it will perform the task incorrectly.

12. Then select Text to Columns button (indicated in red as STEP 2).

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(refer to instructions 9 through 12 for the following picture)

13. Select Delimited.

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14. Only select Tab

15. Then select each highlighted column and assign each as Text.

16. Then click Finish.

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E. Syncing Contact Lists: Backing Up

Syncing Contacts- 1. Once you have completed exporting the updated contact list into Excel (.xlsx) format

it is time to upload it to Google Docs for all to see.

2. First, go to Google Docs.

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3. Then click the red button next to CREATE.

4. Select Files.

5. Go to STARTAU CONTACTS FOLDER, then find “master startau back up (all

contacts).csv”

6. Proceed to upload the file by clicking Upload.

7. When you have completed uploading the file, make sure to share it with everyone in

the network by clicking the blue button Share in the top right hand corner of the

screen and adjusting the settings so that only StarTau members can see it.

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Backing Up-

1. Go to the “File” tab at the top of the screen

a) Scroll over “Maintenance” Then click “Backup”

b) To back up data into a different folder, click “Browse” and then select the

folder. Click Next

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c) Then select “Save Locally,” and click Next.

d) Then select “Back up all card images”

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e) Click Next until the backup is complete

f) Click Yes to overwrite.

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IV. Hebrew Contacts:

Because CardScan cannot directly import or scan the Hebrew language we must take a different

approach.

A. Adding/Scanning Hebrew Manually:

When scanning Hebrew cards individually, make sure to re-write the information in English. It

will make things a lot easier to search for contacts, especially for non-Hebrew speakers.

You can also input the information using the Hebrew keyboard, but the Hebrew symbols will be

translated into a code that CardScan can understand (meaning that you will not be able to read

the name of the contact or any other information that was inputted in Hebrew). However, if you

were to search for the contact, using the Hebrew keyboard, in the Quick search box, the contact

WILL appear under the search. You would have to identify the contact by their email and/or

phone number, information that is also searchable.

B. Exporting/Importing Hebrew contacts:

When importing a list of contacts that are in Hebrew, it is important that you follow the exact

same procedure as described for importing regular contacts because a mistake in the process

will make things difficult.

C. Duplicates: Hebrew vs. English

All the contacts in English and Hebrew will remain in 1 list so it is very possible there will be

some duplicates in English and Hebrew. When checking for duplicates, CardScan will only check

for English duplicates and coded (Hebrew) duplicates separately. The best way to search for

duplicates in different languages is to search for common information that has uniform for all

languages, such as email or phone numbers.

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V. Appendix: Flowchart