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How to Use OpenKM Scan Station

OpenKM Scan Station is a robust desktop application that simplifies document digitization. It lets users scan paper documents, convert them into PDF files, rename them, upload them to the repository, and assign metadata, all within a guided, user-friendly workflow.

This tutorial will walk you through setting up scan profiles, managing PDF generation, and uploading content into the repository. We’ll also look at real-world applications and the key benefits of adopting this scanning tool.

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What You Can Do with OpenKM Scan Station

This powerful application unifies multiple steps, scanning, converting, renaming, and uploading, into one workflow. It eliminates the need for separate tools and streamlines the entire capture process, especially in high-volume environments.

Departments such as legal, HR, and healthcare rely heavily on this kind of functionality to process physical records quickly and securely.

Key Features of the OpenKM Scanning Tool

  • Reusable profiles: Create workflows with predefined actions.
  • Automated PDF conversion: Generate documents by page count or logic rules.
  • Metadata tagging: Add structured information at the right moment.
  • Direct repository upload: Send content to the OpenKM repository without switching tools.
  • Scanner compatibility: Supports TWAIN and WIA drivers.

When to Use OpenKM Scan Station in Your Workflow

Use OpenKM Scan Station any time you need to turn paper files into digital documents with structure and searchability. For example:

  • HR departments can scan employee records and assign custom tags.
  • Law offices can archive case files and evidence with proper indexing.
  • Finance teams can manage invoices and receipts in a traceable format.

How to Configure and Use the Station Effectively

Start by checking your server connection. Then create a scan profile, naming it based on the document type, like “Invoices.” You can enable or disable workflow steps including PDF creation, renaming, and metadata entry.

Select your scanner and decide if you’ll use predefined settings or your device’s UI. The station will prompt you to fill in metadata fields either during conversion or before uploading.

Once everything is scanned and confirmed, the document will be renamed, saved, and uploaded to the appropriate OpenKM folder. This ensures consistency and immediate availability in your repository.

Why OpenKM Scan Station Helps Your Team Work Smarter

This solution improves accuracy, saves time, and increases operational efficiency. By reducing repetitive tasks and consolidating the capture process, your team can focus on value-added activities while keeping documents under control.

If you want to explore more OpenKM features beyond document capture, visit: Document Management System – OpenKM.

Need help configuring OpenKM Scan Station? Contact our team today. We’ll help you build a reliable and scalable document digitization process.

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