The quickest way to scan a document is to press the “Camera” icon.
This will open up the camera screen where a bounding box in red will guess the edges of the document. Don’t worry if it doesn’t line up perfectly, then press the “shutter” icon
A preview of the image will appear with the option to ‘re-adjust’ the crop box by simply tap and dragging the white circles to the corners of the doc. A magnified view will appear to assist (iOS only).
Press “Add Page” to continue capturing other parts of the document, the output will be a multi-page PDF
Press “Retake” to take another picture or “Done” when you are finished
The smart tag screen is where you can quickly and easily create the filename of the document by typing the text and pressing the “smart tag” buttons which will add or subtract from the file name.
Default smart tags are date, time, name, location (street & suburb), work, personal, tax, expense
Tapping the red plus icon will open the Tag Editor screen
You can rename or delete the default tags and/or add your own. eg. Recipes, Receipt, Fuel, etc
Selecting the “Send Copy To Bookkeeper” button will send a copy to either VIDEN VAULT (Personal Account) or your Bookkeeping Team (Organisation Account).
TIP: You can confirm which Account / Profile you are logged into as the name will be at the top eg. XERO Demo Co – if you are bookkeeping client it’s best just to stay in your Organisation’s Account
Additionally, notes can be added about the document. This will be a part of the body of the email.
Tapping the little thumbnails of the pages will bring up the PDF preview of the document.
Pro Tip: On Apple devices tapping the Share button (bottom left hand corner) will give you more options for sending the document (DropBox, etc), please note that our smart tag file naming feature will not apply using this method, will be a generic filename.
Click “Done” to exit this preview
When you are ready to send your scanned document, click Done and a confirmation box will appear (or Success message on Android)
Another method of scanning is using the Capture button from the menu
This will allow you to select images from your Photo Library or any other connected services such as iCloud Drive, Dropbox, etc depending on what apps you have installed on your device.
The main difference using this method is the image filter (Black &White, High Contrast) will not apply, handy when you are not scanning a typical document but want to “Tag” an image. eg. Image of a car – tagged “Cars”
PRO Tip: As the scanned images are sent to your email address and the tags are listed in the subject line, you can set up email rules that filter based on these keywords to automatically send to a folder for automated filling. eg. Tags -> “Tax” “Receipt” goes to Tax Folder
If you are a bookkeeping client, to save you always having to remember to press the “Send Copy To Bookkeeper” button you can change the default behaviour in the Settings screen and switch on “Copy To Bookkeeper” which will have that option always turned on.