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Accurate Student Application Processing with YSoft SafeQ Workflows

YSoft SafeQ
Miroslav (Mirek) Sova
Product Manager - Scanning Solutions
Accurately processing and storing student applications is vital for any school or university. Ensuring that students’ identities and grades are verified is an important stage of the application process. However, it can be arduous and time-consuming, prone to human error. A solution that helps you automate many of the steps would be useful, right?

 
At Y Soft, we work closely with education professionals to develop print and scan management solutions that help students, teachers, ICT professionals and administrators. We realized that through automation we could eliminate many of the frustrating steps related to scanning and improve both efficiency and accuracy.

Our YSoft SafeQ Scan Workflow suite is a powerful application that removes many of the manual tasks from the scanning process and helps improve accuracy and efficiency. Using a university as an example, let’s look at how YSoft SafeQ Workflow Suite can help you manage your school or university’s application process.

YSoft Scan Workflows have three main stages: Capture, Process and Deliver.

Repetitive scanning fraught with potential errors
Student applications usually require including proof of identity and qualifications; these are frequently sent as hard copies. A university administrator manages the application process. He creates a digital folder for each student. He then manually scans the application forms and supporting documentation for each student, saving them to the relevant student folder. Once these tasks have been completed he informs the Head of Admissions that the application forms are available for review, triggering the validation stage of the application process. For each type of documents that students receive, such as course tests and grades, the process is repeated throughout the student’s entire university journey.

A digital workflow makes the task easier and more accurate
A pre-defined YSoft SafeQ scan workflow, accessible through a multifunction device (MFD), is created to scan student applications. The workflow defines the destination for the digital documents as a shared network drive. The workflow is configured to read barcode data to identify the student number and type of document. An option to email the Head of Admissions linking him directly the student’s folder when new documents are received is selected. As the student progresses through university, workflows for test grades and other routine documents are created with the same network drive destination instructions, ensuring all documents for a student are stored together. For each type of document, the workflow is configured to create a subfolder.

Let’s see how this works in practice.

Automated workflows for student applications
Heidi, a university applicant, receives her application form along with instructions on how to complete the form and the supporting documentation required. Heidi’s application form includes a barcode that contains her unique student number. Heidi returns her completed application form and supporting documentation as hard copies to the university.

Brian, the university administrator, swipes his ID badge at any multifunction device (MFD) in the university to see the workflows he is authorized to perform. He selects the pre-defined scan workflow for student applications from the menu displayed and inserts the documents into the scan feeder. He can do this for multiple students at one time.

The digital documents are automatically routed to Heidi’s student folder based on the unique barcode information. The Head of Admissions is notified by email that Heidi’s application has been completed and is ready for verification and consideration. The email contains a link directly to Heidi’s student folder.

Documents can be added to Heidi’s folder throughout her time at university through a series of automated workflows, each configured to route different types of documents.  For example, course grades may have a scan workflow that routes documents into a subfolder named Course Grades based on barcode data that identifies the student and the type of document.

Here is the process broken down into the four quick and simple steps. Many of the manual steps are eliminated, significantly reducing the risk of an error being made or a stage being forgotten. This speeds up the process and improves accuracy.

Pain free student onboarding
Automated workflows can also help onboard new students. The process of onboarding students can also be complex and time consuming, with many potential points of failure. Our powerful YSoft SafeQ Scan Workflow suite not only helps you manage the onboarding process but also removes many of the manual tasks required, helping to improve quality, accuracy and efficiency.

Read about other common paper based processes where automated scan workflows can help employees be more productive with more accurate and consistent documents.

YSoft SafeQ scan workflows can be found in these two product suites:
Learn more about YSoft SafeQ Workflow Suite.
Learn more about YSoft SafeQ Enterprise Suite (scan workflows + print management)

We would love to hear how you manage the application process for your school or university and the challenges you face. Please use the comments section below to share your thoughts and experiences.
 
Miroslav (Mirek) Sova
Miroslav (Mirek) Sova
Mirek is a product manager on Y Soft’s scanning solutions. He enjoys talking to partners and customers about the future of document digitization and likes getting “down in the trenches” with Agile teams. He is passionate about specialty coffee, practices yoga and hikes in the hills with his Jack Russell Terrier.
View all posts by Miroslav (Mirek) Sova

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