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YSoft SafeQ Speaks Barcodes

Technical Product Manager
Are you scanning documents that contain barcodes? YSoft SAFEQ can automatically read these barcodes and use the values contained in them.

For example, the value could automatically route a document to the right destination folder, or automatically include the value as part of the digital filename along with today's date. 

What is a barcode and why do documents have them?

Wikipedia defines barcodes as a method of representing data in a visual, machine-readable form. Initially, barcodes represented data by varying the widths and spacing of its parallel lines. These barcodes, now commonly referred to as linear or one-dimensional (1D) barcodes, can be scanned by special optical scanners, called barcode readers.

Barcodes became commercially successful when they were used to automate supermarket checkout systems, a task for which they have become almost universal. Their use has spread to many other tasks that are generically referred to as automatic identification and data capture (AIDC). The very first scanning of the now-ubiquitous Universal Product Code (UPC) barcode was on a pack of Wrigley company chewing gum in June, 1974. Barcodes are widely used in healthcare and hospital settings, for patient identification (to access patient data, including medical history, drug allergies, etc.). 


Linear barcodes can hold anywhere between 8-25 characters. This set of 8-25 characters can be used to store product descriptions, customer or item identification, pricing, tracking information, and more. So basically the barcodes are used for automation - instead of typing each product code manually during supermarket checkout, cashiers simply scan a barcode. The item is automatically recognized and the product code is matched with the product, price, etc.

YSoft SAFEQ and barcodes

Automation is the same reason why barcode recognition is part of the Core and Advanced Scan Workflows modules in YSoft SAFEQ 6. Organizations are using barcodes on documents to help automate processes. Examples include invoices, packing slips and medical documents used in hospitals. And because we support improved productivity and Digital Transformation, YSoft SAFEQ has to speak barcode!

As with any language ,there are different types of barcodes and YSoft SAFEQ can "speak" many of them.

Once a scan workflow with barcode recognition is set up in YSoft SAFEQ, it is incredibly easy for the user. The user simply selects the workflow from the list of workflows she is authorized to use from the printer's display, for example Scan Invoices, and YSoft SAFEQ does the rest automatically. In fact, the user doesn't even know that the barcode is being read, what values it contains or, perhaps, even where the scanned document will go. The user's task is simply to scan the document. The scanned document then travels to YSoft SAFEQ and, during the processing, the barcode is recognized and the values contained in it are read.

In the example below, a document containing a barcode is scanned. YSoft SAFEQ, through its Workflow Processing System, reads the barcode and finds a value, 890425. The workflow knows the filename should be Invoice and it attaches the value of the barcode to the filename. The resulting filename is Invoice_890425.pdf. However, just as easily, the workflow could define the value as instructions where to store the document, perhaps in an existing patient folder, for patient #890425 on OndDrive or other document repository.

YSoft SAFEQ indeed speaks the language of barcodes. It's one more way YSoft SAFEQ improves productivity by automating manual steps, preventing human errors and giving users more time for creative work. 

Michal Husár

Michal is part of the Product Management team and is focused mostly on the Advanced Automated Scan Workflows within YSoft SAFEQ.

In his free time, he likes to play basketball, spend time with family and travel -- through all kinds of beautiful Italian towns enjoying the atmosphere but mostly their delicious food
View all posts by Michal Husár

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