Introduction

One common configuration for Spindle Document Management is to produce Despatch notes as a physical printed document containing a barcode, which will allow a signed copy of that document to be scanned into the Document Portal and then archived against the order as a POD.

Document Portal will detect any barcodes on the scanned document and search the database for a match, allowing the associated data to be retrieved and the document archived. When a multi-page scan is provided, the Document Portal will split the pages when it recognises a barcode on a page and that barcode matches to the database.

In certain conditions, the barcode can be misread or a barcode that does not exist in the database can be read. In these cases two PODs will be archived against one order. 

Process flow when working

1) The Despatch note is printed to Spindle Pro Auto

2) Spindle Document Disgtribution detects that an SDC Barcode is required and generates the barcode number, encodes this in a 3of9 barcode and places it onto the document to be printed/emailed.

3) Spindle Document Distribution will then use an Archive operation to register the associated data against the barcode in the Spindle Document Capture database (Draycir.SDC).

4) The despatch note is signed by the customer on delivery and returned to site, typically 1-2 days later.

5) The signed despatch notes are scanned into the Document Portal, the barcode is detected and the associated data is displayed, allowing you to archive the document as a POD.

Where the process can fail

There are two points on the above process where a failure can occur so I will refer to them as either Type A or Type B:

Type A failures occur at stage 5 in the above process, where the barcode is valid and exists in the database but could not be detected on the scanned document. 

This is the less common problem, as the 3of9 barcode symbology used is very robust and can handle a degree of damage to the barcode and still be detected, however it may be that there are bars being cropped off the barcode or the scanning quality/resolution may not be sufficient to detect the barcode on the document.

In this case, checking the Document Portal log file in Documents\My Draycir Logs\Spindle Document Capture will show any and all barcodes detected. 

Type B failures occur at stage 3, where the barcode number was successfully generated and added to the document but the Archive operation used to register the barcode fails. In these cases the failiure occured on a previous day, so it is highly likely that the Spindle Document Distribution Processor log for the despatch note in question has been overwritten by a subsequent process.

Troubleshooting

The first step is to identify which type of error the customer is seeing. To check if it is Type A, get the Document Portal log file. from the machine after scanning a document that has not detected a barcode. It will list the barcodes that have been found on each page.

Note the barcode number from the document (typically these are configured to show a human-readable number below the barcode). Search the log for this number - if it is not present in the log file, then there is an error with reading the barcode from the document, and it is a a Type A issue, If the barcode is present, then it is a Type B issue. 

Solutions for Type A issue

To remedy these issues, you will need to improve the scanning resolution, increase the print resolution or adjust the location of the barcode on the document.

You can also enter the barcode number into an online barcode generator to obtain a clean, digital barcode. Print this and scan both this print and the despatch note in question and the two pages will be archived against the correct order. Alternatively, print the newly created barcode onto a label and stick this onto the despatch note and re-scan.

Solutions for Type B issue

As Type B issues occur during processing, you will need to investigate the processor log from the user's PC where the despatch note was printed. If this has been overwritten, then enable Unique Log Files in Spindle Document Distribution Tools under User Settings>Options for all users who are printing despatch notes. This will allow you to identify the cause of the next failure.

When the next Type B issue occurs, identify the despatch note number and the user who would have printed that despatch note, and gather the processor logs from their PC from the day of printing. Search these logs for the despatch note number (tip: the third-party application Notepad++ allows you to search a string inside all files in a folder).

This processor log will contain the reasons for the failed barcode registration, typically an issue with required data missing or being in an incorrect format. 

Knowledge Base Article Details