WinOcular Applicant Tracking Software Application

A. Start the Scanning Application by

double clicking Wscan.

B. TYPE the User name that was given to

you.

C. PRESS the TAB key and type your

Password (the password will appear as

** on your screen, if you leave

the password blank it will default to the

UserName).

D. PRESS the TAB key and type the name

of the database.

E. Please select the database type by

clicking on the down arrow next to

Database Type.

F. PRESS the ENTER key or click on the LOGIN button with your mouse.

**The Login Information, Username, Database, Database type will be saved after a successful login**

Scan Window Overview

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WinOcular Applicant Tracking Software Application

Application Settings

1. From the scanning Application Menu, click FILE with your left mouse button and select

Application Settings.

2. The Application Settings dialogue window will appear.

1. The settings to control Deskew, Crop and

Rotate may be found under Image Processing.

Note: Image processing settings require scanners

that scan with black backgrounds such as the

Kodak scanners.

2. The Auto Deletion of pages can be controlled

to drop Front or Back. The setting to ignore

edges may need to be checked to ensure

efficient deletion of blank pages.

3. The Display section controls the display matrix. The grid can be set from 1x1 to 6x6.

Scan a New Batch

1. From the main screen, choose New Batch by pressing

the < N > button or click on the New Batch

button located on the Tool Bar. (See Figure2)

2. The New Batch window will be presented. (SeeFigure

3. Type in the SS# or Personal Identification number

(PID)

4. Select the Folder Type

5. Click on the OK button with the left mouse button, or

press enter to accept the information entered.

6. Load the pages to be scanned face down for Fujitsu

scanners and face up for Kodak Scanners in the ADF.

Note: If the images are not appearing in the proper

orientation - It may be necessary to adjust the

document feeding method or use the rotate feature

under APPLICATION SETTINGS .

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WinOcular Applicant Tracking Software Application

4. Click on the Start Scan

button or press <ENTER>.

5. Use the left mouse button and click on New Batch

button

located in the Tool Bar if you are going to scan another batch.

6. The scanned images will be stored in a folder located on the local drive.

** Please make sure the Post Scan Processing is executed after Scanning **

Rescanning

At any given time before a batch is closed, the image/images can be rescanned and/or

rearranged using the new scanning window. Some reasons for doing this is if a page was

missed or during the scanning process a page scanned was of poor quality or a page was

scanned in the wrong batch.

1. Select the image to be rescanned by clicking with the left mouse button on the image grid.

All documents starting with the selected image will be rescanned.

2. Click on the ReScan

button located on the Tool Bar or press CTRL+R.

7. Click the Start Scan

Button to start the rescanning.

8. Scanning all documents in a landscape fashion may increase the Scanning throughput.

Scan Window Image

Manipulation

The Scan Window has many

functions to manipulate scanned

images .

1. The images can be moved

to other location of the

matrix. The example

shows image in block 1 in

the process of being

swapped with image in

block 6. This is

accomplished by simply

clicking on the image and

dragging to the desired

location and dropping.

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WinOcular Applicant Tracking Software Application

The manipulation of images allows the user to rescan any one image or a group of

images. For example if the image in box 1 was scanned incorrectly, the user may drag

and drop the image in box 1 to box 6 and rescan just that single image. The Scan Window

allows the user to rearrange the images within the scanning matrix window.

Click on the

right mouse

button over

the desired

imaged to

select the

document

type. You

can also

select the

document

type by using

the hot

buttons

assigned to

the

Hot Keys

frequently

used

document

types.

Reference Scanning

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WinOcular Applicant Tracking Software Application

1. Click New Batch and select reference TAB.

2. Select Completed by the Reference or Returned

by the post office.

3. Select Folder Type

4. Click OK.

5. You are now ready to scan, place the reference

letters face down and click the Start button.

6. When the letters have finished scanning,

click the OCR button to begin the Optical

Character Recognition process.

7. The Process may take a few seconds

depending on the number of letters

scanned.

8. The OCR process will label each of the

Reference letters with the appropriate code

numbers. The code numbers can be found on

the upper right corner of the reference letters.

9. Once all reference letters have been properly

recognized with the correct reference

numbers.

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WinOcular Applicant Tracking Software Application

10. You may now exit the scanning application by clicking the X on the upper right corner of the

scanning window or continue to scan.

Manually Assigning reference numbers.

There will be cases in which the OCR process fails to recognize the Reference number. The

number may have been torn or wrinkled causing the recognition to fail. The scanning operator

will need to assign the reference number manually.

1. Click on the document that failed the OCR process. The document should now be

highlighted in yellow.

2. Right click over the highlighted document and select assign reference number.

3. You will now see the reference number box. Type

in the correct reference number.

Batch Scanning

The batch scanning option is similar to the reference scanning. The batch scanning allows for

quick scanning with documents printed with unique identifying numbers like a PID number or

social security number. It utilizes the same OCR

engine to recognize the unique identifying

number printed on the document being scanned.

1. Click on the new batch button to display

the new batch box.

2. Click on the document type batch tab.

3. Select the batch profile from the pull

down menu.

4. Select the folder type.

5. Select the document type that is to be

scanned.

6. Click OK.

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WinOcular Applicant Tracking Software Application

Once the

documents

are scanned

in. The OCR

process will

need to be

initiated

using either

the OCR

button on the

menu bar or

by exiting the

application.

When the

OCR process

begins. An

OCR status

box will

appear

displaying

the status of

the OCR process.

When the OCR process finishes. All the documents should now be stamped with the identifying

numbers that correspond to the applicant/employee in the database. If the document could not be

recognized by the automated OCR process. The scanning operator will need to visually identify

the identifying index number and manually assign the number to the document.

Manually assigning index/ss#

1. Right Click on the

document you

would like to

manually assign a

index number or

ss#.

2. Select ‘assign index

value’.

3. The index screen

will now be

available. FIG 5.

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WinOcular Applicant Tracking Software Application

Post Scan Processing

After finishing the scanning process, the documents scanned will be processed using the Post

Scan Processing application. The Post Scan application will launch immediately after the

Scanning Application is closed.

The Post Scan

Processing will now

process the images

scanned through the

Connecting to the

database

Scanning application.

It will search for any

# of files found to process

new batches and

process them. The

process can be seen

Status of the

processes files.

through the Processing

Window in Fig 8. The

WinOcular Blob

Processing window

will close after all images have successfully processed.

Fig 8

If any images are failing to process and displays consistent error messages, please check for

the following:

• Please make sure there is enough space available on the File server.

• Please make sure you have a drive mapped to the images folder located on the server

• Please make sure the userid that was used to log in to the network has sufficient rights

to save files to the images folder of the file server.

4. If you are still experiencing Processing problems please call the WinOcular Support desk at

1-800-956-1866

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