How Web Capture Service Offers a Better, Faster Way to Scan

Xerox® Web Capture Service – Simply capture documents at the Xerox® MFP control panel and then process them within your browser.

We’ve come a long way since the first scanning technology set businesses on the path toward digital document management – a concept we couldn’t have conceived of back in the early days of the first sheet scanner.

As more and more businesses move to digitize their documents, app technology, and scanning technology have evolved to meet the demand (and vice versa – as technology evolves, so does the shift toward digital). So it was only natural that eventually, someone would develop a solution that married app and scanning technology to streamline the process and afford businesses the same level of ease and convenience they’ve come to expect from all of their device interactions.

Web Capture Service from Xerox dramatically simplifies the process of scanning documents into web applications, making the time it takes to enter your business data into programs like QuickBooks Online, Microsoft Office 365, Google Apps, Workday and more, significantly shorter – and your task significantly easier.

Prior to the introduction of Web Capture, scanning a document into business applications looked like this:

  1. Find the paperwork.
  2. Scan the paperwork.
  3. Create a new folder on your desktop.
  4. Name the folder.
  5. Move the scanned paperwork to the folder.
  6. Name that too.

What isn’t shown here is the headache that ensues when you can’t remember what you’ve named your file, or worse, where you saved it. Once you’ve eventually found the correct folder and file and then uploaded it to whatever business application you’re using, you’d also have to wait for it to be recognized, and then, at last you’d be ready to get to work.

While this process once passed for simplification and was a hallmark of productivity – and indeed, it certainly beat out hours of crunching numbers manually or a filing cabinet full of paper – it does not meet today’s standards for speed or efficiency. Fortunately, Web Capture does.

Fewer Steps Required for Scanning Documents

In surveying small and mid-size companies, Xerox learned directly from the source that most SMBs found that the capture applications available to them were too expensive, complicated and tedious. Xerox Web Capture Service  virtually eliminates those complaints by allowing users to insert the information on their document directly into almost any web application that requires a document to be attached.

Xerox® Web Capture Service is a completely new way to bring paper documents into modern web applications.

Web Capture Service offers a huge productivity boost for small and mid-size businesses that use cloud-based applications and work processes in their workflows. There’s more. Xerox also found that SMBs are increasingly embracing technological shifts like transactional workflows and mobility and that there is an increased expectation for every solution or product they use to be compatible across all (or most) of their systems; in short, it needs to work on every device, of every type, for everyone in the office. The service also works with any scanning device (including non-Xerox) and operates as a cloud service right from your desktop.

By reducing the steps it takes to go from paper to app, you can boost productivity for your entire office. Imagine being able to send your receipts and invoices directly to Quickbooks. Or storing resumes in a central repository without having to name and organize all of those files. Web Capture makes it possible.

Cut Your Scanning Time in Half                                                                  

Web Capture simplifies the process of document management by triggering scanning automatically via an easy to use browser plug-in. It also goes a step further, making it easier to scan multiple files thanks to the ‘follow-me’ scan repository. Eliminating steps not only improves productivity immediately by cutting the time it takes to go from scanning to working; it also reduces the risk of errors.

By skipping complicated and numerous naming and storing steps, you won’t have to worry that you’ve uploaded the wrong document, and it’s much less likely that important files will go missing. It’s a more efficient and more reliable workflow, one whose benefits multiply with every employee you have.

This breakthrough solution from Xerox works with a wide range of ubiquitous business applications including:

  • Microsoft® Office 365™
  • Salesforce
  • Microsoft® SharePoint™
  • G Suite (Google Apps)
  • QuickBooks™ Online
  • Dropbox™
  • Concur
  • Slack
  • Workday
  • SAP® Business One
  • FreshBooks
  • DocuSign®

And in keeping with the goal of meeting the needs of today’s time-crunched SMBs, Xerox has made getting started with Web Capture just as easy as using it. Just call on your local Xerox dealer or reseller and they’ll handle the setup. After that it is as simple as downloading the app and then, with a simple drag and drop, you’ll be ready to go to work.

You can even scan a large volume of paperwork by enabling Web Capture on your Xerox ConnectKey® enabled MFP and scan directly to the Cloud. Once stored there, you simply drag and drop those docs into your business application. It really is that easy.

Say hello to Web Capture from Xerox and welcome in a new era of simplicity, efficiency, and productivity. It is exclusively available to customers throughout North America, so contact your local Xerox Channel Partner today to get started, or click here to learn more. You can also read through our most frequently asked questions here.

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