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1 19 Gloria Lane Fairfield, NJ Page 1 of 17 Version 1.8

2 Introduction to the Vision-e Scanning Solution The Vision-e Scanning Solution was created for salespeople by salespeople as the easiest way to get what is not in Salesforce, into Salesforce: business cards. Did you know that 88% of business cards do not make it into Salesforce? Data cannot be actionable if it is not in Salesforce. With our solution, you can snap a picture of a business card from a mobile device or tablet. With one more tap, send the card to Salesforce and save it as a Salesforce Contact or Lead in seconds! It is the fastest and easiest way to get data into Salesforce. We are here to help you have a great user experience and a fast start in scanning your business cards to Salesforce. The beauty of this app is in its simplicity. I have it installed on Android and ios devices without any problems. Edit capability after OCR has taken place is easy and intuitive...this is new and destined to get better and better with age. - Rick Knapp, Honeywell "Before finding your application, we had tried several others, and none were as comprehensive or had such an accommodating team...i personally appreciate your team s work to meet our needs." - Simon Plumaj, Arizona State University 19 Gloria Lane Fairfield, NJ Page 2 of 17

3 Section Page 1.0 Install the Scanning Solution Install to Salesforce Select All Users Install on mobile device or tablet Setup & Configuration Grant a License to a User Assigning Permission Sets to a User Get a custom branded application Getting Started with Scanning Scan a business card Select Language for OCR Add notes, mentions and tags Scan with rapid fire image capture Scan Cards Offline Scan QR or Barcodes Scan My Voice Show Cards Scanning to Salesforce Find Business Cards in Salesforce Save the card as a Contact or Lead Merge & Duplicate Handling Add a Card Image to a Page Layout Recover a deleted business card Salesforce Extras Process Builder Custom Fields Salesforce Lightning View Frequently Asked Questions Help & Support Gloria Lane Fairfield, NJ Page 3 of 17

4 1.0 Install the Scanning Solution 1.1 Install to Salesforce As with all AppExchange applications, you must be a Salesforce administrator or have permission to install AppExchange applications to install the business card scanning solution. 1. Go to our AppExchange Listing for Vision-e Scan. Click the green Get It Now button. 2. If prompted, log in to the AppExchange using your Salesforce credentials. 3. Log in to Salesforce. 4. Choose to Install in Production or Sandbox. (You must have administrative rights or permission rights to install applications from the AppExchange). 5. Agree to the Terms and Conditions. Then, click Confirm and Install! 6. Once again, log in to Salesforce. 7. Check Install for All Users (even if all users will not be be using the solution, see Section 1.1) and approve Third-Party Access so business cards can be sent from a mobile device to Salesforce. 8. Wait for the Install to complete. Please Note: You must install the business card scanning solution to your phone before you can scan a business card. For help, see Section Gloria Lane Fairfield, NJ Page 4 of 17

5 1.2 Select All Users We recommend selecting All Users during the AppExchange scanning solution installation process, even if you are not assigning a license to all users. If you select Admin Only, then later decide to assign a license to other users, you will need to assign a Permission Set. Also, if the user has a Standard Salesforce profile, then a Custom profile will need to be created. We can support this process for Premium edition users. 1.3 Install on mobile device or tablet You must install the scanning application on your mobile device before you scan a card. For help scanning a card, see Section On your mobile device, go to our website homepage, and click the App Store or Google Play button. You can also go directly to the Apple App Store or Google Play Store and search for Scan for Salesforce to install. 2. Once you ve installed the scanning application on your mobile device, open the application. Select Production or Sandbox, then establish a secure connection by using your Salesforce credentials. 3. Salesforce will then ask you to allow access so business cards can be sent from your mobile device to your Salesforce organization. Click Allow. 4. Your business card scanning application is now ready! 19 Gloria Lane Fairfield, NJ Page 5 of 17

6 2.0 Setup & Configuration 2.1 Grant a License to a User You can grant a license to a User by going to Salesforce Setup and accessing the Scanning Package Details. Here, you can also view Package Name, Status, Expiration Date, Publisher, Allowed Licenses and Used Licenses. 1. Go to Salesforce Setup> AppSetup> Installed Packages. 2. Locate the Package Name: Scanning 3. Click the Manage License link next to the Scanning package. 4. Click the Add User button. 5. Click the checkbox next to the User name, then click the Add button. Please Note: To remove a license, follow steps 1-3 and simply click the Remove link next to the User name you wish to remove a license from or select Remove Multiple Users. 2.2 Assigning Permission Sets to a User If you did not select All Users during the scanning solution installation process, then, in addition to granting a license, you need to assign the Access econtacts Permission Set. Also, if the user is assigned a Salesforce Standard profile, you will need to create a Custom profile for the user to assign a Permission Set. Follow these steps: 1. Go to Salesforce Setup > Administration Setup > Manage Users > Permission Sets. 2. Click the Access econtacts link. 3. Click the Manage Assignments button. 4. Click the Add Assignments button. 5. Click the checkbox next to a user, then click the Assign button. 19 Gloria Lane Fairfield, NJ Page 6 of 17

7 2.3 Get a Custom branded app For paid Premium users, we can add custom branding to the application, using your own logo and colors. Download the application to your mobile device then give us a call to get your custom branding today! 3.0 Getting Started with Scanning 3.1 Scan a Business Card Launch the mobile application and select the business card scanning module on the home screen. You will then be asked to allow access to your camera. Click Allow, then follow these steps: 1. Place a business card in the middle of the screen and take the picture in landscape mode when you are ready. 2. To retake the picture, select Retake. To continue, select Use Photo. 3. To upload the business card to Salesforce, select Upload Card. 4. Your business card data will now be in Salesforce! Please Note: Before you view the card in Salesforce, see Section 4.1, Find Business Cards in Salesforce. 19 Gloria Lane Fairfield, NJ Page 7 of 17

8 3.2 Select Language for OCR OCR for 27 different languages is included in the Premium edition of the business card scanning solution. You must first scan a card before choosing a language. For help scanning your business card, see Section After you have scanned your business card and selected Use Photo, select the Language Drop Down Menu at the bottom of your screen. 2. Make a language selection, then click Done. 3. Your business card is now ready to upload to Salesforce! 3.3 Add notes, mentions and tags When processing a business card, you have the option of adding a note from the mobile application before uploading it to Salesforce. Notes for Description 1. Select the Add Notes button directly after taking a picture of the business card. 2. Enter reminders, messages, etc. in the notes field at the top of the screen. Notes will appear on the Lead or Contact record. Mentions for Chatter posts 1. Select LookUp to mention a coworker, notifying them on the creation of a new Lead or Contact. 2. Select Search to type the name of the coworker you are wanting to notify. Select the name when you see it. Tags for Alerts 1. To add a tag, click the Add #tags here underneath the Include tags field and type the tag you wish to use. Make sure to use the # symbol. 19 Gloria Lane Fairfield, NJ Page 8 of 17

9 2. After you add your notes, mentions and tags, click Done, then Upload Card. 3.4 Scan with rapid fire image capture This feature is also available with QR scanning and Barcode scanning. 1. Go to your Settings within the scanning application by clicking the three lines in the upper left corner of your screen and selecting Settings. 2. Once you are on the Settings page, locate the field Auto Salesforce Upload and Go to home after upload under the Business Card field. 3. To use rapid fire image capture for business card scanning, turn on the Auto Salesforce Upload and turn off the Go to home after upload. 4. You are now ready to start scanning your business cards with rapid fire! Note: When scanning with rapid fire image capture, you will NOT be able to access the features available on the upload screen such as notes, mentions, and tags and the option to choose a language. To change this, simply turn back on Auto Salesforce Upload. 3.5 Scan Cards Offline You can still scan cards on the mobile application even if you have no Internet connection, a weak signal or an error occurs. Your card will not be lost. You can view pending cards in the menu on your mobile application. The number next to Pending Upload signifies how many cards are waiting to be uploaded to Salesforce. When you have a better connection, simply send the card again. For help scanning cards, see Section Scan QR or Barcodes Follow these steps to use the QR or Barcode scanners. 1. Launch the mobile application and select either the QR module or the Barcode module. 2. Position your phone so that the camera can capture the QR or barcode automatically. 19 Gloria Lane Fairfield, NJ Page 9 of 17

10 3. The link will appear on the next page. You will have the option to Copy to Clipboard, Send or Upload to Salesforce. 3.7 Scan My Voice Send a voice memo to Salesforce to create a new task. Follow these steps: 1. Launch the Scan My Voice module from the app home screen. 2. To begin recording, select the red Record button. A Voice Usage box will appear to notify you of your used and available minutes. We recommend recording a 10-second memo for efficiency, but you are allowed up 30-seconds of recording at a time. 3. To end the recording, select the yellow Stop button. 4. You have the option to hear your memo before it is sent to Salesforce, select the green Play button. 5. You have the option of selecting the Status of your task (Not Started, In Progress, Completed, Waiting on Someone else, Deferred). 6. You also have the option of selecting the Subject of your task (Voice Memo, Schedule Demo, Call, Webinar, Send Quote, , InMail [LinkedIn], eadmin Consultation, eadmin AE Call). 7. When you are done, select Upload as Task. Your memo will be sent to Salesforce as a task and IBM Watson will translate your voice to text. Note: Audio files are automatically deleted once text translation has occurred. 19 Gloria Lane Fairfield, NJ Page 10 of 17

11 3.8 Show Cards Within the mobile application, you can view your scanned cards and save them as Salesforce Contacts or Leads. While we recommend processing cards from a desktop or laptop browser for easy navigation and efficiency, you can still process from your mobile device by following these steps: 1. Go to the menu on your mobile application and select Show Cards. 2. From here, update and edit the business card information. Choose Create to save as a Contact or Lead in Salesforce. 4.0 Scanning Cards to Salesforce 4.1 Find business cards in Salesforce After you upload a card to Salesforce, it will appear in the Scanning Queue. 1. To access the Scanning Queue, log in to your Salesforce and click the plus icon (+) located on the far right end of the tab bar. 2. Locate and click the Scanning Queue link. 3. All scanned business cards will appear on this page. You can edit information here and then create a Lead or Contact with the data. 4. To add the Scanning Queue to your tab bar, click the plus icon (+) and select the Add a Tab link. 5. Select Scanning Queue from the Available tabs list. Click Add, then click Save. Please Note: You can also access the Scanning Queue by going the Salesforce App Launcher in the upper right hand corner of your screen, select Scanning, then select Scanning Queue from the tab bar. 19 Gloria Lane Fairfield, NJ Page 11 of 17

12 4.2 Save the card as a Contact or a Lead Create Salesforce Contacts or Leads with business card data within the Scanning Queue. For help on locating the Scanning Queue, see Section After you have scanned a business card and uploaded it to Salesforce, locate the Scanning Queue page. 2. To save the card as a Contact or Lead, choose either the Contact or Lead tab. 3. Once the card has been edited, select Create Lead or Create Contact. 4. You have now created a new Lead or Contact in Salesforce! 5. Please Note: To add the business card image to a record, see Section Merge & Duplicate Handling Duplicate records are checked when attempting to process a Lead or Contact based on fields you identify in the scan settings. 1. When creating a lead that has a duplicate within your Salesforce org, you will have the option to View, Merge or Duplicate the lead record for that business card. 2. After selecting Create Lead, if there is a duplicate, a pop-up will appear with the three options, explained further below. a) View: Open a new page to view the information on the duplicate lead record b) Merge: Choose to update the information on the current record. Blank fields will be updated and the other record will be deleted during the Merge process. c) Duplicate: Create another lead record in addition to the existing one. Note: If your Salesforce org does not allow duplicates, we adhere to Salesforce rules so that no duplicates will be created. 19 Gloria Lane Fairfield, NJ Page 12 of 17

13 4.4 Add a Card Image to a Page Layout You must add the VisualForce Component to the Lead and Contact Page Layout to see the business card image on the record. 1. Go to Salesforce Setup by clicking the Setup link either at the top right of your screen or within the pull down menu under your name. 2. Under the App Setup section in the left sidebar, click on Customize to expand more options. 3. To add the business card image to a Lead record, click Leads under the App Setup > Customize section and expand that menu. 4. To add the business card image to a Contact record, click the Contacts link and expand that menu. 5. Both the Leads and Contacts section have a Page Layouts link. Click the Page Layouts link to go to the Page Layouts page. 6. On the Page Layout page, click the Edit link for a page layout. 7. Scroll to VisualForce Pages and click this link. Put the Component_Lead in your preferred location on the Lead Layout. 8. Put the Component_Contact field in your preferred location on the Contact Layout. 9. Click the Save button. 10. Your business card image will now appear on either the Contact or Lead record! Please Note: If you need help scanning a business card to add to a Page Layout, see Section Recover a deleted business card If you delete a business card in your Scanning Queue, you can recover it from your Recycle Bin. 1. Log in to Salesforce. On the home page, in the left sidebar menu, click Recycle Bin. If you do not see the menu, you may need to expand it. 2. The deleted card will be named the card ID number. Select the checkbox and click Undelete. 3. Your card will return to the Scanning Queue 19 Gloria Lane Fairfield, NJ Page 13 of 17

14 5.0 Salesforce Extras 5.1 Process Builder Since our Scanning solution is a native Salesforce application, you can use the power of Salesforce to leverage your scanned cards (the scanned card records are located in the Scan Item object. Use the Scan Item object to reference your workflow/ process builder). The most commonly used Salesforce feature is Process Builder. You can create automated processes to do things like default field values and automatically process leads. A best practice is creating processes after you process the record to a Lead or Contact, but if you need a process when it s in the Scanning Queue, just use the Scan Item object! You can learn more about Salesforce Process Builder on the Salesforce Trailhead page: business_process_automation/process_builder Paid Premium users receive support with utilizing Task Automation and Marketing Campaigns within Salesforce Process Builder. Contact us for more information at or support@visione.com. To download a blueprint of how to build a process to automatically create leads from Scan, see article F) Utilize Salesforce Process Builder within category 2. Easy Setup & Scanning Configuration in our Online Knowledge Base. 5.2 Custom Fields With the Premium edition of the business card scanning solution, add custom fields in the Salesforce Scanning Queue to be included within the Lead or Contact record. Contact us for more information at or support@visione.com. 5.3 Salesforce Lightning View 1. If you are not utilizing Salesforce Lightning, you can switch to Lightning view by expanding the drop-down menu underneath your name. Select Switch to Lightning Experience. 2. Locate and select the App Launcher on the main menu bar at the top. 3. From the App Launcher, there are several ways to access the Scanning Queue. a) You can use the search bar, Find an app or item, to locate the Scanning Queue. b) Another option is to select the Scanning App from the All Apps menu. This will redirect you to the Scanning Home page. From here, locate and select the Scanning Queue from the top menu bar. c) Lastly, you can choose to scroll down and select Scanning Queue from the All Items menu. This will take your directly to the Scanning Queue. 19 Gloria Lane Fairfield, NJ Page 14 of 17

15 6.0 Frequently Asked Questions Can I add Custom fields to the Scanning Queue Page? Yes. For paid Premium users, we will add the custom Contact and Lead fields you want to your Salesforce Scanning Queue. Do I require a License for All Users in my Salesforce? No. You only need a license for the users that need the solution. There is no minimum license requirement. Do you offer volume discounts? Yes. To learn more, call us at or us at support@visione.com. What is OCR? Optical Character Reader is a service that is able to use text recognition and automated field population to get your data into Salesforce faster. OCR will fill in Lead and Contact fields for you so you don t have to do it manually. OCR also rotates your card to the proper orientation within Salesforce. OCR is included in the Premium edition of the scanning solution. What languages are supported for OCR? OCR Recognition languages: Chinese Simplified, Chinese Traditional, Czech, Danish, Dutch (Netherlands), English, Estonian, Finnish, French, German, Greek, Hungarian, Indonesian, Italian, Japanese, Korean, NorwegianNynorsk + NorwegianBokmal, Norwegian (Bokmal), Norwegian (Nynorsk), Polish, Portuguese (Brazil), Portuguese (Portugal), Russian, Spanish, Swedish, Turkish, Ukrainian. 19 Gloria Lane Fairfield, NJ Page 15 of 17

16 What mobile devices are supported? Apple on the App Store, Android on Google Play and Blackberry that have access to Google Play. Install the scanning application on the AppExchange in your Salesforce instance before attempting to use your mobile device. What s the difference between Free and Premium edition? The Premium edition includes OCR service to automatically populate text fields from the business card image. The OCR service also rotates the card to the proper orientation. You have the option to add custom Contact and Lead fields, Premium support and more. Click here to view the edition comparison chart. Where do I find the business card in Salesforce after I scan from my mobile device? After you scan a business card from your mobile device, the image is sent to your Salesforce. You can find the card in the Scanning Queue. From the Scanning Queue, you can process the card as a Lead or Contact. See Sections 4.1 and 4.2. Why aren t the text fields populated? Text translation requires OCR service which is available within the Premium edition. Check the OCR status on the Scanning Queue. If you have the Premium edition and the OCR Status does not say Complete within a couple of minutes of scanning a card, please submit a case to support@visione.com or call us at Why is the business card in the wrong orientation? If you have the Premium edition, the OCR server, in addition to translating the card image to text, will recognize the card orientation and properly rotate the business card image. 19 Gloria Lane Fairfield, NJ Page 16 of 17

17 7.0 Help & Support You can access the Scanning Knowledge Base and online support videos straight from your mobile application! Follow these steps: 1. Go to the menu on your mobile application and select Help & Support. 2. Scroll through a library of support videos or expand the menu and choose Knowledge Base to access support articles. Additional Support Contact us: support@visione.com Toll Free: Website: Vision-e Visit us on the Salesforce AppExchange: Apps A Tip for Best Practice: The best way to download the mobile application is to visit our website, and select either the Google Play or App Store Logo, which will direct you straight to our listing. Download the ios scanning application for the iphone, ipad and Android devices by visiting the App Store or the Google Play Store and searching for Scan for Salesforce 19 Gloria Lane Fairfield, NJ Page 17 of 17