Written by Marc Juffkins, Managing Director, Riverbank IT Management
Here’s something that just makes life a little easier.
If you have an Office 365 subscription, then you almost certainly have OneDrive for Business in the line-up of services available.
In the past, OneDrive for Business has had a bad reputation, which it deserved. But Microsoft has made some real progress – it’s now at a stage where it’s a very good place to put your working documents. If you only require a limited amount of sharing with your colleagues, it’s ideal. Think of it as your ‘My Documents’ in the Cloud.
It has support for Windows, Macintosh, Apple iOS and Android and it’s the Apple iOS application that I want to talk about here. As an IT company, we embrace the digital world and as such everyone must submit their credit card receipts digitally. This has involved standing by the photocopier and scanning in small receipts or multi-page receipts, then running back to the PC to check they are the right way around, renaming them to something sensible and finally copying the file to the finance credit card folder. It didn’t feel like progress!
Well, no more. OneDrive for Business has a very neat feature that allows you to use your phone or tablet to scan in receipts, documents or anything similar. You simply scan in the receipt, check it’s ok, optionally name it and then save it to your device, which automatically syncs it to your OneDrive for Business folder.
You can even scan in multiple pages and have it combine them into one file. With the receipt scanned into a folder, this folder can then be shared with your accounts team. Better still you could use automation to copy those files to your company’s credit card receipt folder – something I haven’t got around to and maybe the subject of another post.
Try the following
1. On your Apple phone or tablet open OneDrive (Microsoft has confusingly released one app for both OneDrive and OneDrive for Business).
2. Sign in using your Office 365 credentials.
3. Navigate to a folder or create a new folder to save your receipts.
4. Click on the + option at the top right of the window.
5. Select Scan and a camera app will appear.
6. Check that the document selection is selected (bottom of the window).
7. Place your receipt on a flat surface and hold your device over the receipt. A frame will appear as OneDrive tries to work out the shape of the document.
8. Adjust the position until the frame is on the edge of the receipt and click the scan button at the bottom of the window.
9. It will then scan in the receipt and display it on the screen.
10. You can check it looks ok and perform basic cropping or rotation tasks.
11. At the top, you can click on the filename and name it according to your company’s receipt naming convention, for example, ‘20170921 – MJ – Train – Customer A’.
12. Now you can either save the scan or at the bottom, where there’s a + button, you can scan in another receipt and append it to the previous one so you only have one receipt file. This is useful when your expense receipt goes over one page.
13. Once finished, click upload at the top right of the screen and voila, you have scanned in your receipt.
The great thing about this is you can do it as soon as you get the receipt or soon after – no more bundling all your receipts together and waiting until you get back to the office.
Obviously, this feature doesn’t have to stop at receipts, it can be used as your personal scanner for almost anything.
If you’d like to know more about Office 365 and how it can digitally transform your business, get it touch with us on 01235 426700 or email firstname.lastname@example.org.