Last Update: December 09, 2015 |
How to
This topic describes the procedure for creating or updating voter application records by referencing a scanned image of the paper application displayed side-by-side with the voter's application, a method of processing called Scan First. Saving an application created or updated from a scanned image automatically indexes the image to the voter's record, so you won't need to perform a separate indexing step after processing the application.
Note The Scan First feature can only be used for voter registration applications. (That is, images scanned with the communication type C, Scanned Front of Card Img.) Other types of scanned documents must be indexed using the Index Images program.
To process applications using Scan First:
Verify that the option VOTER FOCUS ADMIN > System Options > Use Scan First is selected.
Scan the paper applications to the network location specified for this purpose, using the communication type C, Scanned Front of Card Img.
Go to VOTER REGISTRATION > Application Forms to display the Scanned Applications dialog listing the application images that have been scanned to your network. (Images with a communication type other than C, Scanned Front of Card Img do not appear on this dialog.)
You can sort the list by batch, creation date, batch comment, or file name by clicking on a column header.
Highlight an item in the list and click Select Image. The image will be displayed in a new, separate, dialog—Application Document—and you will see the Find a Voter dialog in the existing window.
Note If an image is being accessed by another user, you will see a message to that effect and will not be allowed to access it yourself. Images that are processed by other users will be removed from the list once the image has been indexed to a voter's record.
On the Application Document dialog, use the zoom and rotate keys and the right-side scroll bar to position the scanned application so you can read the information entered by the voter.
If the image is unreadable or corrupted in some way, you can discard it by clicking Mark Image as Bad. This will dismiss the Application Document dialog and return you to the list of scanned images in the Scanned Applications dialog. The image you marked as "Bad" is removed from the list and "Bad_" is appended to its file name in the folder holding images awaiting indexing (typically I:\WorkSig).
Clip the signature by clicking and dragging to form a box around the area where the voter's signature lies on the form. Or select one of the settings in the Clip Codes drop-down list to capture a preset location on the image. The signature clip is displayed in the bottom pane.
Note The horizontal and vertical locations for each setting in Clip Code are specified in VOTER FOCUS ADMIN > System Options > Clip Codes. The clip code that appears first in the drop-down list is specified in VOTER FOCUS ADMIN > System Options > Image Indexing > Default Clip Code. These settings are defined by VR Systems at installation time after consultation with county management and cannot be changed by users.
Reposition both dialogs, if necessary, so you can see both of them. On the Find a Voter dialog, enter the voter's name, date of birth, residence address, and driver license or social security number from the image and click Application Search. Here you are verifying that a record for the voter does not already exist or, if it does exist, that you are accessing the correct record to update their address, name, or party.
The Voter at a Glance dialog will appear with possible matches. Examine each one carefully to see if they are your voter.
New applicants—If none of the possible matches is the voter in the application image, click New to bring up the New Voter dialog. Enter the information from the scanned image and click Save. This creates a record for the voter and indexes the image in the other window to the record. The voter's status will be Pending until their driver license or social security number is verified. Upon verification, the voter's status will convert to Active.
Existing voters—If one of the possible matches is the voter in the application image, highlight their name in the list and click Application is for this Voter to bring up their application dialog. Update the dialog with the information in the scanned image and click Save to save the changes and index the scanned image to the voter's record.
About Scanning and Indexing of Application Forms and Other Documents