7 Ways ShareScan Boosts Productivity in Remote WorkflowsRemote work depends on fast, secure, and reliable document handling. ShareScan is designed to simplify scanning, sharing, and collaborating on documents from anywhere. Below are seven practical ways ShareScan can boost productivity across remote teams, with actionable examples and tips for implementation.
1. Fast centralized scanning and upload
ShareScan replaces scattered local scans and camera photos with a unified, cloud-first scanning workflow.
- Quick setup: users scan documents directly from mobile devices, multifunction printers, or desktop scanners to a shared cloud workspace.
- Instant availability: scanned files are uploaded automatically to team folders, eliminating email attachments and manual uploads.
- Tip: Create folder templates for recurring processes (invoices, contracts, receipts) so scanned files land in the correct place every time.
2. OCR and searchable documents
Built-in OCR converts images and PDFs into searchable text, so team members can find information without opening each file.
- Full-text search across scanned documents speeds retrieval of invoices, contract clauses, or client names.
- Automatic keyword tagging based on recognized text reduces manual metadata entry.
- Example: An accountant searching for “invoice #4321” finds the right PDF in seconds rather than combing through folders.
3. Automated routing and workflows
ShareScan automates document routing based on rules, reducing bottlenecks and manual handoffs.
- Rule-based routing: route invoices to accounts payable, contracts to legal, and receipts to expense approvers automatically.
- Approval flows: set up sequential or parallel approvals with notifications and deadline reminders.
- Tip: Use conditional rules (amount thresholds, vendor names) to ensure high-value items get additional checks.
4. Secure sharing and access controls
Remote teams need safe ways to share sensitive documents. ShareScan offers granular permissions and auditing.
- Role-based access: restrict who can view, edit, download, or share specific folders or files.
- Time-limited links and password protection for external sharing minimize exposure.
- Audit logs track who accessed or modified documents — essential for compliance and troubleshooting.
5. Integrated collaboration tools
ShareScan keeps collaboration in-context so team members don’t switch between multiple apps.
- Inline comments and annotations let reviewers mark up scanned PDFs directly.
- Version history preserves previous document states and shows who made changes.
- Integration with chat and project tools (Slack, Microsoft Teams, Asana, etc.) sends notifications and links back to the scanned items.
6. Mobile-first workflows for a distributed workforce
ShareScan’s mobile apps support field teams and remote employees who need reliable, on-the-go scanning.
- High-quality camera capture with auto-cropping and perspective correction produces clean scans from smartphones.
- Offline capture queues scans when disconnected and syncs them once online — useful for remote sites with poor connectivity.
- Example: A sales rep scans signed contracts at a client site; the document is auto-routed to the legal team within minutes.
7. Analytics and process optimization
Data from ShareScan helps teams identify bottlenecks and continuously improve document processes.
- Dashboard metrics show average processing times, pending approvals, and busiest users or folders.
- Exportable reports support audits and operational reviews.
- Tip: Track KPI changes after implementing routing rules or folder templates to measure ROI.
Conclusion
ShareScan centralizes scanning, automates repetitive steps, and secures sharing — all of which reduce friction for remote teams and free up time for higher-value work. Implement folder templates, rule-based routing, and mobile capture to see the fastest gains in productivity.