Automatic Document Capturing

Capture documents from any source, automatically. Quantum DMS ingests documents from email, scanners, cloud storage, and more—turning every channel into a direct pipeline to your document management system.

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Documents Are Everywhere. Your DMS Should Be Too.

Your documents arrive through dozens of channels: email attachments, scanner trays, shared drives, cloud storage, mobile uploads. Each one requires manual download, naming, and upload to your DMS.

Automatic Ingestion

Documents are captured the moment they arrive—whether scanned, emailed, or uploaded to cloud storage. No waiting, no manual steps.

Intelligent Processing

Each document is automatically processed: OCR for scanned files, metadata extraction, file format conversion, and quality optimization.

Direct Integration

Documents flow directly into your DMS with proper classification, labelling, and routing-ready for search and use.

Key Capture Channels

Email-to-DMS

Turn your email into a powerful document capture tool. Any email sent to your dedicated Quantum DMS address is automatically ingested.

How It Works:

  • Each department, project, or workflow gets a unique email address (e.g., invoices@quantumdms.io, contracts@quantumdms.io)
  • Send or forward emails with attachments directly to these addresses
  • Attachments are automatically extracted and ingested into the DMS
  • Email body content can be captured as metadata or stored alongside attachments
  • Supports all common attachment formats (PDF, Office docs, images, archives)

     

    Automatic sender identification and routing

    Subject line parsing for metadata extraction

    Duplicate detection to prevent re-ingestion

    Spam and malware filtering before ingestion

    Scanner-to-DMS

    Connect any network scanner directly to Quantum DMS. Scan once, and documents appear in your DMS automatically.

    Direct Scanner Integration:

      • Configure scanner buttons to scan directly to specific DMS folders
      • Batch scanning with automatic document separation
      • Duplex scanning support for two-sided documents
      • Multi-format output (PDF, TIFF, JPEG)

    Intelligent Document Processing:

    • Automatic OCR for all scanned documents
    • Blank page detection and removal
    • Automatic deskewing and rotation
    • Image enhancement for poor quality scans
    • Barcode and QR code recognition for automatic indexing

         

        Document Separation

        Named Scan Profiles

        Instant Preview

        Error Recovery

        Cloud Storage & File System Monitoring

        Automatically ingest documents from cloud storage and network drives.

        How It Works:

        • Monitor specific folders for new or modified documents
        • Automatic ingestion when documents are added or updated
        • Preserve folder structure or apply custom routing rules
        • Optional: Remove source files after successful ingestion
        • Real-time or scheduled monitoring

        Advanced Options:

        • File naming convention parsing for automatic metadata
        • Folder path-based classification
        • File type filtering and exclusions
        • Size and date-based ingestion rules

        Folder monitoring

        Cloud storage sync

        Real-time monitoring

        File type filtering

        Real world examples

        Accounts Payable

        Vendors email invoices directly to AP. Documents are captured, classified, and routed for approval automatically.

        Contract Management

        Signed contracts arrive via email from DocuSign or other e-signature tools. Captured automatically with proper metadata.

        Customer Service

        Customers email support documents, photos, or forms. Automatically captured and linked to their support ticket.

        HR & Onboarding

        New hires scan documents at the office MFP or email from home. All documents flow directly into their employee file.

        Security

        Secure Document Ingestion:

        • Encrypted transmission for all capture channels (TLS/SSL)
        • Virus and malware scanning before ingestion
        • Access control and authentication for all sources
        • Audit logging of all capture events
        • Data in transit and at rest encryption
        Encrypted transmission (TLS/SSL)
        Virus scanning before ingestion
        Access control for all sources
        Audit logging of all capture events
        Data encrypted at rest
        GDPR compliant capture

        Power Integrations

        Connect your entire tech stack with seamless integration capabilities

        Scanner brands

        Canon, Xerox, HP, Ricoh, Fujitsu, Epson, Brother, Kodak, and all TWAIN/WIA compatible devices

        Cloud Platforms

        Microsoft 365, Google Workspace, Dropbox Business, Box, SharePoint Online

        Network protocols

        SMB/CIFS, FTP/SFTP, WebDAV, RESTful API

        Email Systems:

        Microsoft Exchange, Office 365, Gmail, any SMTP/IMAP email server

        Compliance

        GDPR compliant document capture

        Complete chain of custody tracking

        Tamper-proof audit trails

        Retention policy enforcement from point of capture