Paper slows everything down. A signed contract arrives, gets scanned, lands in a shared folder, and sits there. Unnamed, untagged, disconnected from the approval process it belongs to. infoRouter's document scanning software eliminates that gap. Documents go from the scanner directly into the right folder, with the right metadata, routed to the right person. No one needs to manually rename files or drag them between systems.
The Problem With Most Scanning Workflows
Scanning a document is the easy part. The hard part is what happens next.
Most organizations scan to a folder and then rely on someone to rename the file, move it to the right location, and notify the people who need it. That manual step is where documents get lost, misfiled, or forgotten. The scanner did its job. The workflow didn't.
infoRouter solves this with three capture tools, each designed for a different scanning scenario. All three are included with every infoRouter license at no extra cost.
Scan Station: For Documents That Need Metadata and Routing
Scan Station processes queues of scanned documents. In infoRouter V9 it is built into the main web interface, so there is no separate application to install; the original Windows desktop version still works for teams that already use it. An operator opens each scanned file, adds metadata such as invoice number, amount, description, and OCR text, then submits it directly into an infoRouter workflow.
What Scan Station does:
- Processes high volumes of scanned documents in a structured queue
- Prompts the operator for metadata fields defined by your organization
- Submits documents directly into infoRouter workflows for review or approval
This is the right tool when documents need human review before entering the system: invoices, contracts, personnel records, or any scan that requires classification.
See Scan Station specs and setup details
Hot Folders: For Hands-Free, Automated Capture
Hot Folders is a client-side service that monitors designated file system folders. When a new file appears from a network scanner, a multifunction printer, or another application, Hot Folders picks it up and imports it into infoRouter automatically.
What Hot Folders does:
- Runs as a background service with no operator involvement
- Monitors multiple folders simultaneously
- Applies predefined metadata and routing rules on import
- Eliminates the delay between scanning and availability in infoRouter
This is the right tool when documents follow a predictable pattern and don't need manual classification: batch scanning from a copier, automated exports from another system, or any scenario where the file type and destination are known in advance.
Kofax Ascent Capture Integration
For organizations already using Kofax Ascent Capture, infoRouter provides a release script that pushes scanned and processed documents directly into infoRouter. OCR text captured by Kofax is transferred automatically, making every scanned page full-text searchable from the moment it enters the system.
What the Kofax integration does:
- Connects Kofax Ascent Capture directly to infoRouter
- Transfers OCR text for full-text content search indexing
- Preserves existing Kofax workflows while adding infoRouter's document control
- Eliminates manual export and import steps
Shared Capabilities Across All Capture Tools
Regardless of which tool you use, every document entering infoRouter through the scanning pipeline benefits from:
- Metadata import. Custom property fields assigned at capture time, so documents are findable from the start.
- OCR text indexing. OCR text from Kofax, Scan Station or infoRouter Connect is indexed, so every word on a scanned page is searchable, not just the filename.
- Web Services API integration. Extend capture workflows with custom logic when needed.
- TIFF-to-PDF conversion. Standardize scanned output automatically.
- Error handling and reprocessing. Failed imports are flagged for review, not lost.
Frequently Asked Questions
- Do we need to buy separate scanning software licenses?
- No. Scan Station, Hot Folders, and the Kofax Ascent Capture integration are all included with every infoRouter license at no extra cost.
- Can scanned documents be full-text searched like regular files?
- Yes. OCR text comes from one of three places: Kofax transfers it automatically, the Scan Station operator enters or verifies it, or infoRouter Connect (licensed separately) runs OCR on each scan and stores the text with the document. That text is indexed, so every page is searchable across the repository, not just by filename.
- What is the difference between Scan Station and Hot Folders for scanning?
- Scan Station is for documents that need human review before entering the system, such as invoices or contracts that require metadata assignment. Hot Folders is for hands-free automation where file types and destinations are predictable and no manual classification is needed.
- Does infoRouter work with our existing scanners and multifunction printers?
- Scan Station works with any TWAIN-compatible scanner. Hot Folders monitors any network directory, so it works with any scanner or MFP that outputs to a file-system folder.
- Can scanned documents be routed into approval workflows automatically?
- Yes. Both Scan Station and Hot Folders can submit documents directly into infoRouter workflows. An operator can route documents during review in Scan Station, and Hot Folders can apply predefined routing rules automatically.
See It in Action
If your team is still scanning to shared folders and hoping someone files things correctly, there's a faster way. Request a guided trial and see how infoRouter's scanning tools work with your existing hardware and workflows.