Scanning to SharePoint: It’s More Than Just Uploading Documents

Many document capture solutions boast “scan to cloud” features, including integration with Microsoft SharePoint. But is simply dropping a file into a SharePoint site really enough?

At OptimiDoc, we believe that effective document capture should go beyond basic scanning and storage. With the right setup, your SharePoint environment can become a well-organised, searchable repository—not a digital dumping ground.

Universal vs Dedicated Workflows: What’s Best?

A single “Scan to SharePoint” button might sound convenient. It allows users to send documents to any accessible SharePoint site. However, this flexibility comes at a cost: users must manually browse to the correct site, library, and folder—often a slow and error-prone process.


OptimiDoc Cloud offers both options. While the universal workflow remains available for ad-hoc needs, dedicated workflows are where the real efficiency lies. These are tailored by document type—Invoices, Contracts, HR Records—and route files directly to the correct location with a single click. The result? Faster processing, fewer misfiles, and consistent filing across teams.


When to use each:

  • Universal workflows: Ideal for low-volume, exploratory, or one-off scans.
  • Dedicated workflows: Recommended for repeatable document types, higher volumes, and compliance-sensitive content.

Filenames Help—Metadata Transforms

A clear filename is useful, but SharePoint’s real power lies in metadata. By adding custom columns—such as Customer, Case ID, Document Type, or Invoice Date—you unlock advanced filtering, sorting, and grouping capabilities.


OptimiDoc makes metadata entry simple. Users can populate fields directly at the MFP panel during scanning. Even better, OptimiDoc Cloud can prefill metadata using system data (like user, device, or timestamp) and AI-extracted content from the document itself. No more reopening files to add details later—your documents arrive indexed and ready to use.

Secure Access with Workflow-Based Authentication

SharePoint libraries often contain sensitive information—HR records, contracts, internal documents—that shouldn’t be accessible to everyone. OptimiDoc Cloud supports secure workflows that allow scanning into restricted libraries without granting broad access.
 
Administrators configure these workflows using system accounts with the necessary permissions. Users can scan into protected libraries, but cannot browse or interact with them otherwise. This maintains security while keeping the user experience simple and intuitive.

Is Searchable PDF Enough?

OCR is useful for creating searchable PDFs, but modern organisations need more. OptimiDoc Cloud enhances the entire capture process by:
  • Automatically improving document quality for better readability
  • Splitting bulk scans into individual files without manual effort
  • Extracting key data using AI to populate metadata and trigger downstream workflows
Each workflow can be customised to meet specific business needs—whether the priority is speed, compliance, or data accuracy.

Capture Anywhere: Office, Home, or On the Go

Today’s workforce is mobile. Not everyone has access to a dedicated scanner. With OptimiDoc Cloud, users can capture documents from anywhere:
  • Mobile capture: Use a phone camera to scan and submit securely.
  • Web application: Upload digital files (like PDFs from email) directly into SharePoint workflows.
No matter where your team works, they follow the same guided process and metadata rules—ensuring consistency and compliance.

The Bottom Line

OptimiDoc Cloud transforms SharePoint from a simple storage solution into a powerful, automated document management system. With dedicated workflows, intelligent metadata capture, secure access controls, and flexible input options, your organisation can streamline document handling and unlock the full potential of SharePoint.