feat: update whatsapp-scan to ai-easyscan

Author: AaronLauZR

docs/miscellaneous/ai-easyscan.md

@@ -0,0 +1,291 @@
+---
+title: AI EasyScan
+description: A guide about AI EasyScan for SQL Account
+slug: /miscellaneous/ai-easyscan
+tags: ["SQL Account"]
+form_name: TfmAIEasyScan
+---
+
+SQL AI EasyScan feature enables users to manage transactions more efficiently by uploading invoices, bills, or receipts through WhatsApp. It performs instant data entry using AI-powered auto extraction, which supports images, documents and text. Users can easily organize and attach these files to the following document types within SQL Account.
+
+## Pre-requisite
+
+1. [Setup OCR Category](#setup-ocr-category)
+2. [Setup User Mobile Number](#setup-user-mobile-number)
+3. [Registration](#registration)
+
+### Setup OCR Category
+
+:::info[INFO]
+AI will assign the items with the following predefined account code when the invoice belongs to GL Payment Voucher.
+:::
+
+1. Go to **Menu Bar** > **Tools** > **Options...**.
+
+    ![1](../../static/img/miscellaneous/ai-easyscan/1.png)
+
+2. In **Options**, go to **AI** and switch **Account Code** to following **Category**.
+
+    ![2](../../static/img/miscellaneous/ai-easyscan/2.png)
+
+### Setup User Mobile Number
+
+1. Go to **Menu Bar** > **Tools** > **Maintain User...**.
+
+    ![3](../../static/img/miscellaneous/ai-easyscan/3.png)
+
+2. Create **New** or select the user who request for register.
+
+    ![4](../../static/img/miscellaneous/ai-easyscan/4.png)
+
+3. Enter mobile number registered with WhatsApp > **Save**.
+
+    ![5](../../static/img/miscellaneous/ai-easyscan/5.png)
+
+### Registration
+
+1. Go to **Menu Bar** > ☁️ > **AI EasyScan...**.
+
+    ![6](../../static/img/miscellaneous/ai-easyscan/6.png)
+
+2. Go to **Toolbar** > 👤 > **Register Sender...**.
+
+    ![7](../../static/img/miscellaneous/ai-easyscan/7.png)
+
+3. Select the user who request for register > **OK**.
+
+    ![8](../../static/img/miscellaneous/ai-easyscan/8.png)
+
+4. **Copy Link To Clipboard** or **Share** registration link to the user.
+
+    ![9](../../static/img/miscellaneous/ai-easyscan/9.png)
+
+5. The user will have 5 minutes to complete the registration before it expires.
+
+    ![10](../../static/img/miscellaneous/ai-easyscan/10.png)
+
+6. After the user receives the registration link, the user is required to:
+
+    1. Click the link.
+
+        ![11](../../static/img/miscellaneous/ai-easyscan/11.png)
+
+    2. Send the prefilled message with the mobile number registered.
+
+        ![12](../../static/img/miscellaneous/ai-easyscan/12.png)
+
+    3. WhatsApp replied **You have successfully linked with [COMPANY NAME]** indicates registration completed.
+
+        ![13](../../static/img/miscellaneous/ai-easyscan/13.png)
+
+7. Dialog show **Registered Successful** indicates the user complete the registration.
+
+    ![14](../../static/img/miscellaneous/ai-easyscan/14.png)
+
+## Usage
+
+1. [Upload File to WhatsApp](#upload-file-to-whatsapp)
+2. [Check OCR Status](#check-ocr-status)
+3. [Group Files](#group-files)
+4. [Assign Doc Type and Category to File or Folder](#assign-doc-type-and-category-to-file-or-folder)
+5. [Create New Document](#create-new-document)
+6. [Attach File(s) or Folder(s) to Existing Document](#attach-files-or-folders-to-existing-document)
+7. [Check Posted File or Folder](#check-posted-file-or-folder)
+
+### Upload File to WhatsApp
+
+1. **Snap** a photo or **Select** the following file type to upload the file.
+
+    ![15](../../static/img/miscellaneous/ai-easyscan/15.png)
+
+2. ✅ will be react on the file if upload is successful.
+
+    ![16](../../static/img/miscellaneous/ai-easyscan/16.png)
+
+3. **Refresh** to review the file uploaded.
+
+    ![17](../../static/img/miscellaneous/ai-easyscan/17.png)
+
+### Check OCR Status
+
+1. Grid row highlighted in **grey** indicates that the file is currently being processed by OCR.
+
+    ![18](../../static/img/miscellaneous/ai-easyscan/18.png)
+
+2. Grid row highlighted in **green** or **white** indicates that the file has successfully completed the OCR process.
+
+    ![19](../../static/img/miscellaneous/ai-easyscan/19.png)
+
+3. Grid row highlighted in **grey** with **red** font indicates that the file failed to be processed by OCR. **Refresh** or **reopen** will automatically reprocess the file until the OCR process is completed.
+
+    ![20](../../static/img/miscellaneous/ai-easyscan/20.png)
+
+### Group Files
+
+:::info[INFO]
+Grouping related files allow them to be attached into a same document.
+:::
+
+1. To **Group**, select multiple files (Ctrl + Left Click) > Right Click > **Group Files...**.
+
+    ![21](../../static/img/miscellaneous/ai-easyscan/21.png)
+
+2. Click **Left** and **Right** button to preview files in group.
+
+    ![22](../../static/img/miscellaneous/ai-easyscan/22.png)
+
+3. To **Ungroup**, select the folder > Right Click > **Ungroup Files...**.
+
+    ![23](../../static/img/miscellaneous/ai-easyscan/23.png)
+
+### Assign Doc Type and Category to File or Folder
+
+:::info[INFO]
+Based on **Doc Type** and **Category**, the corresponding document type will be created, and the item's G/L Code will be filled in according to the predefined account code of the selected category.
+:::
+
+1. Select the file > Click ▼ button > Choose **Doc Type**.
+
+    ![24](../../static/img/miscellaneous/ai-easyscan/24.png)
+
+2. Select the file > Click ▼ button > Choose **Category**.
+
+    ![25](../../static/img/miscellaneous/ai-easyscan/25.png)
+
+### Create New Document
+
+1. Select a file or folder that has successfully completed the OCR process, the file and its details will be automatically filled into the selected document type.
+
+    ![26](../../static/img/miscellaneous/ai-easyscan/26.png)
+
+2. Review or edit the document to correct information.
+
+    ![27](../../static/img/miscellaneous/ai-easyscan/27.png)
+
+3. Enable **Merge** in **Toolbar** if need to combine item details into a single record, except for grouped files.
+
+    ![28](../../static/img/miscellaneous/ai-easyscan/28.png)
+
+3. After completing the review, click **Save**.
+
+    ![29](../../static/img/miscellaneous/ai-easyscan/29.png)
+
+### Attach File(s) or Folder(s) to Existing Document
+
+1. Select file(s) or folder(s) > Right Click > **Attach to Existing Document**.
+
+    ![30](../../static/img/miscellaneous/ai-easyscan/30.png)
+
+2. Select the target document > **OK**.
+
+    ![31](../../static/img/miscellaneous/ai-easyscan/31.png)
+
+3. System will navigate to the attached document, review the attached file(s) under **Attachments**.
+
+    ![32](../../static/img/miscellaneous/ai-easyscan/32.png)
+
+### Check Posted File or Folder
+
+1. **Tick** the checkbox in grid footer.
+
+    ![33](../../static/img/miscellaneous/ai-easyscan/33.png)
+
+2. Posted files and folders will be displayed without bold formatting.
+
+    ![34](../../static/img/miscellaneous/ai-easyscan/34.png)
+
+3. Click the button at top left corner of the grid > **Tick** the **Doc No** and **Posted**.
+
+    ![35](../../static/img/miscellaneous/ai-easyscan/35.png)
+
+4. The following status will be displayed under the column.
+
+    ![36](../../static/img/miscellaneous/ai-easyscan/36.png)
+
+5. Double click to open the posted document.
+
+## Additional Information
+
+1. [Edit Filename and Caption](#edit-filename-and-caption)
+2. [Batch Edit Doc Type and Caption](#batch-edit-doc-type-and-caption)
+3. [Switch System Layout](#switch-system-layout)
+4. [Share File](#share-file)
+5. [Delete File](#delete-file)
+
+### Edit Filename and Caption
+
+1. **Filename** is editable by selecting the Name column in the grid.
+
+    ![37](../../static/img/miscellaneous/ai-easyscan/37.png)
+
+2. **Caption** is editable by selecting the Name column in the grid.
+
+    ![38](../../static/img/miscellaneous/ai-easyscan/38.png)
+
+### Batch Edit Doc Type and Caption
+
+1. Select multiple files or folders (Ctrl + Left Click) > Right Click > **Batch Edit Value**.
+
+    ![39](../../static/img/miscellaneous/ai-easyscan/39.png)
+
+2. Select the value you want to change > **Tick** the checkbox to allow the changes to be applied.
+
+    ![40](../../static/img/miscellaneous/ai-easyscan/40.png)
+
+3. Make sure all the values you want to change are ticked in the checkboxes > **OK**.
+
+    ![41](../../static/img/miscellaneous/ai-easyscan/41.png)
+
+4. The system will display a message to show how many records will change > **OK**.
+
+    ![42](../../static/img/miscellaneous/ai-easyscan/42.png)
+
+5. Click **OK** to proceed.
+
+    ![43](../../static/img/miscellaneous/ai-easyscan/43.png)
+
+6. The following values for the selected records will be changed.
+
+    ![44](../../static/img/miscellaneous/ai-easyscan/44.png)
+
+### Switch System Layout
+
+1.  Go to **Toolbar** > Click **Layout** button > Choose system layout.
+
+    ![45](../../static/img/miscellaneous/ai-easyscan/45.png)
+
+2. Switch to the system layout that suits your personal preference.
+
+    ![46](../../static/img/miscellaneous/ai-easyscan/46.png)
+
+### Share File
+
+1. To **Share**, select the file(s) or folder(s), then either:
+
+    1. Go to **Toolbar** > Click **Share** button.
+
+        ![47](../../static/img/miscellaneous/ai-easyscan/47.png)
+
+    2. Right Click > **Share Files...**.
+
+        ![48](../../static/img/miscellaneous/ai-easyscan/48.png)
+
+2. Choose the following channel to share the file.
+
+    ![49](../../static/img/miscellaneous/ai-easyscan/49.png)
+
+### Delete File
+
+1. To **Delete**, select the file(s) or folder(s), then either:
+
+    1. Go to **Toolbar** > Click **Delete** button.
+
+        ![50](../../static/img/miscellaneous/ai-easyscan/50.png)
+
+    2. Right Click > **Delete Files...**.
+
+        ![51](../../static/img/miscellaneous/ai-easyscan/51.png)
+
+2. Click **OK** to confirm the deletion.
+
+    ![52](../../static/img/miscellaneous/ai-easyscan/52.png)