Quality Inspector can use scanned paper forms, PDFs, or pictures to help populate values on a Quality Inspection Test.

This is useful when inspections or measurements are initially recorded on paper. For example, an operator may complete a paper inspection sheet on the shop floor and a supervisor can later scan the completed form into Quality Inspector rather than manually re-entering each value.

Quality Inspector uses Azure Document Intelligence to analyze the scanned document and match information found on the form to fields on the Quality Inspection Test. Azure Document Intelligence is a service provided by Microsoft that provides AI powered OCR capabilities to forms.

Before you begin

The scanning functionality must first be configured in Quality Inspector.

This includes configuring Azure Blob Storage and Azure Document Intelligence and configuring the Quality Inspector template to recognize fields from the form.

For complete setup instructions including a video walkthrough, refer to: Set Up and Configure Azure Blob Storage and Azure Document Intelligence with Quality Inspector

Once this configuration has been completed, supervisors and inspectors can use the scanning functionality as part of their normal inspection process.

What should I use to scan a paper inspection form?

Quality Inspector does not require a specific make or model of document scanner.

There are two primary ways to provide the document to Quality Inspector:

• Take a picture using the camera available to the device running Business Central. This is most appropriate if the scanning will be done with a phone or tablet and the person doing the scanning is running the Business Central mobile app from Microsoft.
• Scan or capture the document separately and upload the resulting file to Quality Inspector.  This is most appropriate if paper inspection forms are received in a stack and uploaded by a person in an office.

Recommended options

Depending on where inspections are performed, consider one of the following methods.

Document scanner or multifunction printer

A standard office scanner or multifunction printer is a good option when supervisors regularly collect completed inspection sheets.

Scan the sheet as a PDF or image, save it somewhere accessible from the computer running Business Central, and then upload it when analyzing the Quality Inspection Test.

Phone or tablet document-scanning feature

A phone or tablet can also work well, particularly when a dedicated scanner is not convenient.

When possible, use a document-scanning feature rather than simply taking a normal photograph. Document-scanning applications typically help by:

• detecting the edges of the paper;
• cropping out the surrounding background;
• straightening the page;
• correcting perspective; and
• improving the contrast of the document.

Save or export the result as a PDF or image and upload it to Quality Inspector.

Device camera

Quality Inspector can also use the camera available to the device.

This can be convenient for occasional use, but a normal camera picture may be more difficult to analyze if the page is photographed at an angle or includes shadows, background objects, or poor lighting.

For forms containing many measurements or small text, a document scan is generally preferable.

Scan a completed inspection form

To use a completed paper form with an existing Quality Inspection Test:

1. Complete the inspection sheet normally.
2. Open the applicable Quality Inspection Test in Business Central.
3. Select Actions > Scan Page > Scan Page with Camera
   • If you have already taken a picture of the form with your phone camera, use “Scan Page With Upload”.
4. Select or capture the completed form when prompted.
5. Quality Inspector sends the document for analysis and displays the information detected from the form.
6. Review the detected fields and values.
7. Select the applicable fields and confirm the results.
8. Review the values populated on the Quality Inspection Test before completing the inspection.

A walkthrough of these steps is available around position 13:00 in this video https://youtu.be/46stUtml_XU?t=778

Quality Inspector supports both image files and PDF documents when uploading a scanned form.

Important: Scanning is intended to assist with data entry. Review the values detected from the document before finishing the Quality Inspection Test, particularly when the original form contains handwriting or difficult-to-read measurements.

Getting the best results from paper forms

Document quality has a significant impact on how easily information can be detected.

For best results:

• Keep the paper flat when scanning or photographing it.
• Capture the entire page.
• Avoid shadows across the document.
• Avoid photographing the page at an angle.
• Make sure text and handwritten values are clearly visible.
• Use good lighting when using a camera.
• Avoid including unnecessary background around the page.
• Use the same form layout consistently.
• Review handwritten values carefully after they have been detected.

Configure a template from an existing paper form

You can create a Quality Inspection Template manually, or you can also use an existing printed form to help create your template for you.

From the Test Template, the Add Field(s) To This Template wizard includes the option Detect fields from a picture.

You can provide a representative version of the form and select the detected fields that should become part of the Quality Inspector template.

When possible, use a clean example of the same form that employees will later complete.

For detailed instructions on configuring this functionality, see:

Set Up and Configure Azure Blob Storage and Azure Document Intelligence with Quality Inspector

Frequently asked questions

Do we need a special scanner for Quality Inspector?

No. Quality Inspector does not require a particular scanner.

A scanner only needs to produce a file that can subsequently be uploaded to Quality Inspector. A conventional document scanner, multifunction printer, or document-scanning application on a phone or tablet can all be used.

Can we scan a PDF?

Yes. Quality Inspector accepts PDFs as well as image files when selecting a document for analysis.

Can we take a picture instead?

Yes. Quality Inspector supports using the device camera.

For a simple form with clear text, this may be sufficient. For a full-page inspection sheet, however, using a document scanner or document-scanning feature will often provide a cleaner image because the page can be cropped, straightened, and captured without as much background.

Does a scanner connect directly to Quality Inspector?

Quality Inspector does not require a direct connection to the scanner.

A common workflow is:

Paper inspection sheet → scan to PDF or image → open the Quality Inspection Test → Analyze Scanned Form → select the scanned file

This allows organizations to use the scanning hardware and process that works best for their facility.

Why is Quality Inspector not recognizing the values on our form?

First check the quality of the scanned document. Make sure the document is straight, clearly readable, and does not contain excessive shadows or background.

Also confirm that:

• Azure Document Intelligence is configured correctly;
• the applicable Test Template was configured using the expected form;
• the fields on the scanned document correspond to fields configured for the test; and
• the form layout has not changed substantially from the form used during configuration.

If the scanning functionality itself has not yet been configured, see Set Up and Configure Azure Blob Storage and Azure Document Intelligence with Quality Inspector.