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How to Scan and Share Documents with Document Cloud
Question details
The user needs a method to scan a large volume of physical documents and distribute them via a document cloud service or publish them on a website.
- Product
- Document Cloud
- Device & OS
- not provided
- Scenario
- Digitizing thousands of physical documents into PDF format and finding an efficient workflow to share them with employees or embed them on a company portal.
- Observed behavior
- Looking for a workflow to bypass direct scanning limitations in cloud services by using mobile apps to automatically save and share PDFs.
Ensure your mobile device is connected to a stable Wi-Fi network to avoid data charges, as syncing thousands of high-resolution scanned PDFs to the cloud will consume significant bandwidth.
Use a Mobile Scanner App to Sync and Share via Cloud
Since cloud web interfaces cannot scan documents directly, use a companion mobile scanning application to digitize documents and automatically save them to your cloud folder for sharing.
Cloud storage platforms typically do not support direct scanner hardware integration from a web browser. Instead, dedicated mobile scanner apps act as a bridge, utilizing your phone's camera to create PDFs that instantly sync to your cloud account.
Install a dedicated scanning app, such as Adobe Scan or the WPS Office mobile app, from your device's app store.
Open the scanner app, tap the camera icon, and capture your physical documents. The app will automatically crop the edges and convert the images into a multi-page PDF.
Tap 'Save PDF'. Ensure your app is logged into your cloud account so the document automatically uploads to your designated Document Cloud folder.
Navigate to the 'Files' or 'Cloud' section in the app, select the scanned PDF, and tap 'Share'. Choose 'Share Link' to send a URL to your employees via email or messaging apps.
Publish Scanned PDFs to a Website
If sharing direct links is not enough, you can manually upload the synced PDFs from your cloud storage to a company website or intranet.
Scan and Share PDFs Seamlessly with WPS Office
WPS Office provides an all-in-one solution for handling physical documents. With its powerful built-in mobile scanner, you can instantly convert thousands of pages into high-quality PDFs, apply OCR for text extraction, and sync everything directly to WPS Cloud for effortless link sharing.
- 1. Open the WPS Scanner: Launch the WPS Office app on your mobile device, tap the '+' icon, and select 'Scanner'.
- 2. Scan in batch mode: Select 'Batch' mode at the bottom of the screen to continuously capture multiple physical pages, then tap the checkmark to merge them into a single PDF.
- 3. Sync to WPS Cloud: Save the document. It will automatically upload to your connected WPS Cloud space, keeping your files synchronized across devices.
- 4. Share with one tap: Tap the 'Share' button on the saved document, select 'Share as Link', and set your preferred access permissions before sending it to your team.
Frequently Asked Questions
Can I scan physical documents directly from a cloud storage website on my computer?
No, most cloud storage web interfaces cannot interface directly with external scanner hardware. You must either use a scanner connected to your PC to save files locally and upload them, or use a mobile scanner app that syncs directly to the cloud.
How do I secure the document links I share from the cloud?
When generating a sharing link in your cloud service or scanner app, look for 'Link Settings' or 'Permissions'. You can typically restrict access to specific email addresses, set a password requirement, or add an expiration date to the link.
What is the best file format for scanning and sharing thousands of documents?
PDF is universally recommended for scanning documents. It preserves the exact visual layout, supports optical character recognition (OCR) for searchable text, and can easily compress multiple pages into a single, manageable file.
