VBA‎ > ‎

Scan multi-page documents into an Access database using single sheet scanner

Overview:   
 
We had a client who wanted to scan documents into an Access database using a Brother DS600 mobile scanner.   Our client wanted the scanned documents to be saved in PDF format.   Rather than actually storing the documents in the database, we opted to merely store in the Access database the location of the PDF file that the scanner had saved on the client's file network share.
 
Challenges involved:
 
1)   How to scan multiple page documents and turn them into a single file when using a single sheet fed scanner like the Brother DS600 mobile scanner?
 
2)   How to output the scanned image as a PDF?
 
3)   How to deal with different sized documents (letter versus legal)?
 
Solution:
 
See the VBA code below.    Our solution involved creating a temporary jpg file for each page of the document, storing the name and location of each temporary jpg file in an Access database table, and then outputting an Access report linked to that database table to a PDF file.   If the user scans a legal size document, this code will shrink the legal size document onto a letter size PDF, which was acceptable to our client.
 
Requirements to use the VBA code:
 
1)  The scanner you use has to be a TWAIN compatible scanner.
2)  In VBA, you must include reference to Microsoft Windows Image Acquisition 2.0 dll
3)  This code was built for a single sheet scanner like the Brother DS600 mobile scanner.   You may need to tweak this code for other types of scanners (such as a scanner that is an autofeed or a flatbed scanner).
4)  This code only works with documents of up to 10 pages in length.   To scan more than 10 pages into one document, you would need to tweak the code to allow it to do so. 
5)  Before you run the code, you must create an Access table called "scantemp".   This table has 2 fields:   an autonumber ID field, and a field called "picture" which is a hyperlink data type.
6)  You must create an Access report called "rptScan" .   This report's recordsource is the scantemp table.   This report has only 1 object on it:   an image field whose control source is the "picture" field in the scantemp table.   This image field has been sized to fit the entire page (8.5 x 11).
7)  The built in ability to output an Access report to a pdf file (see the "DoCmd.OutputTo acOutputReport, RptName, acFormatPDF, strFilePDF" line in the code below) only works I believe with Access 2007 and Access 2010.
 
 
VBA CODE:
 
Public Sub scan(size As String, strdocnumber As String)
 
'Size has two values:   "Yes" and "No".   A "yes" means that the user is scanning a legal size document.
'A "no" means that the user is scanning an 8.5 x 11 document
 
'strDocument normally says "1".    Sometimes, our client has 2 versions of the same document.
'So users can change the strDocument to a "2" which would merely create a 2nd version of the same document
 
 
On Error GoTo Err_Handler
 
Dim strFileName As String
strFilename = "filename"        
If strdocnumber <> "1" Then
        strFileName = strFileName & " Doc " & strdocnumber
End If
        
End If

'Now begin code for scanner
'Must include reference to Microsoft Windows Image Acquisition 2.0 dll
Dim Dialog1 As New wia.CommonDialog, DPI As Integer, PP As Integer, l As Integer
DPI = 600
PP = 4 'No of pages
Dim Scanner As wia.device
Set Scanner = Dialog1.ShowSelectDevice(wia.WiaDeviceType.ScannerDeviceType, False, False)
Scanner.Items(1).properties("6146").Value = 4 'Colour intent
Scanner.Items(1).properties("6147").Value = DPI 'DPI horizontal
Scanner.Items(1).properties("6148").Value = DPI 'DPI vertical
Scanner.Items(1).properties("6149").Value = 0 'x point to start scan
Scanner.Items(1).properties("6150").Value = 0 'y point to start scan
Scanner.Items(1).properties("6151").Value = 8.27 * DPI 'Horizontal extent
If size = "Yes" Then
    Scanner.Items(1).properties("6152").Value = 14# * DPI   'Vertical extent for legal
ElseIf size = "No" Then
    Scanner.Items(1).properties("6152").Value = 11# * DPI   'Vertical extent for letter
End If
 
'NOTE:   the next 2 lines are optional.   With the Brother DS600 mobile scanner, we found that the client's
'documents looked better if we tweaked the scanner's default settings for brightness and contrast

Scanner.Items(1).properties("6154").Value = -30 'brightness
Scanner.Items(1).properties("6155").Value = 30 'contrast

Dim img As wia.ImageFile
Set img = Scanner.Items(1).Transfer(wia.FormatID.wiaFormatJPEG)
Dim strFileJPG As String
'NOTE:   calculatefilelocation is a subroutine that automatically calculates the
'appropriate path on the network to store the file
strFileJPG = calculatefilelocation & strFileName & ".jpg"
If FileExists(strFileJPG) Then
        Dim FSO As New FileSystemObject
        FSO.DeleteFile (strFileJPG)
        Set FSO = Nothing
End If
img.SaveFile (strFileJPG)
'End scanner code for 1st page
'start variable to count pages
Dim intPages As Integer
intPages = 1
'Prompt user if there are additional pages to scan
Dim Answer2 As String
Dim MyNote2 As String
MyNote2 = "Scan another page?"
Answer2 = MsgBox(MyNote2, vbQuestion + vbYesNo, "???")
If Answer2 = vbNo Then
GoTo StartPDFConversion
Else
    Dim img2 As wia.ImageFile
    Set img2 = Scanner.Items(1).Transfer(wia.FormatID.wiaFormatJPEG)
    Dim strFileJPG2 As String
    strFileJPG2 = CalculateFileLocation & strFileName & "2.jpg"
    If FileExists(strFileJPG2) Then
        Dim fso2 As New FileSystemObject
        fso2.DeleteFile (strFileJPG2)
        Set fso2 = Nothing
    End If
    img2.SaveFile (strFileJPG2)
    intPages = intPages + 1
End If
'Prompt user if there are additional pages to scan
Dim Answer3 As String
Dim MyNote3 As String
MyNote3 = "Scan another page?"
Answer3 = MsgBox(MyNote3, vbQuestion + vbYesNo, "???")
If Answer3 = vbNo Then
GoTo StartPDFConversion
Else
    Dim img3 As wia.ImageFile
    Set img3 = Scanner.Items(1).Transfer(wia.FormatID.wiaFormatJPEG)
    Dim strFileJPG3 As String
    strFileJPG3 = CalculateFileLocation & strFileName & "3.jpg"
    If FileExists(strFileJPG3) Then
        Dim fso3 As New FileSystemObject
        fso3.DeleteFile (strFileJPG3)
        Set fso3 = Nothing
    End If
    img3.SaveFile (strFileJPG3)
    intPages = intPages + 1
End If

'Prompt user if there are additional pages to scan
Dim Answer4 As String
Dim MyNote4 As String
MyNote4 = "Scan another page?"
Answer4 = MsgBox(MyNote4, vbQuestion + vbYesNo, "???")
If Answer4 = vbNo Then
GoTo StartPDFConversion
Else
    Dim img4 As wia.ImageFile
    Set img4 = Scanner.Items(1).Transfer(wia.FormatID.wiaFormatJPEG)
    Dim strFileJPG4 As String
    strFileJPG4 = CalculateFileLocation & strFileName & "4.jpg"
    If FileExists(strFileJPG4) Then
        Dim fso4 As New FileSystemObject
        fso4.DeleteFile (strFileJPG4)
        Set fso4 = Nothing
    End If
    img4.SaveFile (strFileJPG4)
    intPages = intPages + 1
End If
'Prompt user if there are additional pages to scan
Dim Answer5 As String
Dim MyNote5 As String
MyNote5 = "Scan another page?"
Answer5 = MsgBox(MyNote5, vbQuestion + vbYesNo, "???")
If Answer5 = vbNo Then
GoTo StartPDFConversion
Else
    Dim img5 As wia.ImageFile
    Set img5 = Scanner.Items(1).Transfer(wia.FormatID.wiaFormatJPEG)
    Dim strFileJPG5 As String
    strFileJPG5 = CalculateFileLocation & strFileName & "5.jpg"
    If FileExists(strFileJPG5) Then
        Dim fso5 As New FileSystemObject
        fso5.DeleteFile (strFileJPG5)
        Set fso5 = Nothing
    End If
    img5.SaveFile (strFileJPG5)
    intPages = intPages + 1
End If
'Prompt user if there are additional pages to scan
Dim Answer6 As String
Dim MyNote6 As String
MyNote6 = "Scan another page?"
Answer6 = MsgBox(MyNote6, vbQuestion + vbYesNo, "???")
If Answer6 = vbNo Then
GoTo StartPDFConversion
Else
    Dim img6 As wia.ImageFile
    Set img6 = Scanner.Items(1).Transfer(wia.FormatID.wiaFormatJPEG)
    Dim strFileJPG6 As String
    strFileJPG6 = CalculateFileLocation & strFileName & "6.jpg"
    If FileExists(strFileJPG6) Then
        Dim fso6 As New FileSystemObject
        fso6.DeleteFile (strFileJPG6)
        Set fso6 = Nothing
    End If
    img6.SaveFile (strFileJPG6)
    intPages = intPages + 1
End If
'Prompt user if there are additional pages to scan
Dim Answer7 As String
Dim MyNote7 As String
MyNote7 = "Scan another page?"
Answer7 = MsgBox(MyNote7, vbQuestion + vbYesNo, "???")
If Answer7 = vbNo Then
GoTo StartPDFConversion
Else
    Dim img7 As wia.ImageFile
    Set img7 = Scanner.Items(1).Transfer(wia.FormatID.wiaFormatJPEG)
    Dim strFileJPG7 As String
    strFileJPG7 = CalculateFileLocation & strFileName & "7.jpg"
    If FileExists(strFileJPG7) Then
        Dim fso7 As New FileSystemObject
        fso7.DeleteFile (strFileJPG7)
        Set fso7 = Nothing
    End If
    img7.SaveFile (strFileJPG7)
    intPages = intPages + 1
End If
'Prompt user if there are additional pages to scan
Dim Answer8 As String
Dim MyNote8 As String
MyNote8 = "Scan another page?"
Answer8 = MsgBox(MyNote8, vbQuestion + vbYesNo, "???")
If Answer8 = vbNo Then
GoTo StartPDFConversion
Else
    Dim img8 As wia.ImageFile
    Set img8 = Scanner.Items(1).Transfer(wia.FormatID.wiaFormatJPEG)
    Dim strFileJPG8 As String
    strFileJPG8 = CalculateFileLocation & strFileName & "8.jpg"
    If FileExists(strFileJPG8) Then
        Dim fso8 As New FileSystemObject
        fso8.DeleteFile (strFileJPG8)
        Set fso8 = Nothing
    End If
    img8.SaveFile (strFileJPG8)
    intPages = intPages + 1
End If

'Prompt user if there are additional pages to scan
Dim Answer9 As String
Dim MyNote9 As String
MyNote9 = "Scan another page?"
Answer9 = MsgBox(MyNote9, vbQuestion + vbYesNo, "???")
If Answer9 = vbNo Then
GoTo StartPDFConversion
Else
    Dim img9 As wia.ImageFile
    Set img9 = Scanner.Items(1).Transfer(wia.FormatID.wiaFormatJPEG)
    Dim strFileJPG9 As String
    strFileJPG9 = CalculateFileLocation & strFileName & "9.jpg"
    If FileExists(strFileJPG9) Then
        Dim fso9 As New FileSystemObject
        fso9.DeleteFile (strFileJPG9)
        Set fso9 = Nothing
    End If
    img9.SaveFile (strFileJPG9)
    intPages = intPages + 1
End If

'Prompt user if there are additional pages to scan
Dim Answer10 As String
Dim MyNote10 As String
MyNote10 = "Scan another page?"
Answer10 = MsgBox(MyNote10, vbQuestion + vbYesNo, "???")
If Answer10 = vbNo Then
GoTo StartPDFConversion
Else
    Dim img10 As wia.ImageFile
    Set img10 = Scanner.Items(1).Transfer(wia.FormatID.wiaFormatJPEG)
    Dim strFileJPG10 As String
    strFileJPG10 = CalculateFileLocation & strFileName & "10.jpg"
    If FileExists(strFileJPG10) Then
        Dim fso10 As New FileSystemObject
        fso10.DeleteFile (strFileJPG10)
        Set fso10 = Nothing
    End If
    img10.SaveFile (strFileJPG10)
    intPages = intPages + 1
End If

StartPDFConversion:
Dim strFilePDF As String
strFilePDF = CalculateFileLocation & strFileName & ".pdf"
'Check for existing PDF file
If FileExists(strFilePDF) = True Then
    Dim Answer As String
    Dim MyNote As String
    MyNote = "A file already exists.  Do you want to overwrite it?"
    Answer = MsgBox(MyNote, vbQuestion + vbYesNo, "???")
    If Answer = vbNo Then
        'Code for No button Press
        Exit Sub
    Else
        Dim fso44 As New FileSystemObject
        fso44.DeleteFile (strFilePDF)
        Set fso44 = Nothing
    End If
Else
End If
DoCmd.SetWarnings False
 
'NOTE:   scantemp in the following lines is a table in your Access database used just for this process

DoCmd.RunSQL "delete from scantemp"
DoCmd.RunSQL "insert into scantemp (picture) values ('" & strFileJPG & "')"
If intPages >= 2 Then
    DoCmd.RunSQL "insert into scantemp (picture) values ('" & strFileJPG2 & "')"
End If
If intPages >= 3 Then
    DoCmd.RunSQL "insert into scantemp (picture) values ('" & strFileJPG3 & "')"
End If
If intPages >= 4 Then
    DoCmd.RunSQL "insert into scantemp (picture) values ('" & strFileJPG4 & "')"
End If
If intPages >= 5 Then
    DoCmd.RunSQL "insert into scantemp (picture) values ('" & strFileJPG5 & "')"
End If
If intPages >= 6 Then
    DoCmd.RunSQL "insert into scantemp (picture) values ('" & strFileJPG6 & "')"
End If
If intPages >= 7 Then
    DoCmd.RunSQL "insert into scantemp (picture) values ('" & strFileJPG7 & "')"
End If
If intPages >= 8 Then
    DoCmd.RunSQL "insert into scantemp (picture) values ('" & strFileJPG8 & "')"
End If
If intPages >= 9 Then
    DoCmd.RunSQL "insert into scantemp (picture) values ('" & strFileJPG9 & "')"
End If
If intPages >= 10 Then
    DoCmd.RunSQL "insert into scantemp (picture) values ('" & strFileJPG10 & "')"
End If

DoCmd.SetWarnings True
 
'Now let's run an Access report called rptScan and output it to a PDF file on the network
'rptScan is an Access report whose recordsource is the scantemp table
 
Dim RptName As String
RptName = "rptScan"
DoCmd.OpenReport RptName, acViewDesign, , , acHidden
DoCmd.Close acReport, RptName, acSaveYes
DoCmd.OutputTo acOutputReport, RptName, acFormatPDF, strFilePDF
 
'Now delete all the temporary jpg files
Dim fso46 As New FileSystemObject
fso46.DeleteFile strFileJPG
If intPages = 2 Then
        fso46.DeleteFile strFileJPG2
ElseIf intPages = 3 Then
        fso46.DeleteFile strFileJPG2
        fso46.DeleteFile strFileJPG3
ElseIf intPages = 4 Then
        fso46.DeleteFile strFileJPG2
        fso46.DeleteFile strFileJPG3
        fso46.DeleteFile strFileJPG4
ElseIf intPages = 5 Then
        fso46.DeleteFile strFileJPG2
        fso46.DeleteFile strFileJPG3
        fso46.DeleteFile strFileJPG4
        fso46.DeleteFile strFileJPG5
ElseIf intPages = 6 Then
        fso46.DeleteFile strFileJPG2
        fso46.DeleteFile strFileJPG3
        fso46.DeleteFile strFileJPG4
        fso46.DeleteFile strFileJPG5
        fso46.DeleteFile strFileJPG6
ElseIf intPages = 7 Then
        fso46.DeleteFile strFileJPG2
        fso46.DeleteFile strFileJPG3
        fso46.DeleteFile strFileJPG4
        fso46.DeleteFile strFileJPG5
        fso46.DeleteFile strFileJPG6
        fso46.DeleteFile strFileJPG7
ElseIf intPages = 8 Then
        fso46.DeleteFile strFileJPG2
        fso46.DeleteFile strFileJPG3
        fso46.DeleteFile strFileJPG4
        fso46.DeleteFile strFileJPG5
        fso46.DeleteFile strFileJPG6
        fso46.DeleteFile strFileJPG7
        fso46.DeleteFile strFileJPG8
ElseIf intPages = 9 Then
        fso46.DeleteFile strFileJPG2
        fso46.DeleteFile strFileJPG3
        fso46.DeleteFile strFileJPG4
        fso46.DeleteFile strFileJPG5
        fso46.DeleteFile strFileJPG6
        fso46.DeleteFile strFileJPG7
        fso46.DeleteFile strFileJPG8
        fso46.DeleteFile strFileJPG9
ElseIf intPages = 10 Then
        fso46.DeleteFile strFileJPG2
        fso46.DeleteFile strFileJPG3
        fso46.DeleteFile strFileJPG4
        fso46.DeleteFile strFileJPG5
        fso46.DeleteFile strFileJPG6
        fso46.DeleteFile strFileJPG7
        fso46.DeleteFile strFileJPG8
        fso46.DeleteFile strFileJPG9
        fso46.DeleteFile strFileJPG10
End If
Set fso46 = Nothing
MsgBox "Done!"
Err_Handler:
If Err.Description = "The user requested a scan and there are no documents left in the document feeder." Then
    MsgBox "Please insert paper into the scanner.", vbCritical, "Warning"
    Resume
Else
    Debug.Print Err.Description
Exit Sub
End If
End Sub
Comments