Chronoscan:
Capture, OCR And Route Documents Into M-Files
Chronoscan is the capture and OCR engine behind many successful M-Files projects. It takes paper and scanned documents, turns them into searchable, structured information, and routes them into the right M-Files workflows and other systems.
IT Clarity uses Chronoscan OCR to help organisations with heavy paper or scanned volumes cut down manual indexing, reduce filing time and feed clean, classified documents straight into M-Files.
Cost Efficiency
Lower operational costs by automating repetitive document processing tasks.
Time Savings
Reduce manual data entry and document processing time significantly.
Seamless Integration
Connect Chronoscan with M-Files and other systems for a unified document management experience.
Improved Searchability
Make documents easily searchable using metadata and OCR-extracted content.
What Chronoscan Is And Where It Fits In Your Environment
Chronoscan is a document capture and OCR tool designed for organisations that still handle a lot of paper or scanned PDFs. It sits between your scanners and your systems, so instead of just creating flat images, you get:
Searchable PDFs and text
Extracted key fields (like supplier, invoice number, date, amount)
Documents classified by type and purpose
Ready-to-go content that can be pushed into M-Files or other systems
In the IT Clarity stack, Chronoscan is the capture front end, and M-Files is the information management and workflow engine. Together, they give you a full scan to M-Files solution.
Turn Paper And Scanned Files
Into Searchable Documents
If your archive or inbox is full of PDFs that are really just pictures, your team spends too much time retyping and hunting. Chronoscan changes that.
With Chronoscan OCR, you can:
This is the first step in moving from “files in a cupboard” to proper OCR and indexing for paper documents.
Automatically Classify Documents Using Templates And Rules
Not all documents are the same, and Chronoscan can be taught to recognise that.
IT Clarity configures Chronoscan so it can:
- Identify document types based on layout, content and markers
- Extract key fields like names, numbers, dates and references
- Apply templates and rules to classify each document automatically
- Handle common document sets such as invoices, statements, delivery notes, forms and more
This automated document classification means your team spends less time deciding “what is this?” and more time actually using the information.
Route Captured Documents Straight Into M-Files Workflows
Once documents are captured and classified, they need to land in the right place with the right metadata. That is where the Chronoscan and M-Files integration comes in.
With a proper scan to M-Files solution:
- Captured documents are sent directly into the correct M-Files vaults and classes
- Metadata such as document type, supplier, customer, project, date and amount is populated automatically
- Documents can enter M-Files workflows immediately, such as invoice approvals, quality processes or HR reviews
- Users see documents appear where they expect them, with most of the heavy lifting already done
You move from manual capture and filing to a document capture for M-Files pipeline that runs in the background.
Reduce Manual Indexing, Filing And Capturing Time
Manual indexing is slow, repetitive work and a common bottleneck. Chronoscan helps you:
Reduce the time staff spend typing data from documents into systems
Cut down on misfiling and inconsistent naming
Speed up how quickly incoming documents become available to the business
Improve the accuracy of captured information
For teams dealing with high document volumes, this can save hours every week and remove a lot of the frustration from document-heavy processes.
Where Chronoscan Helps First
Chronoscan is especially useful in departments that receive a lot of paper or scanned documents:
Finance
Supplier invoices, statements and remittance advices
Proof of delivery documents and GRNs
Bank statements and reconciliations
HR
Onboarding packs and employee files
Leave forms, performance documents and records from older systems
Quality and compliance
Historical quality records, inspection sheets and forms
Audit evidence and legacy controlled documents
Operations and logistics
Delivery notes, waybills and shipping documents
Job cards, work orders and production paperwork
In each case, Chronoscan handles OCR and indexing for paper documents, and M-Files manages the lifecycle, permissions and workflows.
Who Chronoscan Is For
If you are serious about digital document management, but still have one foot in the paper world, Chronoscan helps you bridge that gap.
Chronoscan is a strong fit if you:
Still receive or store significant volumes of paper documents or static scans
Operate in manufacturing, logistics, engineering, finance or HR with document-heavy processes
Are moving to M-Files but have a backlog of documents to bring into the system
Want to reduce reliance on manual capture, filing and off-site storage
How IT Clarity implements Chronoscan with M-Files
Chronoscan only delivers its full value when it is properly configured and integrated with your information platform.
IT Clarity helps you:
Analyse your document flows
We review what comes in, where it comes from and what you do with it today.Design capture templates and rules
We set up Chronoscan templates for your key document types and define extraction rules for important fields.Configure the M-Files integration
We map captured fields to M-Files metadata, document classes and workflows, creating a robust document capture for the M-Files pipeline.Pilot and refine
We test the capture process with real batches, tune recognition and rules, and adjust based on user feedback.Rollout and support
We roll the solution out across departments and support you as volumes and use cases grow.The end result is a reliable scan to M-Files solution that saves time and supports your broader information management strategy.
Talk to us about Chronoscan and document capture into M-Files
If your team spends too much time scanning, filing and retyping information from paper or PDFs, it might be time to automate the capture layer.
Talk to IT Clarity about using Chronoscan OCR as part of a scan to M-Files solution that turns paper into searchable, classified documents and feeds your M-Files workflows automatically.
Frequently Asked Questions
Do we still need Chronoscan if our scanners already create PDFs?
Yes. Standard scanners create image PDFs, but they do not classify documents, extract key fields or push them into M-Files. Chronoscan adds OCR, metadata extraction and automated routing so documents arrive in the right place with useful information attached.
Can Chronoscan work with our existing scanners and MFPs?
In most cases yes. Chronoscan is designed to receive batches from common scanners and multifunction devices. We design the capture process to fit how you already scan today, and then send the documents into M-Files.
Does Chronoscan only integrate with M-Files?
Our main focus is using Chronoscan as document capture for M-Files, but it can also feed other systems where needed. We can design capture workflows that send documents and data into multiple targets.
How accurate is the OCR and data extraction?
Accuracy depends on the quality of the originals and how consistent your documents are. We improve accuracy by using templates, rules and validation steps. For key fields, we can add simple checks or user verification so the captured data is reliable.
Is Chronoscan suitable for small document volumes?
Chronoscan delivers the most value where there are medium to high volumes of paper or scanned documents. For very small volumes, manual capture may still be enough. We will be upfront about whether the investment makes sense for your environment.
Why Choose IT Clarity
At IT Clarity, we empower businesses to achieve success by harnessing the power of technology to deliver tangible, impactful results.
Our Vision
Since 2006, we’ve been dedicated to helping organisations gain control of their information with secure, smart digital solutions built around M-Files. With decades of expertise in business intelligence, application development, and document management, we create customised solutions designed to simplify operations, ensure compliance, and drive efficiency.Intuitive Systems
We focus on user-friendly designs, creating solutions that your team can easily adopt and fully utilise.
Compliance at the Core
Our solutions include built-in features like M-Files, QMS, and advanced security to help your business meet regulatory standards effortlessly.
A Collaborative Partner
Beyond implementation, we’re here for the long haul, offering support, enhancements, and optimisation as your business evolves.
Seamless Integration
With a phased, strategic approach, we ensure that our solutions align smoothly with your existing systems and workflows, avoiding unnecessary disruptions.
At IT Clarity, we don’t just deliver technology, we create tailored, future-ready solutions that grow with your business and adapt to your needs.
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