This is available for Planners 

Introduction: Inspera Docs lets you upload scanned answer sheets that include unique question codes, and review and resolve any errors before they are automatically allocated to candidate submissions.

This article explains how to process scanned sheets in Inspera Docs after they have been collected and scanned. You will learn how to:

• Upload scanned sheets to Inspera Docs
• Review, correct, and confirm sheets before they are allocated to candidate submissions 

This feature requires an additional licence. Please contact your Account Manager for more information and pricing.

Upload scanned sheets to Inspera Docs

When scanning is complete:

1. Select Inspera Docs from the upload menu in the top right corner

2. Select Upload Files and select the JPG/JPEG/PNG files you want to upload (max 1000 in one batch)

3. Give the batch a name. You can later use this name for filtering

4. Start the upload by clicking Upload

When the files have been uploaded and processed the status become Ready for review and you can Move to Review to make them available in the Review context

The batch summary will remain visible until all sheets in the batch are either Submitted to a candidate response or Deleted. It will remain as long as there is still work to complete in the batch. 

• Inspera Docs will:

  • Upload each of the selected sheets
  • When a sheet is uploaded, processing starts, and works to identify:
    • The 7 boxes for the question code
    • The 2 boxes for the page number
  • OCR (Optical Character Recognition) is run to read the question code and page number values
  • The validity of the question code is checked against question codes expected on your tenant
  • The codes are checked for duplicates within the uploads and already submitted sheets
  • A cropped header image (top portion of the scan sheet) is created

• After processing completes, Inspera Docs categorises each sheet based on what could be read:

  • Reading Error
    • One or more digits in the question code cannot be read
    • Page number may or may not be readable
  • Page Reading Error
    • Question code is readable
    • Page number cannot be read
  • Valid
    • All 7 digits of the question code are readable
    • The question code is recognised on your tenant

Reviewing and Validating the Sheets

Having selected Move to Review, Inspera Docs provides a validation interface with four tabs. Work through these tabs to review, correct, and confirm scanned pages before they are allocated to candidate submissions.

The tabs are:

Approving a sheet from one of the first three tabs will re-validate the sheet and move it to the Confirmation tab, assuming no issues are found during re-validation. Although this provides a natural workflow you can start in which ever tab you prefer, also in the Confirmation tab to allocate the scans that are ready immediately.

Errors tab

Use the Errors tab first to clean up sheets that cannot be processed automatically.

What appears here

• Sheets with unreadable question codes

  • As a security mechanism, unless we are able to read all 7 numbers of the question code we will not show any numbers

• Sheets with codes that are not valid on the tenant

What you can do in the Errors tab

• Edit question codes and page numbers to correct mistakes or fill in missing data

• Approve sheets once codes/page numbers are valid so they move on in the workflow

• Delete sheets that should not be processed further

Once you have corrected or removed all items in the Errors tab, move on to Page Number Discrepancies tab.

Page Number Discrepancies tab

Next, use the Page Number Discrepancies tab to resolve conflicts and missing page numbers within the current batch.

What appears here

• Sheets with the same question code and page number combination within the current batch (not yet allocated)

• Sheets with a valid question code but unreadable or blank page number

What you can do in the Page Number Discrepancies tab

• Edit question codes and page numbers to:

  • Resolve conflicts (enter the correct page number or adjust duplicates)

  • Fill in missing or unreadable page numbers

• Approve sheets once the page number information is correct or you are happy to proceed without corrected page numbers

• Delete sheets that should not be allocated

Although the page number is useful as it ensures the sheets are ordered correctly for the grader, page number is not required and you can Approve sheets with missing/duplicate/unreadable page numbers.

When all page number discrepancies are resolved or approved directly, continue with duplicates against existing submissions.

Submission Duplicates tab

Then use the Submission Duplicates tab to decide what to do with sheets that duplicate already allocated pages.

What appears here

• Sheets with the same question code and page number as a sheet already allocated to a candidate submission

• Sheets will be matched on question code only if the already allocated sheet was uploaded using Inspera Scan

What you can do in the Submission Duplicates tab

• Compare and decide for each duplicate whether to:

  • Approve the new sheet to keep both the existing and the new on the candidate submission

  • Delete the new sheet

• Edit question codes and page numbers of the new sheets if there is an issue

Follow the steps outlined below Removing sheets from a candidate in this article if you need to delete a sheet already allocated to a candidate submission.

Once you are confident that duplicates are handled correctly, move on to final confirmation.

Confirmation tab

Finally, use the Confirmation tab to review and confirm clean sheets before they are allocated to candidate submissions.

What appears here

• Sheets with valid question codes and page numbers directly appear in Confirmation

• Sheets that have been Approved and re-validated from the previous tabs

What you can do in the Confirmation tab

• Edit question codes and page numbers if there is an issue

• Delete sheets that should not be allocated

• Submit sheets to allocate them to candidate submissions. Note that the sheet will disappear from the Confirmation tab and this action cannot be undone

You can upload and process sheets in several sessions. Unprocessed items remain in their respective tabs until you handle them. No sheets are allocated to candidate submissions until you explicitly Submit them in the Confirmation tab.

Verify number of submitted sheets in Monitor

In Monitor, you can verify that the number of sheets handed in corresponds to the number of sheets uploaded and allocated to the candidate submission. This is visible in the Sketches column by adding a filter.

View the sketch column in Monitor

1. Open Monitor and click Columns > Sketches. 

   

2. The column for Sketches will then be visible inside Monitor. 
3. Any candidate with sheets handed in and submitted will have two numbers. If everything is as it should be these two numbers will correspond.
   • The first number shows how many sheets were handed in and registered by the invigilators.

   • The second number shows sheets submitted to the candidate submission. 

     

Use filters to see candidates with potential mismatch

When you are in Monitor and have added the sketch column, you can add the filter Sketch mismatch, to check for potential mismatches.

1. In Monitor click on Filters.
2. Click Properties: All.

3. Select Sketches mismatch.