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Frequently Asked Questions & Troubleshooting

A collection of common questions and quick guidance for situations that arise while using VHDoc.

1. Scanner connection & hardware​

Q1: The software says it cannot find the scanner. What should I do?​

  • How to fix:
    1. Check that the scanner is plugged into a power source and switched on.
    2. Unplug the USB cable connecting the scanner to the computer and plug it back in (preferably directly into a USB port on the back of the computer).
    3. Check the scanner vendor software on the computer to see whether the scanner is working normally.
    4. If the computer was recently reinstalled with Windows, download and reinstall the official driver for the scanner.
    5. Close VHDoc and open it again.

Q2: The scanner jams or pulls several sheets at once?​

  • How to fix:
    1. Open the scanner cover and gently pull the jammed sheet in the direction the rollers turn (avoid yanking hard, which can tear the paper).
    2. Fan through the stack of documents by hand before placing it in the feeder so the pages do not stick together.
    3. Be sure to remove all staples and paper clips before scanning.
    4. After clearing the jam, click the "Resume scanning" button in VHDoc so the scanner continues without losing pages that were already scanned.

2. Automatic record splitting​

Q3: I inserted a QR-coded sheet but the software did not split the record automatically?​

  • How to fix:
    1. Scanning sharpness: You should set the scan resolution to 200 to 300 DPI. If the resolution is too low, the QR code image may blur or become grainy and the software cannot read it.
    2. Placement: Place the QR-coded sheet neatly at the beginning of each new record.
    3. QR code template: Use exactly the separator sheet template generated by the software to ensure the most accurate recognition.

Q4: My documents have blank back sides. How do I keep the software from mistaking them for record split points?​

  • How to fix:
    • Go to Document Splitting Configuration -> Split by blank page.
    • Check the "Skip blank back sides when scanning duplex" option. The software will automatically skip blank back sides and will not split records incorrectly.

3. Text recognition & processing speed​

Q5: When reading Vietnamese text, some characters are blurry or tone marks are not recognized accurately?​

  • How to fix:
    • Go to Settings -> OCR Recognition and switch to the Advanced Recognition (PaddleOCR) engine.
    • The advanced engine is specially optimized for Vietnamese with diacritics, helping read even old photocopies or faint print accurately.

Q6: Will scanning a stack of hundreds of pages at once freeze or slow down the computer?​

  • Answer: Not at all. VHDoc automatically saves images sequentially to the hard drive and only loads the pages you are viewing onto the screen. As a result, your computer stays smooth and light even when scanning stacks thousands of pages thick.

4. Transferring the license when changing computers​

Q7: Our agency switched to a new computer. How do we transfer the software license?​

  • How to fix:
    1. Install VHDoc on the new computer.
    2. Open the software and go to Settings -> License.
    3. Click "Export activation request (.req)" and save the file.
    4. Send this activation request file to the software provider to receive a new license file (.lic) that activates the new computer.