What “automatic” should mean
Most scanners and copiers can send a PDF to SharePoint or OneDrive. That gets paper off the desk, but it usually lands as Scan_0042.pdf in one folder, with nothing in the library columns and several documents stuck together in one file. Someone still has to open, split, rename and tag it. A setup worth having does all of this without a person touching the file:
- A stack of mixed pages becomes separate documents, one file each.
- Each file is named from what is on the page: vendor, date, invoice number, employee, claim number.
- Files land in the right folder, built from the document type, the vendor or the month.
- Library columns (Vendor, Invoice Number, Invoice Date, Total) are filled, so people can sort, filter and build views.
- The PDF is searchable, so a keyword search finds text inside it.
- Nothing is overwritten, nothing arrives twice, and a dropped connection does not lose documents.
Prepare the library first
Ten minutes in SharePoint before you scan anything saves hours of cleanup later. Decide where documents should live, then make the library ready to receive the values.
Pick the site and library
Use a document library on a team site that the right people can already open, for example an Accounts Payable site with a Vendor Invoices library. A personal OneDrive works for one person’s documents, but a team library survives staff changes and is easier to share. If you will choose the library from CapturePoint, follow the site in SharePoint first: the picker lists your OneDrive and the sites you follow, and you can search for any other site.
Create columns that match your field names
CapturePoint fills a column when its name matches a field in the job. It compares the column’s display name and its internal name, and capitals do not matter. So if the job has a field called Invoice number, a column called Invoice Number matches, but Invoice # does not. Here is a working set for invoices, using the values CapturePoint read from a sample Northbridge Office Supply invoice:
| Field in the job | SharePoint column | Column type | Value that arrives |
|---|---|---|---|
| Vendor | Vendor | Single line of text | Northbridge Office Supply |
| Invoice number | Invoice Number | Single line of text | INV-2401 |
| Invoice date | Invoice Date | Date and time | 09/04/2026, stored as a date |
| Purchase order | Purchase Order | Single line of text | PO-1031 |
| Total | Total | Currency or Number | 480.00, stored as a number |
Values are converted to the column’s type. Number and currency columns get a plain number, so a printed $1,234.50 becomes 1234.50. Date columns get a real date. Yes/no columns accept yes, no, true, false, Y, N, 1 and 0. Text columns take up to 255 characters, which is SharePoint’s limit for a single line of text. Choice columns work too.
Check who can sign in
CapturePoint 6 sends as the person who signs in, using a Microsoft 365 work or school account. That account needs permission to add files to the library. Some organizations require an administrator to approve a new app the first time someone signs in to it; CapturePoint keeps the sign-in open for up to 40 minutes so multi-factor prompts and an approval can finish. Many teams sign in with a shared scanning account rather than one person’s, so documents keep flowing when people are away.
Step by step with CapturePoint 6
CapturePoint 6 is document capture software for Windows. It reads and extracts your documents on the PC itself, then sends the finished PDF to the destination you choose. These steps assume you have a job set up; if not, point it at a folder of sample documents and it finds the document types and fields by itself, or start from one of the ready-made sample jobs.
- 01
Decide how files are named
Open Job setup › Export and choose Change how files are named. The same naming builds the folders and file names in SharePoint. Our file naming guide has conventions that work.
- 02
Open Other destinations
Under the destination card, choose Other destinations, then SharePoint or OneDrive. Each finished document is sent there as well as to the job’s folder or Content Central.
- 03
Sign in to Microsoft 365
Sign in to Microsoft 365 opens Microsoft’s own sign-in page in your browser. Finish there; CapturePoint waits and then shows the account.
- 04
Choose the library or folder
The picker reads “Choose a SharePoint library or OneDrive folder”. Search at the top, walk into a site and library, make a New folder if you need one, then choose Use on the folder you want.
- 05
Keep the columns option on
Also fill SharePoint columns with the same names is on by default. Leave it on unless the library has no columns for these values.
- 06
Save, then Test delivery
Save keeps the destination. Test delivery puts a small PDF in the folder and removes it again, which proves the account can write there before real documents go.
- 07
Send what you exported before, if you want it
If the job exported documents before you set this up, CapturePoint offers to send those too. From then on, each document goes when it is exported, following the job’s timing (as soon as ready, once a day, or only when you say).
The card then shows one line of progress, such as “41 sent · 2 waiting · 1 needs attention”, the last few documents sent and where they went, and up to three that need a person, each with the reason Microsoft gave and a Try again.
What arrives in SharePoint
- One searchable PDF per document, with the scanned page image and an invisible text layer, so SharePoint search and Ctrl+F inside the PDF both find words on the page.
- Folders and a file name from the job’s naming, created level by level under your chosen folder. Names are cleaned to SharePoint’s rules first, so a stray character in a vendor name does not stop the upload.
- The values inside the PDF: the file name as its title, the document type as its subject, and every field as “Name: value” in its keywords, so the values travel with the file wherever it is copied.
- Columns filled wherever a column name matches a field. Values that have no column are skipped and listed on the sent document, so you can see what to add.
- No overwrites and no repeats. If the name is taken, the new file gets
-2,-3and so on. If a send is interrupted and runs again, CapturePoint finds the file it already put there instead of uploading a second copy.
The job’s own export still happens too: the folder on your network gets the searchable PDF (optionally archive-grade PDF/A), a data file with every captured value, and a text file. That gives you a local copy and a feed for other systems.
Other ways to do it
CapturePoint 6 is not the only route, and for some teams it is not the right one. These are the common options and what each gives you.
| Approach | Names from content | Fills columns | Splits stacks | Good for |
|---|---|---|---|---|
| Scanner or copier “scan to SharePoint” | Usually not | Usually not | Usually not | Occasional single documents |
| Scan into a OneDrive-synced folder on a PC | No | No | No | Getting files into the cloud with no setup |
| Power Automate flow on a scan folder | If you build it | If you build it | No | Teams with someone who maintains flows |
| Paige | With a flow | With a Power Automate flow | Yes | Documents that arrive as files rather than paper |
| CapturePoint 6 | Yes | Yes, same-name columns | Yes | Paper scanned at a Windows PC |
Paige, Ademero’s cloud document AI, delivers by download, SFTP or webhook. The help library shows how to connect Paige to SharePoint with a Power Automate flow that fills the columns. If you want a full document management system instead of SharePoint, Content Central is Ademero’s, in the cloud or on your own servers, and CapturePoint 6 exports to it directly.
Pitfalls to avoid
Personal accounts
A free OneDrive on an Outlook.com or Hotmail address will not work with CapturePoint 6. Use a Microsoft 365 work or school account.
Column names that almost match
“Invoice #”, “Inv No” and “Invoice Number” are three different names. Rename either the column or the field so they are the same. The sent document lists any value that found no column, which is the quickest way to spot a mismatch.
Deep folders and long names
SharePoint limits the full path of a file to 400 characters, counting the site, library, every folder and the file name. Two or three folder levels plus a name like 2026-09-14_INV-20931.pdf is plenty. Let columns, not extra folders, carry the details people filter by.
Libraries that require check-out
If a library requires files to be checked out before editing, new files can stay checked out to the account that added them and be hard for colleagues to see. Test with a colleague’s account after the first delivery, and turn check-out off for an intake library if that happens.
The PC has to be on
CapturePoint sends from the PC, one document at a time, while the app is open. Documents exported while it is closed wait and go out the next time it opens. If the connection drops, it tries again by itself. If Microsoft stops accepting the sign-in (a password change, or access removed), the card says how many documents are waiting until you sign in again.
Someone moves or deletes the folder
If the destination folder is deleted in SharePoint, the waiting documents show that Microsoft 365 no longer has the folder, with a prompt to choose it again. Nothing is lost; pick a folder and send them.
Private values in names
Tax IDs and account numbers in a file name are visible to everyone who can open the library, and they show up in search results and sharing links. Keep them in a column with restricted views instead. The naming guide covers this in more detail.
For CapturePoint setup and troubleshooting articles, see the CapturePoint help library. If your stacks mix several documents, read batch scanning and document separation next.
For the product side: