Postal Rulings: 17.10.2025 - SOP for Digital Image Scanner For Address Reader

MailsActive

OM No. Version 1.0	Category Mails
Date 17 Oct 2025	Effective from —

Summary

This combined user guide and standard operating procedure for the Postal Address Reader establishes the instructions for setting up digital imaging scanners and utilizing the automated address reading feature for domestic mail booking at postal counters. It applies to postal staff, system administrators, and booking counter PCs running Windows 10 or Windows 11 (64-bit).

The booking counter PC must meet minimum specifications of a dual-core x86-64 processor at 1.6 GHz or higher, 2 GB RAM (4 GB recommended), 1.2 GB of free hard disk space, one available USB port (USB 2.0 recommended), and display resolution of 1024 x 768 or higher.
System administrators must install four software components from the provided setup folder: the scanner SDK installer, the scanner configuration utility installer, the scanner API service installer, and the scanner configuration profile.
Installation must follow a strict sequence: connect the scanner hardware, install the Scanner Driver / SDK first, install the Scanner Configuration Utility, and then install the Scanner API Service by right-clicking the installer and selecting Run as Administrator.
Windows SmartScreen security prompts for the API installer must be cleared only for official departmental distributions after verifying the file against the published checksum by clicking More info and Run anyway.
The scanner configuration profile must be loaded by launching the Scanner Configuration Utility, selecting Load existing configuration file, browsing to the profile, and applying it individually or via Load to all scanners until a 100 percent upload complete message appears.
To enable simultaneous barcode scanning and image capture without application code changes or scanner reboots, system administrators must edit the driver configuration file at Common\config.xml to enable the simulated HID keyboard setting and restart the scanner driver service.
When booking domestic mail, staff navigate to Booking Solutions, select Quick Book Domestic, scan the sender address icon, verify the auto-populated name, address, pincode, and mobile number, and then click the receiver address icon to capture the receiver address and automatically switch to barcode reading mode for the article barcode.
Scanning best practices require holding the scanner so the projected horizontal red light is positioned vertically in the middle of the address lines, adjusting the distance so the light is approximately one inch wider than the written address on both sides, and tilting the scanner on reflective surfaces to prevent glare.
If a scan populating incorrect data occurs, staff must click the reset icon next to the address scan icon to clear auto-populated fields, and raise a support ticket or contact the system administrator if encountering the configuration error indicating missing driver software.
This documentation consists of Version 1.0 of the Postal Address Reader User Guide dated 2025-10-17 and Version 1.8 of the Standard Operating Procedure for Digital Imaging Scanner Setup for Postal Address Reader dated 2026-08-26.

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Pre requisites Booking Procedure Best Practices Troubleshooting SOP

User Guide:Postal Address Reader for Domestic Booking

Version: 1.0
Date: 2025-10-17

This guide provides step-by-step instructions for using the Postal Address Reader feature to expedite the domestic mail booking process. This feature uses an optical scanner to automatically capture sender and receiver details from the article, reducing manual entry and saving time.

1. Prerequisites

Before using the Postal Address Reader, ensure the following requirements are met:

• Required Software: The booking counter PC must have the specific scanner-dependent software installed. If the software is not installed, clicking the address reader icon will display the error: "Your PC is not configured for Postal Address Reader".

2. Booking Procedure with Address Reader

Follow these steps to book a domestic article using the address scanning feature.

Step 1: Navigate to Quick Book Domestic

From the main dashboard, go to Booking Solutions and select the Quick Book Domestic option to open the booking page.

Step 2: Scan the Sender's Address

1. On the booking page, locate and click the address scan icon (🖃) next to the "Sender Details" section.

2. Scan the sender's address written on the article. For an accurate scan, please follow the Best Practices for Scanning outlined in the section below.

3. Upon a successful scan, the Name, Address, Pincode, and Mobile Number (if present) fields will be automatically populated.

4. Crucially, verify the populated details for any errors that may occur due to complex handwriting or an improper scan.

Step 3: Scan the Receiver's Address & Article Barcode

This is a two-part operation initiated by a single click.

1. Click the address scan icon (🖃) next to the "Receiver Details" section.

2. Scan the receiver's address using the same correct scanning technique. After the address is captured, verify the auto-populated details.

3. Immediately after the address scan, the scanner will automatically switch to barcode reading mode. Without any additional clicks, scan the article's barcode. The barcode number will be populated in the Article Barcode field.

Step 4: Complete the Booking

After the addresses and barcode are captured, proceed to fill in the remaining mandatory fields such as Weight and Type of Mail. Finalize the transaction to complete the booking.

3. Best Practices for Scanning

To ensure the highest accuracy when scanning addresses:

• Positioning: Hold the scanner so the projected horizontal red light is positioned vertically in the middle of the address lines.

• Distance: Adjust the distance between the scanner and the article so that the red light is approximately one inch wider than the written address on both sides.

• Reflective Surfaces: If the address is on a shiny or reflective surface (like plastic tape), tilt the scanner at a slight angle instead of holding it perpendicular. This prevents light from reflecting directly into the scanner's lens, which can cause reading errors.

• Ambient Light: Be mindful of strong overhead lights or reflections from your surroundings that could interfere with the scanner's ability to capture a clear image.

4. Troubleshooting & Additional Notes

• Resetting a Scan: If a scan populates incorrect data or you wish to enter the details manually, click the reset icon (🔄) located next to the address scan icon. This will clear the auto-populated fields for that section.

• Configuration Error: As mentioned, the "Your PC is not configured for Postal Address Reader" error indicates that the necessary scanner driver software is missing. Please contact your system administrator for installation.

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Support

For issues with the Postal Address Reader, please raise a ticket with the support desk.

Standard Operating Procedure

Digital Imaging Scanner Setup for Postal Address Reader

Version: 1.8Date: 2026-08-26
Execution Personnel: System Administrators

1. Introduction

1.1 Purpose

This document provides System Administrators with the step-by-step instructions required to set up an approved digital imaging scanner for image capture at a booking counter. The process covers connecting the hardware and installing three software components: the scanner driver and SDK, the scanner configuration utility, and the scanner image-capture API service.

1.2 Scope

This SOP covers the complete setup process, from hardware connection through to loading the approved scanner configuration profile, ensuring the device is fully prepared for integration with the booking counter application.

1.3 System Overview

Three software components are required. Two of them are installed on the local booking counter PC:

• Scanner Driver / SDK (mandatory, local): The base driver that allows the PC to communicate with the scanner. Provides the low-level interface used by the image-capture service.

• Scanner Configuration Utility (optional, may be centralised): A PC-based tool used to apply a configuration profile to the scanner. Used in this SOP to switch the device from barcode-scanning mode into imaging mode.

• Scanner API Service (mandatory, local): A background Windows service that exposes a local HTTP API, allowing the booking application to request image captures from the scanner.

Upon completion, the scanner will be correctly configured and ready to receive image capture commands.

Note: The Scanner Configuration Utility need not be installed on every booking counter PC. It may be installed on a single administrative PC, from which all scanners within the area of responsibility can be configured. Applying the configuration profile is a one-time process per scanner, required only to change the device from barcode-scanning mode to imaging mode.

2. Prerequisites

2.1 Hardware

• Scanner: The device must support both barcode decoding and still-image (snapshot) capture over USB.

• PC — minimum specification:

• Dual-core x86-64 processor, 1.6 GHz or higher.

• 2 GB RAM (4 GB recommended).

• 1.2 GB of free hard disk space.

• One available USB port (USB 1.1 or higher; USB 2.0 recommended).

• Display resolution of 1024 × 768 or higher.

• Windows 10 (64-bit) or Windows 11 (64-bit).

• Local Administrator rights on the PC for the duration of the installation.

2.2 Software and Configuration Files

A setup folder will be provided containing all necessary files. Exact filenames will carry vendor and version identifiers; the four required items are:

1. Scanner SDK installer — The driver and SDK.

2. Scanner Configuration Utility installer

3. Scanner API Service installer — Installs the local image-capture service.

4. Scanner configuration profile — The pre-approved settings file for the scanner.

3. Setup Procedure

Perform the following steps in the order listed. Do not install the API service before the driver.

Step 1 — Connect the Scanner Hardware

1. Unpack the scanner and inspect it for any transit damage.

2. Insert the modular connector of the USB interface cable into the port at the base of the scanner until it clicks into place.

3. Connect the other end of the USB cable to an available USB port on the booking counter PC. The scanner will power on and emit a power-up beep sequence.

Step 2 — Install the Software Components

A.Install the Scanner Driver / SDK

This is the base driver for the scanner and must be installed first.

1. Connect the scanner: ensure the scanner is connected to the booking counter PC via USB.

2. Run the SDK installer: from the provided folder, run the scanner SDK installer.

3. Install prerequisites: the installer will first prompt to install the scanner driver. Click Install. The driver installation will proceed automatically.

4. Begin SDK installation: once the driver is installed, the main SDK installation wizard will start. Click Next.

5. Complete installation: once finished, un-tick any boxes offering to view release notes or sample source code, then click Finish.

B.Install the Scanner Configuration Utility

This tool is used to load the configuration profile onto the scanner. As noted in section 1.3, it may be installed on a single administrative PC rather than on every counter.

1. From the provided folder, run the configuration utility installer.

2. The installation wizard will start. Click Next to continue.

3. Accept the licence agreement by clicking Yes.

4. Click Install to begin the installation. The utility will be installed on the PC.

5. When the installation is complete, un-tick the optional checkboxes (video tour, README) and click Finish. A desktop shortcut will be created.

C.Install the Scanner API Service

This service is required by the booking application to capture images. It must be installed on every booking counter PC.

1. Run the installer: from the provided folder, right-click the scanner API installer and select Run as Administrator.

2. Clear the SmartScreen prompt: Windows may display a security warning for an unrecognised application. Click More info, then click Run anyway to proceed.

3. Installation: the installer will automatically install the service under <PROGRAM_FILES>\ScannerApi and start it.

4. Finish setup: once the installation is complete, click Finish.

Caution: Only clear the SmartScreen prompt for installers received through the official departmental distribution channel. Verify the file against the checksum published with the release before running it.

Step 3 — Load the Scanner Configuration Profile

This final step applies the required settings to the scanner for image capture.

1. Launch the Scanner Configuration Utility from the desktop shortcut. The application will open to its start screen.

2. If an automatic utility or plug-in update begins downloading in the status bar, it may be ignored; it does not affect this procedure.

3. Verify scanner connection: open the device / data view tab. The connected scanner should be listed, confirming it is detected by the PC.

4. Load configuration: return to the start screen and click Load existing configuration file.

5. Select the profile: a file browser will open. Navigate to the provided setup folder, select the approved scanner configuration profile, and click Open.

6. Apply to the device: a load-configuration window will appear showing the connected scanner. Either select the individual scanner, or click Load to all scanners to apply the profile to every compatible connected device.

7. Confirm upload: the utility will upload the configuration to the scanner. Once complete, a 100% Upload complete message is displayed. Click Close.

4. Verification

The setup is complete when all of the following are true:

• The scanner is visible in the device / data view tab of the Scanner Configuration Utility.

• The configuration profile has been loaded without errors.

• The scanner emits its power-up beep sequence when unplugged and reconnected to the PC.

• The Scanner API service is present and running in Windows Services.

• A test image capture requested by the booking application returns a valid image.

The scanner is now fully configured and ready for use by the booking counter application.

5. Simultaneous Barcode Scanning and Image Capture

5.1 Desired Behaviour

The scanner is required to support two operational behaviours at the same time:

1. Default barcode scanning (keyboard-like): when the operator physically presses the scanner trigger, the barcode is decoded and the data is typed automatically into whichever application currently has focus — exactly as a traditional keyboard-emulating barcode scanner behaves in USB HID Keyboard mode.

2. On-demand image capture: when the booking application issues an API call to GET /capture, the scanner takes a snapshot, returns a JPEG image via the API, and then resumes default barcode scanning.

5.2 Observed Constraint

• The scanner must be configured in the vendor's native API mode (USB-SNAPI) with imaging enabled (referred to below as "imaging mode") in order for still-image capture to be available.

• In imaging mode, barcode decoding is delivered only through the SDK API (the /scan endpoint). Barcodes are not typed into applications as a traditional HID keyboard scanner would.

• Image capture via /capture works correctly in imaging mode.

• Switching the device to USB HID Keyboard mode restores traditional trigger-scan-and-type behaviour, but image capture then becomes impossible, because imaging requires the native API mode.

• The SDK exposes a host-mode switch command that can toggle between the two USB interfaces, but each switch causes a scanner reboot of approximately 3–5 seconds. This makes dynamic per-request switching impractical at a live counter.

5.3 Recommended Solution — Simulated HID Keyboard in Imaging Mode

The driver provides a simulated HID keyboard feature, which injects decoded barcode data as keystrokes at the operating-system level while the device remains in imaging mode. Enabling it satisfies both requirements simultaneously, with no scanner reboot and no application code changes.

Configuration method — driver configuration file (persistent, recommended). Edit the driver configuration file, located by default at:

<SDK_INSTALL_DIR>\Common\config.xml

Locate the simulated HID keyboard settings section and set the enable flag as shown:

<SIMULATED_HID_KB_SETTINGS> <ENABLE>1</ENABLE>  <LOCALE>0</LOCALE> <INTER_KEY_DELAY>0</INTER_KEY_DELAY> <FUNCTION_KEY_MAPPING>0</FUNCTION_KEY_MAPPING> <KEY_CODE_SETTING>0</KEY_CODE_SETTING>
</SIMULATED_HID_KB_SETTINGS>

After saving the file, restart the scanner driver service. Open Task Manager → Services, locate the scanner driver service, right-click it and select Restart. Alternatively, use services.msc or an elevated command prompt.

This setting persists across reboots. No application code changes are required for keyboard emulation.

Note: This procedure must be carried out on every PC intended to run the Address Reader. Element names in the configuration file are those of the deployed SDK; if a different SDK is supplied under a future procurement, refer to the corresponding vendor documentation for the equivalent setting.

6. Troubleshooting

Problem	Possible Cause	Solution
Scanner does not power on, or does not appear in the configuration utility.	No power to the scanner, or a loose cable.	Ensure the USB cable is securely seated at both the scanner base and the PC. Try a different USB port, preferably one directly on the PC rather than a hub.
The configuration utility does not detect the scanner.	The scanner driver / SDK was not installed, or the installation is corrupted.	Re-install the scanner driver / SDK first, restart the PC, then launch the configuration utility again.
An error occurs while loading the configuration profile.	The scanner is not properly connected, or is in an error state.	Disconnect and reconnect the scanner's USB cable, wait for the power-up beep, then attempt to load the configuration profile again.
Image capture returns an error, but barcode scanning works.	The scanner is in USB HID Keyboard mode instead of imaging mode.	Re-apply the approved configuration profile, or scan the imaging-mode host-interface barcode from the counter reference page (section 7).
Barcodes are no longer typed into applications after configuration.	The simulated HID keyboard setting has not been enabled on this PC.	Apply the configuration described in section 5.3 and restart the scanner driver service.
The booking application cannot reach the local capture API.	The Scanner API service is stopped, or a local firewall is blocking the loopback port.	Confirm the service is running in Windows Services and set its startup type to Automatic. Verify that the configured local port is not blocked.

7. Scanner Operation Modes

Counter Reference Page

Once a scanner has been configured for Postal Address Reading, it will no longer perform standard barcode scanning on other PCs that do not have the driver configuration described in section 5.3 applied.

It is strongly recommended that a printed copy of this page, with the vendor-supplied host-interface programming barcodes affixed, be kept at every Booking Counter.

To change the scanner's operational mode, scan the appropriate programming barcode below.