Overview
The Scan documents feature helps administrators analyze uploaded files to identify the fonts used within them. After a document is scanned, the system compares the detected fonts with your company's licensed production fonts and highlights any fonts that may require review.
This feature can help you:
Identify fonts used in design and production files
Detect fonts that are not part of your approved production font inventory
Investigate potential licensing gaps
Review font usage before submitting production font reports
How to scan a document
Go to License dashboard.
Click Scan documents.
Upload the file you want to scan.
Click Scan now.
Review the scan results.
Upload and scan a document
Click Scan documents from the License dashboard.
In the Scan documents dialog, drag and drop a supported file or click Upload to browse for a file.
Verify that the file appears in the files to be scanned list.
Click Scan now to start the document scan.
Wait for the scan to complete. The system analyzes the document and identifies the fonts used in the file.
Review the scan results and any actions that require attention.
Review scan results
After the scan is complete, the results page displays:
Item | Description |
Document name | The name of the scanned document. |
Font | Each font family or font style detected in the document. |
Status | Indicates whether the detected font requires review. |
Action required | Displays actions available for fonts that need attention. |
Understanding scan results and font statuses
The Scan documents feature can help identify licensing gaps by highlighting fonts with the following statuses:
Missing font
Missing license
Incomplete License
Overused License
Expiring soon
Expired license
Leaving soon
Review these statuses regularly to identify fonts that require licensing action and help maintain compliance across your company.
Actions available on the Scan documents page
Option | Description |
Search for document fonts | Search for a specific font detected in the scanned document. |
Download report | Download the scan results for auditing, compliance reviews, or sharing with stakeholders. |
Mark for production | Mark selected fonts as approved production fonts when they are available and properly licensed. |
Add fonts to | Add selected fonts to an existing project, inventory, or designated location. |
Filter by Status | Filter results based on font status to focus on fonts requiring attention. |
Refresh status | Refresh the status of scanned fonts after a licensing issue has been resolved or updated. |
Resolve font issue | Open the remediation workflow for fonts that require licensing, inventory, or compliance actions. |
Select font | Select one or more fonts to perform bulk actions such as marking for production or adding to a project. |
Understanding font status
The Status column helps you understand the licensing and availability state of fonts detected during a document scan. Use the following table to interpret each status and determine whether any action is required.
Status | Description | Recommended action |
Ready for | This font is available in your company's font inventory and can be marked for production use. | Review the font and mark it for production use if appropriate. |
All good | This font is available and properly licensed for use. No action is required. | No further action is needed. |
Not in Project | This font was found in the scanned document but has not been added to the project yet. It is included in your project's font inventory. | Add the font to the project if it will be used. |
Missing font | This font is not available in your company's font inventory or third-party font library. | Click Resolve font issue and add the font or its license information. |
Incomplete License | This font has been added as a third-party font, but some license details are missing or incomplete. | Update the license information to confirm compliance. |
Missing license | The scanned font is available as an imported font, but no license information has been uploaded. | Upload the license documentation or complete the licensing details. |
Leaving Soon | This font will be removed from your company's font inventory within the next 90 days. | Review current usage and take action if you plan to continue using the font. |
Overutilised Licence | This font is being used more times than permitted by the available license allocation. | Review your license allocation and purchase additional licenses if required. |
Outdated Font Format | This font uses the PostScript Type 1 format, which is no longer supported by many modern applications. | Replace the font with a supported version. |
Expiring soon | The license for this third-party font will expire within the next 90 days. | Renew or replace the license before it expires. |
Expired license | The license for this third-party font has expired. | Renew the license or discontinue use of the font. |
Resolve font issues
If a detected font is not covered by your company's approved production font inventory, the scan results may display a status such as Missing font.
To review the issue:
Locate the font in the results list.
Click Resolve font issue.
Review the font details and licensing information.
Take the appropriate action, such as:
Upload the licensed font file (.ott or .ttf format)
Purchase the font from myfonts.com
Tips
Scan documents before deploying assets to production environments.
Review fonts marked as requiring action promptly.
Use document scanning regularly to help identify potential licensing gaps early.
Verify that uploaded files contain the latest version of your project before scanning.
FAQs
What file types can I scan?
You can upload supported document and design files. The available file types are displayed in the upload dialog.
Does scanning a document automatically add fonts as production fonts?
No. Scanning identifies fonts used in the document. Administrators must review the results and take any necessary licensing actions.
What happens if a font is not found in my company's licensed production fonts?
The scan results will indicate that the font requires review and provide an option to resolve the issue.
Can I scan multiple documents?
Yes. If your company's configuration supports multiple uploads, you can upload and scan more than one file at a time.
How does document scanning help with license gap identification?
Document scanning helps identify fonts being used in files and compares them against approved production fonts, making it easier to detect potential licensing gaps before reporting or compliance reviews.
Can I scan multiple files at once?
Yes. You can upload multiple supported files and scan them in a single operation. Each uploaded file is processed separately, and the scan results display the fonts detected in each document.
How long does a scan take?
The time required depends on factors such as file size, document complexity, and the number of files being scanned. Most scans complete within a few minutes. Larger files or multiple file uploads may take longer.
What fonts are supported for scanning?
The scan analyzes fonts embedded in supported document formats and compares them against the fonts available in the Monotype font library and your company's licensed production fonts. If a font cannot be matched or requires additional review, it may be flagged in the results with an appropriate status.
Why is a font marked as "Missing Font"?
A font may be marked as Missing Font when the scan detects a font that cannot be matched to an approved production font or a recognized font record. Review the font details and select Resolve font issue to investigate further.
Does scanning a document change my production font inventory?
No. Scanning only identifies and reports the fonts used in a document. Production font assignments and licensing records are not modified unless you explicitly take action after reviewing the results.
Can I continue working while a scan is running?
Yes. If available, use Run in background to continue working elsewhere in the application while the scan is processed.
Are my uploaded files stored permanently?
Uploaded files are processed for font detection and compliance analysis. Refer to your company's data retention and privacy policies for information about file storage and retention.
How does document scanning help identify licensing gaps?
Document scanning compares fonts used in files against your company's approved production fonts. This helps identify fonts that may require review, approval, or licensing action before they are used in production.
Why am I getting this error?
