Xerox Documate 3115 Scanner Docking Station User Guide

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Scanning with Job Separation
Use job separation to have OneTouch create a new file each time a separator is detected when 
scanning a multiple page batch. For example, if you want to scan financial statements from several 
different banks, you can place a stack of statements in the scanner and OneTouch will separate each 
statement into a different file based on your selected job separator.
1. Open the OneTouch Properties window.
2. Select the Destination Application, File Format, and Scan Configuration applicable to your 
scanning batch.
Make sure the option 
Create single image files is not selected. If this option is selected, the job 
separation features on the 
Options tab will be disabled.
3. Click on the 
Options tab in the OneTouch Properties window.
4. Click on the down arrow next to the 
Select Button list to select the button you want to modify.
Note that the options in this window are specific to each OneTouch button.  
						

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5. Click on the option Use job separator when scanning multiple pages.
6. Select one of the two job separation options:
When a blank page is detected—a new file will be created after a blank page is fed through the 
scanner. The blank page is discarded from the scanned image and the new file starts with the next 
page in the document stack. Place a blank page, in the document you are scanning, at each place 
where you want a new file created when scanning is complete.
When you are scanning in Duplex mode, both sides of the page must be blank for this job 
separation option to work.
•
Sensitivity—you can adjust the sensitivity level of the blank page detection. For instance, 
depending on the paper weight, color mode, or image processing options selected, you might 
get varying results. Changing the sensitivity level allows you to fine-tune the accuracy of the 
blank page detection.
When the number of images reaches—input the maximum number of images you want in the 
scanned file. The scanner will create a new file each time that number is reached. 
When you are scanning in Duplex mode, the number of images captured is double the number of 
pages in the scanner. For example, if you are scanning 12 double-sided pages it is counted as 24 
images. If you want the stack split in half, the number of images reached would be 12.
7. When you are done making changes, click on 
OK to save the changes and close the window.
8. Place your documents in the scanner and start scanning.
When scanning is finished, each file will be sent to the destination location or application you have 
selected on the button tab.
Te c h n i c a l  N o t e
•When Instant delivery is also selected on the Options tab, each file will be sent as it is created.  
						

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The options on the Page Settings tab, in the Scan Configuration Properties window will affect the job 
separation options as described below:
Skip blank originals
• The Sensitivity you set for this feature is the one that is used when scanning. The sensitivity level 
you set in the Options tab will be ignored.
• When you are scanning in Simplex mode and the selected job separator is 
When a blank page is 
detected
, the job separation occurs first and a new file will be created each time a blank page is 
detected. If you want a single file created with the blank page discarded, deselect the job 
separation feature on the Options tab. 
Note that when scanning Duplex, both sides of the page must be blank for the job separation to 
occur. If both sides of a scanned page are blank, the job separation occurs first and a new file will 
be created each time a blank page is detected. If you want a single file created with the blank 
page discarded, deselect the job separation feature on the Options tab or remove the blank page 
from your scanning batch.
• If you select 
When the number of images reaches, and input a number in the control box, any blank 
pages will be discarded first, and then the number of images scanned will be counted. For 
example, if you scan 12 pages and 3 are blank, the total number of images counted for the job 
separation will be 9 not 12. 
						

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Scanning with Optical Character Recognition 
(OCR)
Optical Character Recognition (OCR) converts text and numbers on a scanned page into editable text 
and numbers. You can then work with the text and numbers to edit, spell check, change font or type 
size, sort, calculate, and so forth.
The OneTouch OmniPage Module must be installed on your computer in order to use the OCR options 
with the OneTouch software and your Xerox scanner. The OneTouch OmniPage Module was 
automatically installed when you installed your driver from the installation disc.
To  s c a n  w i t h  O C R :
1. Open the OneTouch Properties window.
2. Select a text editing program in the 
Select Destination list, then select a text file format in the 
Select format panel.
For example, if you want to edit your document in Microsoft’s WordPad, select that application 
then choose a file format such as TEXT or RTF.
3. Click on 
OK to save the changes and close the OneTouch Properties window.
NOTE: Xerox recommends that all OCR processing use the original factory settings for 
OCR scanning that came with your scanner. When scanning with other settings, use 
at least 300 dpi for the resolution. If the original documents are of poor quality or 
have a small type font, 400 dpi can be used as the maximum resolution.
NOTE: Some of the illustrations in this section may not look exactly as they appear on 
your computer’s screen. The differences are minor and do not affect the steps to use 
the new features.  
						

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4. Press or click the OneTouch button you set to scan with OCR.
Your scanned pages appear in the Destination Application with the text ready for editing and 
other text processing.
Text Formats
You select the text format option by clicking on the text icon on the OneTouch Properties window. 
Selecting the text format option also selects OCR processing as an automatic step for scanning. 
Therefore, when you scan a document with the text format selected, the text portions of the document 
are automatically converted to editable text.
As you select Destination Applications that are text applications, the text format icon changes to 
match the file type of the application. In some cases, the Destination Application supports several file 
types, and you can right-click on the icon to choose the particular file type for that application.
The specific file format is the file name extension on the text format icon.
To select a file type for the text format:
1. Select the Destination Application.
This is the text format icon. 
This example of the text 
format icon is 
sPDF.
The specific text format; this 
example is for Rich Text Format 
(.rtf). 
						

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2. Right-click on the text format icon. 
3. Choose the file type that you want for the text format.
Your selection of a file type pertains only to the Destination Application currently selected on the 
OneTouch Properties window. Other Destination Applications that have a text option selected as 
the Page Format are not affected.
Example menu for the text format when 
the Destination Application is Microsoft 
Word.Example menu for the text format when 
the Destination Application is a Storage 
location.
Simple Text
—the .txt file format. Text with no formatting; used by the standard 
Microsoft Notepad application.
Rich Text Format—the .rtf file format. Text that retains formatting when 
converted. Available with Microsoft WordPad and Word.
Word Document—the .doc file format used by Microsoft Word.
Comma Delimited—the .csv file format; used for database or spreadsheet data 
with fields, when the document is converted into editable text the fields are 
maintained.
Excel Spreadsheet—the .xls file format used by Microsoft Excel.
HTML Document—the .htm file format used to create web pages.
Searchable PDF—the .pdf file format used by Adobe Acrobat. This format 
converts scanned text into PDF with an invisible text layer for searching. 
						

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Additional options are available on the menu for the sPDF and nPDF text formats. The three image 
quality settings are: 
•
Minimize Size—smallest file size, lowest image quality.
•
Normal—medium file size, some loss of image quality.
•
Maximize Quality—largest file size, no loss of image quality.
The 
Use MRC option is a special processing procedure for documents scanned with the PDF format.
•
Use MRC—MRC stands for Mixed Raster Content. MRC is an advanced technique for optimizing 
the image quality of scanned documents. Without MRC, the scanned image is produced using a 
single process to capture and display the image on the computer screen, even if the document 
contains both text and graphics. With MRC, the image is produced using separate processes for 
text, graphics, and other elements on the document page. The result is clearer graphics and 
sharper text characters. Scans with Use MRC selected may take slightly longer to complete the 
processing. Select 
Use MRC for documents with harder-to-read text or lower-quality graphics to get 
the best possible scan output image. The Use MRC option is available for sPDF and PDF.
Normal PDF—the.pdf file format used by Adobe Acrobat. This format converts 
scanned text into a PDF with the text ready for editing in a PDF editing program.
NOTE: Documents scanned with nPDF and sPDF automatically include OCR 
processing. If the processing does not recognize a large number of the text characters 
in the document, change the image quality setting and re-scan the document. For 
example, change from 
Minimize Size to Normal to see if the text recognition improves. 
						

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Selecting OneTouch OmniPage OCR Options
The software you installed for your scanner includes a set of advanced OCR options integrated with 
OneTouch.
To select OCR options available from OneTouch:
1. Open the OneTouch Properties window.
2. Select a Destination Application that has one of the text format file types as the page format, 
such as Microsoft Word or WordPad.
3. Right-click on the page format icon to see the menu.
4. Choose 
OCR Options from the menu.
The OCR Properties window opens with the 
OCR tab selected.
NOTE: the OCR options apply globally to all the OneTouch Destination Applications 
that perform OCR. For example, if you select the OCR options for Adobe Acrobat, they 
also apply to WordPad. 
						

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The OCR Tab
The options shown on the OCR tab window are for spellchecking scanned text, replacing missing or 
unrecognized characters, and setting the speed and quality levels of the OCR processing.
1. Choose the options you want from the OCR window.
•
Languages in Document—click on the language(s) in list that correspond to the languages in 
the documents to be scanned. You can click on multiple languages. These are the languages 
that will be recognized during the OCR process. For faster and more reliable language 
recognition, select only the languages in the documents. 
The languages are in alphabetical order. Type the first letter of a language’s name to jump to 
its section in the list.
•
Use languages and dictionaries to improve accuracy—select this option to automatically check 
the validity of the recognized words. An OCR engine looks at each letter or symbol on the 
page individually, then “guesses” what the letter or symbol is based on the shape. Therefore, 
the OCR engine may have more than one guess for a particular letter or symbol, a “best 
guess”, a “second-best guess”, and so on. This option tells the OCR engine to look through the 
dictionary to validate its best guess for the letters in that word; if its best guess is not in the 
dictionary, it checks for the second-best guess, and so on. 
For example, if the word “house” appears in the original document but the OCR engine is 
75% sure that the “o” is actually an “a”, the finished document would have the word “hause”. 
Turning this option on tells the OCR engine to look at the other letters in the word, check to 
see which version of the word is in the dictionary, and output the correct word “house” in the 
final document. 
The OCR engine does not automatically correct misspelled words that were present in the 
original document.
When dictionaries are selected, the terms in those dictionaries are used to check the spelling. 
If this is option is not selected, User Dictionaries and Professional Dictionaries cannot be 
selected. 
						

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•User Dictionary—a user dictionary is your personal dictionary with words that you want the 
OCR engine to reference for better accuracy when converting the document into editable 
text. For example, if you scan documents with highly technical terms or acronyms not found 
in typical dictionaries, you can add them to your personal dictionary. You can also add names 
that you expect to be in the documents too. This way, as the OCR process recognizes each 
letter or symbol, there is a higher chance that the technical term or name will be correctly 
spelled in the final document. You can create multiple user dictionaries. See the section 
Creating Your Own Dictionaries on page 130.
Click the menu arrow and select a user dictionary from the list.
If you select
 [none] as the user dictionary, the text will be validated using the terms in the 
dictionaries for the selected languages, as well as any professional dictionaries if they are 
selected.
The label
 [current] is next to the currently-select user dictionary.
•
Professional Dictionaries—these are legal and medical dictionaries containing highly 
specialized words and phrases. The options are: Dutch Legal, Dutch Medical, English 
Financial, English Legal, English Medical, French Legal, French Medical, German Legal, and 
German Medical. Select the appropriate dictionary for the OCR engine to use to validate the 
scanned text.
•
Reject Character—this is the character that the OCR process inserts for an unrecognizable text 
character. For example, if the OCR process cannot recognize the J in REJECT, and ~ is the 
reject character, the word would appear as RE~ECT in your document. The ~ is the default 
reject character.
Type the character you want to use in the 
Reject Character box. Try to choose a character that 
will not appear in your documents.
•
Missing Character—this is the character that the OCR process inserts for a missing text 
character. A missing text character is one that the OCR process recognizes, but cannot 
represent because that character is not available for the selected language. For example, if 
the document contains the text symbol “Ç” but the OCR process cannot represent that 
character, then every place “Ç” appears, the OCR process substitutes the missing character 
symbol. The caret (^) is the default symbol for the missing character.
Type the character you want to use in the 
Missing Character box. Try to choose a character 
that will not appear in your documents.
•
Recognition Quality—drag the slider to the left or right to set the degree of accuracy for the 
OCR process. The higher the accuracy, the longer the OCR process requires to complete. For 
clean, highly-legible documents, you can set the recognition quality to a lower level to 
produce results more quickly. 
2. Click 
OK or Apply.
These options will now apply to the OCR processing when you select any text format as the page 
format.
Creating Your Own Dictionaries
You can create multiple dictionaries for your personal use. For example, you might have different 
dictionaries for separate work projects, especially if each project uses different acronyms and 
terminology.