Xerox Documate 3640 User Guide
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Xerox® DocuMate® 3640 User’s Guide 91 3. Click on the FTP Transfer tab and fill in the fields with the information for you FTP server. • Protocol —select which protocol you want to use to transfer the scan to the server. • Host —input the internet or intranet path of th e server where you want to send the scanned documents. You do not need ftp:// at the beginning. For example, ftp.company.com • Port—input which port to use with the selected protoc ol. Changing the selected protocol will reset this value to the appropriate default for the protocol. • User account —input the user accoun t name that has privileges to sa ve files to the specified host destination folder. • Password —input the password for the user account name you specified. • Destination folder —input the folder path, on the remote FTP server, where you want the scanned documents sent. This path would appear in your web browser after the host name. For example, marketing/shared documents/data sheets . Because the destination configuration is done th rough the scan configuration, you can set each configuration to scan to a different FTP server, dest ination folder, and so on. This is the same process used as when scanning to different folders using th e Transfer to Storage destination, as described in detail starting on page 76. FTP Link Log Viewer The OneTouch Link Log Viewer opens automatically when scanning is complete. Click on the menu arrow next to View logs for and select FTP Link Agent from the list to display the transfer history for the FTP link only.
Xerox® DocuMate® 3640 User’s Guide 92 Double-click on any of the line items to open the selected log file in the Log File Detail View. If you open a failed transfer, the log file may contain the information you need to determine why the transfer failed. After you address the failure indica ted in this log file, you can click the Retry button to resend the document to the server. Click on the Properties button to open the Log Viewer from th e FTP OneTouch Link Properties window. There are no global configuration properties for th e FTP destination application, all configuration is done using the Scan Configuration Properties window as described in the previous section.
Xerox® DocuMate® 3640 User’s Guide 93 SMTP The SMTP destination link allows scans to be sent directly to an email address, through an SMTP server, from OneTouch. Please contact your server ad ministrator for the server information you need to configure this link. Alternatively, have your site admi nistrator or IT professional configure this link for you. Configuration of the SMTP server settings an d user accounts is outside the scope of this document. Supported file types —all image and text file formats, except HTML, are available when scanning to an SMTP server. Note that text file formats are on ly available if an OCR module or application is installed. Please refer to Text Formats on page 69 to see a list of text file formats that are available when OCR is installed. Destination type —the SMTP destination is classified as a “Email Link”. To make it available in the destination list, you must select Email on the Options tab in the OneTouch Properties window. All configuration of the SM TP server is done using the SMTP Se ttings tab in the Scan Configuration Properties window. 1. Select SMTP as the destination application. 2. Open the Scan Configuration you want to modify for scanning to an SMTP server, or create a new Scan Configuration. Select an existing configuration in which yo u have already specified your SMTP server information, and then click on the Copy button to create a new configuration using the settings of the current configuration.
Xerox® DocuMate® 3640 User’s Guide 94 3. Click on the SMTP Settings tab and fill in the fields with the information for you SMTP server. • Protocol —select which protocol you want to use to transfer the scan to the server. • Host —input the internet or intranet path of th e server where you want to send the scanned documents. For example, smtp.company.com • Port—input which port to use with the selected protoc ol. Changing the selected protocol will reset this value to the appropriate default for the protocol. • User account —input the user account name that has pr ivileges to send email messages through the SMTP server. • Password —input the password for the user account name you specified. • Use Windows Integrated Authentication —Select this option to use the Windows current user’s login name and password to send the message through the SMTP server. • Email to —input a valid recipient email address to receive the scanned document. If it is not a valid address the transfer will fail. • Email from —input the email address you want to appe ar in the email message “from” field. • Limit (MB)—input the maximum message size limit set on the SMTP server. This number should be lower than or match the SMTP server maximu m. You cannot send messages that exceed the maximum message size of the SMTP server. Because the destination configuration is done th rough the scan configuration, you can set each configuration to scan to a different SMTP server, send messages to different email addresses, using different user credentials, and so on. This is the same process used as when scanning to different folders using the Transfer to Storage destination, as described in detail starting on page 76. Click on the Help button, in this configuration tab, to launch the SMTP help file. The help file contains detailed information about the settings in this window and technical implementation notes.
Xerox® DocuMate® 3640 User’s Guide 95 SMTP Link Log Viewer The OneTouch Link Log Viewer opens automatically when scanning is complete. Click on the menu arrow next to View logs for and select SMTP Link Agent from the list to display the transfer history for the SMTP link only. Double-click on any of the line items to open the selected log file in the Log File Detail View. If you open a failed transfer, the log file may contain the information you need to determine why the transfer failed. After you address the failure indicated in this log file, you can click the Retry button to resend the document to the server. Click on the Properties button to open the Log Vi ewer from the SMTP OneTouch Link Properties window. There are no global configuration properties for the SMTP destination application, all configuration is done using the Scan Configuration Properties window as described in the previous section.
Xerox® DocuMate® 3640 User’s Guide 96 Email Applications Scanning to an email application, such as Outloo k or Windows Mail, attaches the scanned image to a blank email message. You then fill in the recipient email address(es) and send the message. You need to have configured an email application before you can scan to it using OneTouch. If you do not have your email application set up prior to scanning, the default Windows email application will open and ask you to configure your user information. Please co ntact your IT department, server administrator, or other group that provided you the email informat ion for setup instructions. Configuring an email application and user account is ou tside the scope of this document. Supported file types —all image and text file formats, except HTML, are available when scanning to an email application. Note that text file formats ar e only available if an OCR module or application is installed. Please refer to Text Formats on page 69 to see a list of text file formats that are available when OCR is installed. Destination types —the email destination is classified as an “Email Link”. To make it available in the destination list, you must select Email on the Options tab in the OneTouch Properties window. The email application in the OneTou ch destination list is the default email program selected in the Internet Options of Internet Explorer. Click on the emai l application that is in the list, then click on the Properties button to launch the Email OneTouch Link Properties window to change the email application.
Xerox® DocuMate® 3640 User’s Guide 97 Email Properties Use the Email Link Properties window to select a folder for storing a permanent copy of the scanned image, setting the color document options, and changi ng the email application that is in the OneTouch destination list. • Folder for storing attachments —click the Browse button to change the location using the Windows file browser, or type a location directly in the field. • Internet options—if you need to change your email client, or any other internet options, click the Internet Options button. The Windows Internet Options Control Panel opens. Click the Programs tab and choose a new email client from the program list. These are th e standard Windows Internet Explorer options. Please see your Windows documentation for more information about the Internet Explorer options. Color document handling —click in the Color document handli ng settings boxes for the options you want. • Convert Bitmaps using Screen Resolution —use this option to ensure that an image will fit on the computer’s screen. • Convert Bitmaps to JPEG —JPEG files can be compressed to produce smaller files sizes and, therefore, shorter transmission times when you email the file or upload it to the internet. If you changed the email application Internet Explorer, and it does not immediately appear in the Select destination list, click the Refresh button to update the destination list in OneTouch.
Xerox® DocuMate® 3640 User’s Guide 98 Text Editors Scanning to a text editing application, such as Microsoft’s Notepad or WordPad, automatically converts the text in the scanned image into editab le text using Optical Character Recognition (OCR). Supported file types —the text file formats and destination ap plications are only available if an OCR module or application is installed. Please refer to Te x t Fo r m a t s on page 69 to see a list of text file formats that are available when OCR is installed. Additionally, the available file formats are application specific, for example Microsoft’s WordPad can open *.txt and *.rtf files, so only those two file types will be available when scanning to WordPad. Note that when there is no OCR module or application installed, the format panel will not contain a text icon and there will be no text editor applications in the Select destination list. Destination type —this destination type is classified as a “Tex t Based Link”. To make it available in the destination list, you must select Text editing ap plications on the Options tab in the OneTouch Properties window. If the text editing applicatio n you are using does not appear in the Select destination list, you can add the application usin g the Text Documents OneTouch Link Properties window. 1. In the OneTouch Properties window select one of the default text editors such as WordPad. 2. Click on the Properties button to open the Text Document OneTouch Link Properties window. From this window you can select what OneTouch should do when text is not detected or recognition fails, and add othe r applications to OneTouch. Note that if you recently installed an application, click the Refresh button to see if OneTouch will automatically configure the link before you try adding it manually.
Xerox® DocuMate® 3640 User’s Guide 99 Text Documents Properties These properties apply to Microsoft Word, Microsoft Excel®, and any other text editing applications indicated by their icons in the list. • Add application —click this button to open the Add Text Based Link dialogue so you can add other text editing applications to OneTouch. • Delete application —select an application in the list then click this button to remove the application from the OneTouch destination list. You can only delete an application that you have added, the destinations that are linked when OneTouch is installed cannot be deleted. General OCR settings —click in the OCR settings boxes for the options you want. The options will apply to all the applications in the group. • Always send a file, even when no text was found —the scanned file is sent to the application even if the image does not appear to contain text. This could occur if you scanned a photograph with a scanner button set for text applications. • Show message if text recognition failed —a message will open on the screen if the OCR reader does not detect text in the image.
Xerox® DocuMate® 3640 User’s Guide 100 Adding Text Editor Applications to OneTouch 1. To add another application to the list, click the Add application button. The Add Text Based Link dialog box opens. 2. Click Browse to find the application you want to add to the list. When you select the application using the Browse button, Steps 1 and 2 on the dialog box are automatically filled in, and the ap plication icon appears in Step 3. 3. Select the icon in Step 3 of the dialog box. That is the icon that will appear in the OneTouch Destination List. 4. In Step 4 of the dialog box, select the file formats that the application will accept. •HTML Formatted file —select this option when you want to scan to your web browser for posting HTML pages to a website. Even thou gh word processing applications, such as Notepad and Word can open *.htm files, you cann ot scan as *.htm to word processing text editors. Scanning as HTML creates a directory with the *.htm file and linked images for website use. Word processing applications cann ot accept a directory structure for image and text transfer. • Rich Text Format —select this option if your applicatio n can open *.rtf files, which are plain text documents that contain formatting. Micr osoft’s WordPad application is a compatible application for the *.rtf file formation. • Standard ASCII text file —select this option if you want to have plain text, without formatting, sent to your text editing applicatio n. Most text editing applications will accept plain text (*.txt) files. • Adobe PDF format —select this option if you are adding a PDF viewing or editing application to the list. This PDF format is an image format only, it will not recognize the document using OCR, and you will not be able to search or edit the text in the final file. The application you are adding must be able to open *.pdf files.