Xerox Documate 3640 User Guide

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User’s Guide 51
The Title Bar
• Green arrows—click to cycl
e through the panel’s 3 views.
• Scanner icon—click to open the scanner’s hardware properties.
• Red “X”—click to close the OneTouch panel.
The Button View
• Left-click  on a Destination Application icon to start scanning.
• Right-click  on a Destination Application icon to open the OneTouch Properties.
• Left-click  on the arrow buttons, on the right side of  the panel, to view the rest of the OneTouch 
buttons.
The Detail View
• Left-click  on a Destination Application icon to start scanning.
• Right-click  on a Destination Application icon to open the OneTouch Properties.
• Single-click  on the detailed information to  open the OneTouch Properties.
The Hardware View
• Left-click  on the scanner icon to return to the Button view.
• Right-click  on the scanner icon to open  the scanner’s hardware properties. 
						

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Changing the Button Settings
1. Click on the OneTouch icon. 
2. Right-click a button on the OneTouch Button Panel.
3. The OneTouch Properties window opens.
The OneTouch Properties window will also open when you press, hold down for 3 seconds, and 
release a scanner button.
Some of the options on the OneTouch Properties  Window are “grayed out” and are not available, 
these options are not appropriate for your scanner model.
4. If your scanner has multiple scanner buttons, or  an LED function selector on the scanner, select 
the button in OneTouch that you want to change. 
LED Number—Click the up or down arrow to cycle through the OneTouch buttons.
Button Tabs—Click on one of the tabs, across th e top of the OneTouch properties window, to 
configure that scanner button. There is one tab for each button on the scanner as well as the 
Options tab to change button specific features.
5. Select the destination you want OneTouch  to send the scanned image to in the Select 
destination  list. 
If you select a word processing program such as  Microsoft WordPad or Microsoft Word that can be 
used for OCR (such as TXT or RTF), the text in sc anned images is automatically converted to word 
processing text. 
Select the Destination 
Application that will 
open when you are 
finished scanning. You 
use the destination 
application to view 
and work with your 
scanned images. Select a 
configuration for 
scanning the item.  Select a file 
format for your 
scanned images.
Scanner button 
configuration tab 
						

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6. Select a file format in the 
Select format panel.
The formats are based on the type of Destination  Application you select. The icon names indicate 
their file types. See  File Formats on page 66 for more information about the available formats.
7. Select a scanning configuration in the  Select configuration list.
The configuration’s basic settings include: scanning  mode, resolution (dpi), page size, brightness 
(Br), and contrast (Cr). To see a selected scan conf iguration’s settings, click its icon. Click the icon 
again to close the detailed information. Refer to  Scan Configurations on page 57 and Configure 
Before Scan  on page 71 for instructions on creati ng and modifying scan configurations.
8. Click on  OK to save the changes.
9. Place an item in the scanner and clic k the OneTouch button to start scanning.
The scanner scans and sends the image to the selected destination, with the file format and scan 
configuration you specified.
Properties  button—displays a window for selecting properties  for a destination. This button is disabled 
if the selected destination application does  not have global configuration properties.
Refresh  button—updates the links between all your  computer’s Destination Applications and 
OneTouch. If you install new software that can be us ed as a Destination Application, click the Refresh 
button to link the new software to OneTouch.
New /Copy /Edit /Delete  buttons—click  New or Copy  to add new scan configurations to the list. Click 
Edit  or Delete  to change or remove them. 
OK /Cancel /Apply  buttons—OK  accepts any changes and closes the window.  Apply accepts any 
changes but leaves the window open so you can continue making additional changes.  Cancel closes 
the window without ac cepting any changes. 
						

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Selecting Options for OneTouch
Use the 
Options tab to configure how OneTouch works with the selected button, such as which 
destinations are available, or what the file name should be. 
Select Button —click the down arrow and select the button  for which you want to modify the settings 
from the list. The options you choose in this window  only apply to the button you select in this list.
Show all destinations —this option selects all of the Destinat ion Application categories. The list of 
Destination Applications available for the selected  button will include all the applications on your 
computer that fall into these categories. 
Select destinations —select this option to individually choose the types of applications to include in 
the list of Destination Applications. Check the  boxes for the type of application to include. 
Destination Categories:
• Document management  includes Nuance PaperPort and other applications for processing and 
keeping track of your scanned documents. This  category includes the Send to Application and 
Open Scanned Document(s) destinations.
• Image editors  include Microsoft Paint and other dr awing and graphics applications.
• Text editors  include Microsoft Word and WordPad, Microsoft Excel, and other word processing 
and spreadsheet applications. Select this option  if you want OCR processing to convert your 
scanned documents to text that you can edit.
• PDF applications  are for viewing and/or editing Adobe PDF files.
• Email  includes Microsoft Outlook and other email applications, as well as the SMTP destination 
which allows you to scan directly to the SMTP se rver without opening an email client application.
• Storage and CD-R/W  is for scanning directly to a folder  on the computer, server, FTP server, 
SharePoint site, or to the Windows CD temp directory for burning the files to a CD. 
						

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•
Fa x  a n d  Pr i n t  is for sending your scanned documents dire ctly to your printer or fax software. 
• STI event forwarding  is for using another application’s interface for scanning. The OneTouch 
Event Forwarding dialog box opens so you can select which application to use to continue 
scanning.
Enable scanning to multiple destinations —select this option to allow for multiple destinations to be 
selected, in the destination list, on  the OneTouch configuration tab. This feature allows you to scan one 
time while distributing the file to multiple destinations. Please refer to  Scanning to Multiple 
Destinations  on page 113.
Instant delivery —enables image transfer to the destination  while scanning is in progress, provided 
that  Create Single Image Files  is also selected. If Create single image files  is not selected, image 
transfer occurs after all pages have been scanned.
Show progress window —select this option to display the prog ress window of the document(s) during 
scanning.
Use job separator when scanning multiple pages —select this option to have the scanner separate 
multiple page scan jobs into separa te files when scanning is complete. 
• When a blank page is detected —select this option to have a ne w file created each time a blank 
page is detected in the stack of  pages being scanned. Note that when scanning duplex, both sides 
of the page must be blank.
• When the number of images reaches —select this option, and input a number in the box, to have 
a new file created each time the number of imag es scanned reaches the number you input in this 
field. Note that when scanning duplex, the numb er of images detected is twice the number of 
pages scanned. For example, if you input “5” in the field, and scan 10 pages, 20 images are 
captured, and you will get 4 separate files with 5 images in each file.
Please refer to  Scanning with Job Separation  on page 116 for detailed information about scanning 
with job separation, and how it works with other options in OneTouch.
Use custom file naming —select this option to enable the input  field so that you can specify the file 
name for your scanned document(s). You can specify a different file name for each OneTouch button. 
When this option is not select, the file name is  automatically generated by OneTouch for all scans.
• The preview area, to the right of the  Use custom file naming text, shows an example of the 
filename as you type into the input field  and/or select token options from the list.
• Type the file name you want into the input field. Note that you cannot input these characters in a  file name:  / : * ? “ < > |
When inputting a file name, the file name must  be unique, otherwise every scan created would 
overwrite the previous scan. The menu to the right  of the input field contains a list of tokens you 
can select to create unique file names. These  tokens include counting numbers, date and time 
values, number of pages scanned, and so on. If the button name is not unique, you will see an on-
screen notification that a  {BatchID} and {#b} will be inserted into the name. 
• Click the down arrow and selected a token value from the list, then click the arrow button to add  that value to the file name field. The token values are:
•{FN} —inserts the scanner name.
• {#b}—inserts the image number  without adding zero (1).
• {#03b} —inserts a 3-digit image number in the scan batch (001). 
						

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•
{D}—inserts the numeric day of the month without a zero added to single-digit days (4).
• {DD} —inserts the numeric day of the month with a zero added to single-digit days (04).
• {DDD}—inserts the abbreviated 3-letter day (Mon).
• {DDDD} —inserts the full name of the day (Monday).
• {M}—inserts the numeric month without a ze ro added to single-digit months (8).
• {MM}—inserts the numeric month with a zero added to single-digit months (08).
• {MMM}—inserts the abbreviated 3-letter month (Aug).
• {MMMM}—inserts the full name of the month (August).
• {YY}—inserts the two-digit year (97).
• {YYYY} —inserts the four-digit year (1997).
• {h}—inserts the 12-hour clock hour without a zero  added to single-digit time values (2).
• {hh}—inserts the 12-hour clock hour with a zero  added to single-digit time values (02).
• {H}—inserts the 24-hour clock hour without a zero  added to single-digit time values (2).
• {HH} —inserts the 24-hour clock hour with a zero  added to single-digit time values (02).
• {m}—inserts the minute without a zero added to single-digit time values (7).
• {mm} —inserts the minute with a zero added to single-digit time values (07).
• {s}—inserts the second without zero adde d to single-digit time values (9).
• {ss}—inserts the second with zero added  to single-digit time values (09).
• {User} —inserts the user name.
• {Mach} —inserts the computer name.
• {Dest} —inserts the destination application name.
• {Bttn} —inserts the button name.
• {Mode} —inserts the scan color mode.
• {Size}—inserts the page size.
• {BatchID} —inserts a unique batch  identification number.
Te c h n i c a l  N o t e
Some destination application links, such as the NewSoft Presto! BizCard software, require a specific 
filename format for the images that have been sent to  the link to open correctly in the application. For 
example, when scanning duplex, if the image token  {#03b} is not included in the filename, then each 
image sent will be regarded as a separate scan, and instead of one file with 2 pages you will have 2 
files. As each destination applicatio n link is different, there is no standard filename type you can create 
to use for all destinations. If you scan and the images are not grouped in the file(s) as needed, try 
deselecting  Use custom file naming  and then scan again. 
						

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Scan Configurations
The scan configurations are where you select the sc
anning resolution, brightness, mode (color, black & 
white, or grayscale), and a number of other settings.  To see a selected scan configuration’s settings, 
click its icon. Click the icon again  to close the detailed information. 
Note:  Use Configure Before Scan  if you want to set the options manually before scanning. See 
Configure Before Scan  on page 71.
Create a new configuration:
• Click the  New button to create a new configuration starting with the OneTouch default 
configuration settings.
• Select a configuration in th e list, then click on the Copy button to create a new configuration 
starting with the settings of the  currently selected configuration.
Edit or delete a configuration:
Select the scan configuration you want to edit or delete. 
• To delete the configuration, click the  Delete button.
• To edit the configuration, click the  Edit button.
Edit the settings and click  OK.
Note:  Your scanner comes with a number of configurations pre-set at the factory. To ensure that your 
scanner will always have a set of correct scan configurations, do not delete the pre-set configurations. 
We also recommend that you keep those configurations locked so they are not inadvertently deleted. 
That way, you will always have the factory-settings av ailable. If you do delete or edit them, and want 
to get the factory pre-sets back again, you will need to uninstall then re-install your scanner.
Click the icon of a selected 
configuration to view its 
settings.
Select the scan configuration 
to edit or dele te. It must be 
unlocked, as indicated by not 
having a lock displayed here. 
						

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In the Scan Configuration Properties window, the 
Scan Settings, Page Settings , Advanced Settings , 
and  Redaction Settings  tabs are always available. When the Visioneer Acuity module is installed, the 
Acuity Settings  tab will also be available for all destinations. 
Based on the selected destination, additional setting s tabs may also be available. If you see one of 
these additional settings tabs please refer to the appropriate section, as listed below, for instructions 
on configuring these dest ination specific options.
•Use the  Storage Options  tab to choose the storage folder for  scans sent to the Transfer to Storage 
destination, as described on page 74.
•Use the Device Settings  tab to configure Fax and Print destinations, as described on page 82.
•Use the PaperPort  tab to choose the destination folder, in  the Nuance PaperPort application, as 
described on page 84.
•Use the SharePoint tab to specify a SharePoint site, user credentials, and destination folder, as  described on page 87.
•Use the FTP Transfer  tab to specify an FTP site, user credentials, and destination folder, as 
described on page 90.
•Use the SMTP Configuration  tab to specify an SMTP server, user credentials, and destination 
email address, as described on page 93.
Scan Settings Tab
On the  Scan Configuration Properties  dialog box, type a name. 
Mode —select a scanning mode:
• Black&White  to scan in black and white. For example, letters and memos are usually scanned in 
black and white.
• Grayscale to scan items such as documents containi ng drawings or black and white photographs.
• Color  to scan color photographs and other color it ems. Color scans have the largest file size.
Resolution —drag the slider to the right or left to adjust  the dots per inch (dpi) of the resolution. The 
higher the dpi setting, the sharper and clearer the  scanned image. However, higher dpi settings take 
longer to scan and produce larger files for the scanned images.
If the configuration is 
locked, click the lock to 
unlock it. The icon 
becomes a key.
Type a new name for the 
configuration.
Select the scan mode and 
drag the slider to set the 
resolution.
Drag the sliders to set the 
Brightness and Contrast. 
						

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Brightness
—sometimes an image is scanned with the bright ness and contrast set too light or too dark. 
For example, a note written with a light pencil may  need to be scanned darker to improve legibility. 
Increasing or decreasing the brightness ma kes the scanned image lighter or darker.
Contrast —the difference between the lighter and darker portions of the image. Increasing the 
contrast emphasizes the difference between the ligh ter and darker portions, decreasing the contrast 
de-emphasizes that difference.
Key and  Lock icon—if you want to lock the configuration, cl ick the key icon to change it from a Key to 
a Lock.
Page Settings Tab
The options on the Page Settings tab will be availabl e based on either the selected color mode (Black & 
White, Grayscale, or Color), or based on whether or not the scanner hardware supports the feature. 
Standard —click the menu arrow and choose a page size from the list.
Custom —enter the horizontal and vertical page dimensio ns in the boxes. Click the name of the units, 
inches or millimeters, to toggle between them.
Improvements and Settings—it is indicated in the feature desc ription if there is a software or 
hardware dependency for the option to be available.
• Duplex —scan both sides of the page. This option is  only available if the scanner supports this 
fea t ure . 
The Simplex and Duplex buttons on the scanner ta ke precedence over the OneTouch settings. In 
other words, if the LED number on the scanner is  configured to scan as Duplex, but you press the 
Simplex button, the scanner scans in Simplex, and vice versa.
Click the name to 
toggle between 
inches and 
millimeters. 
						

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•
Reduce Moiré patterns —moiré patterns are wavy, rippled lines that sometimes appear on the 
scanned images of photographs or illustrations, particularly newspaper and magazine 
illustrations. Selecting Reduce moiré patterns will  limit or eliminate moiré patterns in the scanned 
image. This option is only availa ble when scanning in Color or Grayscale at lower resolutions, and 
when the scanner supports this feature. 
If you are scanning using an Automatic Document  Feeder, and the page is fed through at too 
great of an angle, the image may not straighten co rrectly. In that case, re-scan the page using the 
paper guides to feed the paper in straight. 
• Invert image —reverses the color of each pixel in the scanned image. 
When scanning in black and white, each pixel is reversed from black to white and white to black. 
When scanning in grayscale each pixel is reversed to the opposite level of gray. When scanning in 
color each pixel is reversed to th e opposite color in the color wheel.
For example, you might choose this option if you are scanning pages that have been printed from 
newspaper microfilm. Newspaper microfilm reverses  black and white so that when viewed on a 
monitor, the text is white and the paper is black.
The following example shows the original  grayscale image and the inverted image.
The following example shows the original color image and the inverted image.