Xerox Documate 4700 User Guide

							Xerox® DocuMate® 4700
User’s Guide51
Scan Configurations
The scan configurations are where you select the scanning 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 62.
Create a new configuration:
•Click the New button to create a new configuration starting with the One Touch default configuration settings.
• Select a configuration in the 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 available. 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.
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. 
Click the icon of a 
selected configuration to 
view its settings.
Select the scan 
configuration to edit or 
delete. It must be 
unlocked, as indicated by 
not having a lock 
displayed here. 
						

							Xerox® DocuMate® 4700
User’s Guide 52 Based on the selected destination, additional settings 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 
destination 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 65.
•Use the Device Settings tab to configure Fax and Print destinations, as described on page 73.
•Use the PaperPort tab to choose the destination folder, in the Nuance PaperPort application, as described on 
page 75.
•Use the SharePoint tab to specify a SharePoint site, user credentials, and destination folder, as described on 
page 77.
•Use the FTP Transfer tab to specify an FTP site, user credentials, and destination folder, as described on page 
80.
•Use the SMTP Configuration tab to specify an SMTP server, user credentials, and destination email address, 
as described on page 82.
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 containing drawings or black and white photographs.
•Color to scan color photographs and other color items. 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.
Brightness—sometimes an image is scanned with the brightness 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 makes 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 lighter and darker portions, decreasing the contrast de-emphasizes that difference.
Key and Lock icon—if you want to lock the configuration, click the key icon to change it from a Key to a Lock.
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. 
						

							Xerox® DocuMate® 4700
User’s Guide53
Page Settings Tab
The options on the Page Settings tab will be available 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 dimensions 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 description if there is a software or hardware 
dependency for the option to be available.
•AutoCrop to original—select this option to let the scanner automatically determine the size of the item being 
scanned. This option is only available if the scanner supports this feature.
Always use the paper guides on the scanner so the page is not skewed. Skewed pages may not crop properly.
•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 available when 
scanning in Color or Grayscale at lower resolutions, and when the scanner supports this feature. 
•Straighten image—select this option to let the scanner automatically determine if a page is skewed, then 
straighten its image. This option is only available if 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 correctly. In that case, re-scan the page using the paper guides to feed 
the paper in straight. 
•Edge cleanup—select this option to have the software remove any thin lines that may be around the edges in 
the scanned image. These lines may appear in the edges when the item being scanned is not the exact size of 
the dimensions indicated in Size fields. This option is only available if the scanner supports this feature.
Click the name to 
toggle between inches 
and millimeters. 
						

							Xerox® DocuMate® 4700
User’s Guide 54 •Invert image—only available for Black&White Mode, this option reverses the black and whites of an image.
•Color dropout—color dropout is the ability of your scanner to automatically remove a color from a scanned 
image. For example, if you are scanning a letter with a red watermark, you can choose to filter out the red so 
the scanned letter just shows the text and not the red watermark. Color dropout applies to Black & White or 
Grayscale scanning modes. 
Advanced Settings Tab
Use the Advanced Settings tab to set color correction options for Color or Grayscale scanning. Drag the sliders to the 
left and right to change the color settings. As you do, the image changes to show the effects of the new settings.
•Color saturation—the strength or purity of a color. This option is only available when the selected scan mode 
is Color.
•Color hue—the color your eyes see as reflected from the image. This option is only available when the 
selected scan mode is Color.
Original Image Inverted Image
The original with a red 
watermark over black 
text.The scanned item with 
the red filtered out. 
						

							Xerox® DocuMate® 4700
User’s Guide55 •Gamma—is the tone curve and the starting point for image enhancement. As you raise or lower the Gamma 
value, the values at which saturation, hue, brightness and contrast affect the image are changed. It is 
recommended that you keep the default Gamma value or adjust this setting before adjusting the other 
options. This option is available for both Color and Grayscale scanning.
Redaction Settings Tab
Use the options on the Redaction Settings tab to remove a specified area in the scanned image. 
Please refer to the technical note, at the end of this section, for information about how this setting works with other 
options in the One Touch Scan Configuration you are modifying. 
Enable redaction—select this option to enable redaction when scanning. You might use this option if you want to 
remove a logo or image that appears on each page that you are scanning. You can choose what color to fill in the 
redacted area in the scanned image, and set multiple areas. If you are scanning in Duplex mode, you can specify 
the area separately for the front and back side of the pages.
Click Add to add a line item to the area list in this window. You can redact multiple areas from the scanned image, 
click the Add button again to continue adding line items to the list. Select an item in the list then click the Remove 
button to remove the specified redaction area from the list.
Click one time on the default value, 0.00 in each field, to enable the control box for you to input the start position 
and redaction area size. The units of measurement is displayed on the lower-right corner next to the Paper size field. 
						

							Xerox® DocuMate® 4700
User’s Guide 56 •From left—input the upper-left corner start position measured from the left-side of the page.
•From top—input the upper-left corner start position measured from the top of the page. 
•Width—input the width of the area to be removed.
•Height—input the height of the area to be removed.
Color—this color field shows the selected fill color for the redacted area(s). When the software removes the area 
you specify, it fills the area with the color you have selected here. To change the color, click the artist palette button 
to open the Windows color palette. Select the color you want then click on OK. The color you selected will now 
display in the Color field on the Redaction Settings tab.
Preview—this color field shows the actual color that will fill the redaction area in the final scanned image. When 
scanning in color, the Preview field will match the Color field. When scanning in Grayscale, the preview field will show 
the gray version of the color you selected, and that color will be in the final scanned image. When scanning in 
Black&White, the preview field will display black or white depending on the darkness of the color you selected, and 
the final image will have the redacted area(s) be black or white.
Te c h n i c a l  N o t e
The options on the Page Settings tab will affect the redaction options as described below:
• On the Page Settings tab, click the name inches or  to toggle between the two units of measurement. When 
you click back on the Redaction Settings tab, the lower-right corner displays the Paper size in the units of 
measurement you selected.
• Make sure the page size selected on the Page Settings tab is correct for the documents you are scanning, 
otherwise the redaction may not occur in the correct area.
Color 
scanningGrayscale 
scanningBlack&White 
scanning 
						

							Xerox® DocuMate® 4700
User’s Guide57 •If Color dropout is selected, redaction occurs after the color specified is removed from the image. 
For example, if you selected Red as the color dropout, but then specify red for the redaction region, the final 
image will have the redacted region filled with gray when scanning Grayscale, or black or white when scanning 
in Black&White. 
Click the name to 
toggle between 
inches and 
millimeters. 
						

							Xerox® DocuMate® 4700
User’s Guide 58
File Formats
The available file formats, in the Select format panel, are based on the selected destination for scanning. For 
example, if scanning to the destination Transfer to Storage, all file formats are available as the files are saved 
directly to a folder without opening any application. If the destination is an application, such as Microsoft’s Paint, 
only the file types the application supports will be available in the Select format panel. 
Most of the format icons have a right-click menu to select file format specific options, or choose additional formats 
that are not represented in the panel by default. 
The format names in the Select format panel indicates the file type extension for the scanned file.
Create Single Image Files
The TIFF and PDF formats, as well as the text file formats, support multiple page documents in a single file. If you 
are scanning as a TIFF or PDF format, or as one of the text formats, and want one file created for each image 
scanned, select Create single image files. Note that this option is automatically selected and disabled if you have 
selected a format that only supports single pages, such as BMP, PNG, GIF, JPG, or JP2.
Image Formats
Select an image file format for photos, artwork or other documents that you want to save as images. BMP and TIFF 
are standard image file formats generally used if you want to do additional image processing, such as photo touch-
up or color correction. 
Image Formats. The BMP, 
JPG, and PDF image formats Text Formats; 
TEXT is only one 
of several text 
formats available. 
						

							Xerox® DocuMate® 4700
User’s Guide59 Right-click on the BMP icon to access the GIF and PNG image formats. When you select either of these formats, the 
format panel will change the BMP icon to the selected image format icon.
Right-click on the JPG icon to access the JP2 image format. When you select JP2, the format panel will change the 
JPG icon to the JP2 format icon.BMP—the *.bmp (bitmap) format is generally used when you want to do additional image processing, such 
as photo touch-up or color correction, as very little image compression is used when creating the file. When 
scanning in color or grayscale, BMP scans result in the largest file size of the image formats.
GIF—the *.gif (graphics interchange format) format is generally used when putting images on a website or 
server, as image compression can reduce the file size by approximately 95% when compared to a BMP file 
of the same image. Company logos and small pictures on a webpage are often GIF images. The GIF 
compression, and limited color range, can result in the medium and large images looking grainy or pixilated. 
PNG—the *.png (portable network graphics) format is another common image format for website graphics. 
Like GIF, the PNG compression greatly reduces the file size when compared to a BMP file of the same 
image. However, the PNG compression is different from GIF compression in that PNG images look better 
when scaled. Therefore, PNG is often used in place of GIF for company logos with a lot of detail, clickable 
buttons, medium sized pictures, and so on.
TIFF—the *.tif (tagged image file format) format is another image type that is often used for photo 
editing. When scanning in color, it produces a file of similar quality and size to a BMP file. However, when 
scanning in Black & White, the TIF compression produces the smallest file size of all the image types 
without losing image quality. TIFF also supports multi-page image files.
JPG—the *.jpg (joint photographic experts group) format is a common image format for transferring 
pictures electronically, such as posting to a website or sending via email, as JPG image files are smaller than 
BMP and TIFF files. You can change the level of compression for the picture file to have better quality or a 
smaller file size.
JP2—the *.jpg2 (joint photographic experts group 2000) format is the new JPEG standard. This new JPG file 
type has improved compression for better image quality at smaller file sizes. Please refer to the official JPEG 
website at www.jpeg.org for more information about this file format, and a list of applications that can view 
and/or open this file type. 
						

							Xerox® DocuMate® 4700
User’s Guide 60
To select a JPEG file size:
1. Select JPG as the page format. 
2. Right-click on the JPG icon.
A menu opens.
3. Choose the file size/image quality option for your scanned images.
Minimize Size—smallest file size, lowest image quality.
Normal—medium file size, some loss of image quality.
Maximize Quality—largest file size, minimal loss of image quality.
Your selection pertains only to the button currently selected on the One Touch Properties window. Other 
buttons that have JPG selected as the file format are not affected, so you can set the JPG file size/image 
quality independently for each button.
4. Click OK or Apply on the One Touch Properties window.
Right-click on the PDF format icon to change the image quality or select the option to make the scanned PDF file 
PDF-A compliant. 
To select a PDF file size:
1. Select PDF as the page format. PDF—the *.pdf (portable document format) image format is often used to create images of text pages. 
The image compression of PDF files creates relatively small file sizes when scanning multiple page files in 
color. While the TIFF image format also supports multiple page files, when scanning in color the TIFF files 
are often too large to be transferred electronically. The PDF file format is often used for posting multiple 
page files to websites, sending via email, and permanent storage. As with the JPG file format, you can 
change the PDF quality to reduce the file size or improve the image quality. 
Adobe
® Reader®, or other PDF viewer software, must be installed on your computer for you to to view PDF 
files. 
Using PDF-A when scanning as PDF, means the files are compliant with the ISO-19005-1 standard for 
permanent archival of electronic documents. More information about this standard can be found at 
www.pdfa.org.