Xerox Documate 4700 User Guide

							Xerox® DocuMate® 4700
User’s Guide61 2. Right-click on the PDF 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 PDF selected as the file format are not affected, so you can set the PDF file size/image 
quality independently for each button.
4. Click OK or Apply on the One Touch Properties window.
Text Formats
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. 
Select a text format for documents with text or numbers, such as a business letter, report, or spreadsheet. The text 
fo r m a t  ic o n  h a s s eve ra l fil e  fo rm a t s ava il a b le ,  d epending on the Destination Application you select.
Detailed information about these text file formats, and instructions for setting up the OCR options, are in the section 
Scanning with Optical Character Recognition (OCR) on page 108.
To select a file type for the text format:
1. Select the Destination Application.
2. Right-click on the text format icon. 
The menu options depend on the type of Destination Application you select.
3. Choose the file type that you want for the text format.
4. Click OK or Apply on the One Touch Properties window. 
						

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User’s Guide 62
Configure Before Scan
You can set up the scanner so that, when you press a button or click it on the Button Panel, a different scanning 
interface opens before the scanning starts. You can then use the interface to change the Resolution, Scan Mode, and 
other settings. When you scan, the scanned image will still be sent as the file type and to the same Destination 
Application already selected in the One Touch Properties window for that button. 
1. Open the One Touch Properties window.
2. Select the scan configuration Configure Before Scan. 
3. Click OK or Apply on the One Touch Properties window.
To Scan Using Configure Before Scan
1. Click the button you set up to use Configure Before Scan.
2. The TWAIN Interface opens.
3. Choose your scan settings, such as the Picture Type of Color, Grayscale or Black & White, Resolution in DPI, and 
Page Size.
4. Click the Scan button on the TWAIN Interface.
5. The item is scanned. When finished, click the Done button and the image will be sent to the Destination 
Application specified in the One Touch Properties window. 
						

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User’s Guide63
Canceling a Configure Before Scan
1. Click Cancel in the scanning progress window.
2. The following window will open asking if you want to cancel the entire job.
–Ye s—scanning stops and all pages scanned in this batch, up to this point, will be deleted. The TWAIN 
interface will close and you can restart your scan from the beginning.
Choose Yes if the TWAIN scan settings are incorrect for your current scanning batch. 
For instance, the Picture Type is Black & White but you want to scan your documents in color. Choose Yes 
to delete any scanned pages, then start over but select the correct picture type before scanning.
–No—scanning stops, but all pages scanned in this batch, up to this point, are not deleted and the TWAIN 
interface remains open. You can place a new page in the scanner, adjust the TWAIN settings for it, then 
click the Scan button in the TWAIN interface to continue scanning. At the end of the scanning batch, all 
pages from the first portion of the scan and second will be sent to the Destination Application. 
Choose this option if, for instance, you have been scanning a Black & White document but you want to 
insert a color page into it. Instead of having to re-scan the entire batch, you can stop the current scan, 
change the picture type from Black & White to Color, then restart the scanning without losing the pages 
already scanned. 
						

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User’s Guide 64
Open Scanned Document(s)
Select the destination Open Scanned Document(s) to have the scanned document open automatically when 
scanning is complete. 
Supported file types—all file formats are available when scanning to the Open Scanned Document(s) destination. 
Note that text file formats 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 61 to see a list of text file formats that are available when OCR is installed.
Destination type—the Open Scanned Document(s) destination is classified as a “Document Management Link”. 
To make it available in the destination list, you must select Document management on the Options tab in the 
One Touch Properties window.
Te c h n i c a l  N o t e
• If there is no application installed for the file format you selected, the One Touch Link Log Viewer will open 
when scanning is finished showing the failure. You can double-click on the log failure to open the detail view of 
the failed transfer. 
For example, if you select PDF as the file type a PDF viewer application must be installed to open the file. 
Either install an application for that file type, or associate an application in the Windows Explorer folders 
option, please refer to your Windows documentation for instructions on associating file types. 
• When scanning to multiple destinations, the scanned file is still sent to the other selected destination 
application(s) in One Touch.  
						

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User’s Guide65
Transfer to Storage
With Transfer to Storage, you can scan documents and save them in a folder in one step. 
Supported file types—since the files are saved directly to a folder on the computer or server, all file formats in 
One Touch are available. Note that text file formats 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 61 to see a list of text file formats that are available when OCR is installed. 
Destination type—the Transfer to Storage destination is classified as a “Storage Link”. To make it available in the 
destination list, you must select Storage and CD-R/W on the Options tab in the One Touch Properties window.
Setting the Folder and Options from One Touch
In the One Touch Properties window, select Transfer to Storage as the Destination Application for scanning. 
•Click the Properties button to open the One Touch Link Properties for Transfer to Storage. From this window, 
you can change the global default storage location and options.
On initial installation of One Touch, all scan configurations use these settings. When you create new 
configurations, the default settings will also match what you have selected here. If you modify the storage 
options in an individual configuration, changing the options in this Link Properties window will no longer 
update to the configurations you modified. 
						

							Xerox® DocuMate® 4700
User’s Guide 66 •Click the New, Copy, or Edit button to open the Scan Configuration Properties window. Click on the Storage 
Options tab and use this window to set a configuration to scan to a different folder than the one selected in 
the Link Properties window.
Changing the options in this window only affects the configuration you are creating or modifying. All other 
configurations will retain their settings for this destination. 
Storage layout
•All documents are in the root—the scanned documents are saved in the root of the folder specified in the 
Storage location.
•Documents are put into folders by month, week, or type—folders are created based on your selection 
(month, week, or file type) and the scanned documents are saved in those folders. New folders are created for 
each month and week so you can keep track of when you scanned the documents. 
Storage location
• This is the location on the computer or network where the file will be saved. Click on the Browse button to 
change the location by browsing through your Windows folder list, or type a location directly into the input 
field. You can select a local folder, or a folder on a server or mapped drive.
Open storage folder when scan is complete
• Select this option to have the folder, specified in the Storage location, open when scanning is complete and 
the image has been transferred to that location. If you have selected a month, week, or type grouping option, 
the folder that opens will be the grouping option you selected. 
Setting the Folder from Windows
When One Touch was installed, a storage option was added to the right-click menu of your Windows folders. This 
menu option allows you to set the Transfer to Storage folder location without opening One Touch first. 
1. Right-click on the folder you want set as the scan destination.
Transfer to Storage One Touch Link 
Properties windowScan Configuration Properties window - Storage 
Options tab 
						

							Xerox® DocuMate® 4700
User’s Guide67 2. Hover the mouse cursor over the Set as scan destination option and the sub-menu will open to the right. Click 
on the setting you want the Storage location to be updated with. 
–For all configurations—select this option to have the storage location, in all scan configurations Storage 
Options tabs, updated to use this location. Note that the storage Link Properties location will also update 
to use this location.
–For new and default configurations—select this option to have the One Touch Link Properties storage 
location updated. Any scan configurations that you have not previously updated, with custom storage 
locations, will also use this location.
–For configuration used by a button—when you select this option, another sub-menu will open to the 
right. The sub-menu will contain a list scanner buttons that are currently set to scan to the Transfer to 
Storage destination. Select the button you want updated to use this location. This option modifies only 
the scan configuration that is assigned to the button you select. If you have multiple One Touch 4.6 
scanners installed, the first sub-menu will show a list of the currently connected scanners for you to select 
which scanner to update.
Note that this option is disabled if there is no scanner plugged in and turned on. 
Scanning to Multiple Folders
When archiving documents with Transfer to Storage option, you can scan the documents to different folders. For 
example, one folder might be for “Business Receipts,” a sec o n d  fo l d e r  m i gh t  b e  fo r “ Pe r s o n a l  Re c e i p t s, ”  a n d  a  t h i r d  
fo ld e r m ig h t  b e  fo r  “ A n n u a l Re c e ip t s . ”
To scan to multiple folders, you create multiple configurations, each with a different storage location for the 
scanned documents. Scan one set of documents using the scan configuration with the appropriate storage location 
for that set. Then switch to another scan configuration and scan the next set of documents to store them in their 
fo ld e r.
Setting Up Multiple Folders for Transfer to Storage
1. Using Microsoft Windows, create the folders that you want to use for storing scanned items. 
2. Open the One Touch Properties window.
3. Select Transfer to Storage as the Destination Application. 
						

							Xerox® DocuMate® 4700
User’s Guide 68 4. Click the New button.
The Scan Configuration Properties dialog box opens.
5. To help you remember which folder it is, give the new configuration a name that indicates the folder name, 
such as “Business Receipts.”
6. Click the Scan Settings, Page Settings, and Advanced Settings tabs, and select the settings you want.
7. Click the Storage Options tab.
8. Click the Browse button. 
						

							Xerox® DocuMate® 4700
User’s Guide69 9. Select the folder you created for storing the scanned documents.
10. Click OK. The selected folder will now be set as the Storage location, such as “Business Receipts.”
11. Click OK. The new configuration is now listed as a Transfer to Storage configuration.
12. Repeat the process to create additional new configurations, such as one named “Personal Receipts.”
Note: Make sure to designate separate folders as the Storage Locations for each new configuration. 
						

							Xerox® DocuMate® 4700
User’s Guide 70 13. You will now have multiple configurations set up for the Transfer to Storage destination, and each 
configuration scans documents to separate folders.
14. Now select a scanner button for each new configuration. Click Apply to set that button for that configuration.
Scan to multiple storage folders:
1. Insert the document you want to scan to storage.
2. Start scanning with the first button that you set to scan documents and transfer to storage.
3. When scanning is complete, insert the next set of documents in the scanner, then press the second button you 
set to scan documents and transfer them to storage.
4. When scanning is finished, the documents are stored in the two separate folders.
The new configurations 
apply to the Transfer to 
Storage Destination 
Application.