Xerox Documate 4700 User Guide

							Xerox® DocuMate® 4700
User’s Guide71
Burn to CD-ROM 
If you have a CD burner attached to your computer, you can scan directly from your scanner onto a CD. This feature 
is available only on computers running Windows version XP or later. 
Supported file types—since the files are going to be burned to a CD, 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 Burn to CD-ROM 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.
1. Open the One Touch Properties window.
2. Select Burn to CD as the Destination Application. 
3. Choose a File Format and a Scan Configuration.
4. Click OK.
5. Now start scanning using the scanning button you set to scan and burn to a CD.
The scanner will start scanning. When finished the file will be saved to the Windows temporary location for CD 
files. An information bubble will appear in the Windows notification area telling you that there are files waiting 
to be burned to CD. 
						

							Xerox® DocuMate® 4700
User’s Guide 72 6. When you are ready to burn the files to a CD, open the One Touch Properties window, select Burn to CD and 
then click the Properties button. 
7. Make sure a blank CD is in the CD burner.
8. Click the Burn to CD button. The CD burner begins and your scanned documents are written to the CD.
If other files are also waiting in this location, they will get written with the One Touch files on the CD. 
						

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User’s Guide73
Printer or Fax
The availability of printers and/or faxes in the One Touch destination list depends on whether or not you have 
printers or faxes configured in Windows. Please refer to the Windows documentation, or your printer or fax 
documentation, for setting up printers and faxes. 
Supported file types—only the BMP file format is available, when scanning to a printer or fax, as only 
uncompressed data can be send to these devices.
Destination type—printers and Faxes are classified as “Device Links”. To make them available in the destination 
list, you must select Fax and Print on the Options tab in the One Touch Properties window.
The Properties button will be disabled in One Touch as there are no global properties for this type of destination. 
Select a printer or fax device, in the Select destination list, then open a Scan Configuration to modify the settings for 
the device you selected.
Click on the Device Settings tab and use the options on this tab to select settings for the device. 
						

							Xerox® DocuMate® 4700
User’s Guide 74 •Fit to page, reduce image if necessary—if the scanned image is too big to be printed or faxed on a single 
page, the image will automatically be reduced to fit the page.
•Actual size, crop image if necessary—if the scanned image is too big to be printed or faxed on a single page, 
the image will automatically be cropped around its edges to fit on the page.
•Center image on page—the image will be printed in the center of the page instead of at the top left corner.
•Maintain aspect ratio—the aspect ratio is the length-to-width relationship of the image’s dimensions. Select 
this option so the image’s relative proportions remain constant.
•AutoRotate image for best fit—if the image is a Landscape format and the device is printing in the Portrait 
mode, or vice versa, rotate the image to fit on the page.
•Collate copies—if you are printing more than one page, collate the copies. Enter the number of copies in the 
Copies box.
•Advanced—click to see additional settings for the device. The dialog box that opens is specific to the device. 
For example, if the device is your printer, the dialog box is your printer’s setup settings.
Note: When scanning to multiple printers and/or faxes, select the specific device, you want to configure the 
Advanced features for, from the list before clicking on the Advanced... button. 
						

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User’s Guide75
PaperPort
In the One Touch Properties window, select PaperPort as the Destination Application for scanning. 
Supported file types—all image file formats are available when scanning to PaperPort. The sPDF and nPDF text file 
formats are only available when the OmniPage software or One Touch OmniPage module is installed. Please refer to 
Te x t  Fo r m a t s  on page 61.
Destination type—the PaperPort 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.
•Click the Properties button to open the One Touch Link Properties for PaperPort. From this window, you can 
change the default folder location and options.
On initial installation of One Touch, all scan configurations send the scanned document to the folder selected 
in this window. When you create new configurations, the default settings will also match what you have 
selected here. If you modify the options in an individual configuration, changing the options in this Link 
Properties window will no longer update to the configurations you modified.
•Click the New, Copy, or Edit button to open the Scan Configuration Properties window. Click on the PaperPort 
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.  
						

							Xerox® DocuMate® 4700
User’s Guide 76 Select the destination folder for Scanned Documents
• Select a folder to send the scanned document(s) to when scanning to the PaperPort destination.
The list of folders in this window are from the PaperPort Folder Manager. Use the PaperPort Folder Manager to 
add or delete folders, add other drives and network locations to this list. You cannot add new folders from the 
One Touch PaperPort configuration windows.
Scan to the current PaperPort folder
• Select this option to have the scanned document(s) sent to the currently selected folder in the PaperPort 
application.
The PaperPort software must be open, before scanning, for the scans to be sent to the selected folder in the 
PaperPort folder pane. If PaperPort is not open, this option is ignored and the scanned file is sent to the folder 
selected in either the One Touch Link Properties or Scan Configuration window for PaperPort.
PaperPort One Touch Link Properties 
windowScan Configuration Properties window - 
PaperPort tab
These are the folders that are available 
in the One Touch PaperPort 
configuration windows. Press F1 on 
your keyboard to open the PaperPort 
help file for instructions on managing 
this folder list.
Click the folder icon to open or close 
the folder list in PaperPort.
The selected folder in this list is where 
the scanned file will be saved when 
PaperPort is open and the One Touch 
option Scan to the current PaperPort 
folder is selected. 
						

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User’s Guide77
SharePoint
The SharePoint destination link allows scans to be sent directly to a SharePoint site from One Touch. Please contact 
your SharePoint site administrator for the server information you need to configure this link. Alternatively, have your 
site administrator or IT professional configure this link for you. Setup and configuration of the SharePoint sites and 
user accounts are outside the scope of this document.
Supported file types—all image and text file formats, except HTML, are available when scanning to the SharePoint 
site. 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 SharePoint 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. 
All configuration of the SharePoint server is done using the SharePoint settings tab in the Scan Configuration 
Properties window. 
1. Select SharePoint as the destination application.
2. Open the Scan Configuration you want to modify for scanning to a SharePoint site, or create a new Scan 
Configuration.
Select an existing configuration in which you have already specified your SharePoint site information, and then 
click on the Copy button to create a new configuration using the settings of the current configuration. 
3. Click on the SharePoint tab and fill in the field s  w it h  t h e  i n fo rm a t io n  fo r  y o u r  S h a r e Po i n t  s ite .
•Protocol—select which protocol you want to use to transfer the scan to the server.
•SharePoint URL—input the full URL path of the SharePoint site without the http(s):// designation and actual 
page. This path should include everything except the destination folder. 
For example, if the web browser URL displays http://sharepoint.site.com/IT/common/shared documents/
default.aspx, then you would configure the SharePoint server path as follows:
– Select HTTP as the protocol
– The SharePoint URL would be sharepoint.site.com/IT/common 
– The Destination folder would be shared documents  
						

							Xerox® DocuMate® 4700
User’s Guide 78 •User account—input the user account name that has privileges to save files to the specified SharePoint site 
and Destination folder.
•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 access the SharePoint site.
•Destination folder—this is the folder where the final scanned document(s) are transferred to when scanning 
is complete.
•Filename format—select a file naming format, for the scanned document, from the list. Select “Use custom 
file naming” to use the file you set on the Options tab in the One Touch Properties window.
Count—this field will enable when the selected Filename format contains {seq}. Input the number you want 
the sequential count to start from.
Filename prefix—this field will enable when the selected Filename format contains {prefix}. Input the name 
or value you want as the prefix in the final file name.
Because the destination configuration is done through the scan configuration, you can set each configuration to 
scan to different SharePoint site, folder, filename format, 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 67.
Click on the Help button, in this configuration tab, to launch the SharePoint help file. The help file contains detailed 
information about the settings in this window and technical implementation notes.
SharePoint Link Log Viewer
The One Touch Link Log Viewer opens automatically when scanning is complete. Click on the menu arrow next to 
View logs for and select SharePoint Link from the list to display the transfer history for the SharePoint 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. 
						

							Xerox® DocuMate® 4700
User’s Guide79 Click on the Properties button to open the Log Viewer from the SharePoint One Touch Link Properties window. There 
are no global configuration properties for the SharePoint destination application, all configuration is done using the 
Scan Configuration Properties window as described in the previous section. 
						

							Xerox® DocuMate® 4700
User’s Guide 80
FTP Transfer
The FTP Transfer destination link allows scans to be sent directly to an FTP server from One Touch. Please contact 
your server administrator for the server information you need to configure this link. Alternatively, have your site 
administrator or IT professional configure this link for you. Setup and configuration of the FTP server and user 
accounts are outside the scope of this document.
Supported file types—all image and text file formats, except HTML, are available when scanning to an FTP server. 
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 FTP Transfer 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. 
All configuration of the FTP server is done using the FTP Transfer tab in the Scan Configuration Properties window. 
1. Select FTP Transfer as the destination application.
2. Open the Scan Configuration you want to modify for scanning to an FTP server, or create a new Scan 
Configuration.
Select an existing configuration in which you have already specified your FTP server information, and then click 
on the Copy button to create a new configuration using the settings of the current configuration. 
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 the 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 protocol. Changing the selected protocol will reset this value to 
the appropriate default for the protocol.
•User account—input the user account name that has privileges to save files to the specified host destination 
fo ld e r.
•Password—input the password for the user account name you specified.