Xerox Documate 4700 User Guide

							Xerox® DocuMate® 4700
User’s Guide81 •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 through the scan configuration, you can set each configuration to 
scan to a different FTP server, destination folder, 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.
FTP 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 FTP Link Agent from the list to display the transfer history for the FTP 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 Viewer from the FTP One Touch Link Properties window. There are no 
global configuration properties for the FTP destination application, all configuration is done using the Scan 
Configuration Properties window as described in the previous section. 
						

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SMTP 
The SMTP destination link allows scans to be sent directly to an email address, through an SMTP 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. Configuration of the SMTP 
server settings and 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 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 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 One Touch Properties window. 
All configuration of the SMTP server is done using the SMTP Settings tab in the Scan Configuration Properties 
window. 
1. 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 you 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. 
2. 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 the server where you want to send the scanned documents. For 
example, smtp.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 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. 
						

							Xerox® DocuMate® 4700
User’s Guide83 •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 appear 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 maximum. You cannot send messages that exceed the maximum message size of 
the SMTP server. 
Because the destination configuration is done through 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 67.
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.
SMTP 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 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. 
						

							Xerox® DocuMate® 4700
User’s Guide 84 Click on the Properties button to open the Log Viewer from the SMTP One Touch 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. 
						

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Email Applications
Scanning to an email application, such as Outlook 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 One Touch. 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 
contact your IT department, server administrator, or other group that provided you the email information for setup 
instructions. Configuring an email application and user account is outside 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 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 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 One Touch Properties window. 
The email application in the One Touch destination list is the default email program selected in the Internet Options 
of Internet Explorer. Click on the email application that is in the list, then click on the Properties button to launch the 
Email One Touch Link Properties window to change the email application.  
						

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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 changing the email application that is in the One Touch 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 the 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 handling 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 One Touch.  
						

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Text Editors
Scanning to a text editing application, such as Microsoft’s Notepad or WordPad, automatically converts the text in 
the scanned image into editable text using Optical Character Recognition (OCR). 
Supported file types—the text file formats and destination applications 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. 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 “Text Based Link”. To make it available in the destination 
list, you must select Text editing applications on the Options tab in the One Touch Properties window. If the text 
editing application you are using does not appear in the Select destination list, you can add the application using 
the Text Documents One Touch Link Properties window. 
1. In the One Touch Properties window select one of the default text editors such as WordPad.
2. Click on the Properties button to open the Text Document One Touch Link Properties window. From this 
window you can select what One Touch should do when text is not detected or recognition fails, and add other 
applications to One Touch.
Note that if you recently installed an application, click the Refresh button to see if One Touch will automatically 
configure the link before you try adding it manually. 
						

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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 One Touch. 
•Delete application—select an application in the list then click this button to remove the application from the 
One Touch destination list. You can only delete an application that you have added, the destinations that are 
linked when One Touch 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. 
						

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Adding Text Editor Applications to One Touch
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 application 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 One Touch 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 though word processing applications, such as Notepad and Word can open *.htm files, you 
cannot 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 cannot accept a directory structure for image 
and text transfer.
Rich Text Format—select this option if your application can open *.rtf files, which are plain text documents 
that contain formatting. Microsoft’s WordPad application is a compatible application for the *.rtf file 
fo r m a t io n .
Standard ASCII text file—select this option if you want to have plain text, without formatting, sent to your 
text editing application. 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.
Adobe searchable PDF—this is the PDF image format with a hidden searchable text layer. You will not be able 
to edit the text the file. The application you are adding must be able to open *.pdf files.
The options you select at Step 4 determine the page format icons in the One Touch Properties window for that 
group of applications. Refer to the documentation you received with the application to see which text formats 
the application accepts. 
5. When you are done making changes in this window, click the Add button to accept the changes and close the 
window. 
6. Click OK on the Link Properties window.
7. Click Refresh on the One Touch Properties window and the new application should now be available. 
						

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Creating an HTML Web Page from Your Scanned Documents
1. Open the One Touch Properties window. 
2. Select your web browser as the Destination Application and choose HTML as the Format.
3. Choose a Scan Configuration that has the settings for how you want any images, on the pages you are 
scanning, to be displayed. For example, choose a color or grayscale scan configuration if your documents 
contain images that you want posted to your website with the HTML text. 
4. Click OK.
5. Start scanning using the button you selected for scanning with the HTML format.
When scanning is finished, the document is first converted to editable text using the OCR process, then 
converted into an HTML format. Any images detected by the OCR engine are isolated and linked as *.gif files.
6. Microsoft Internet Explorer, or other web browser you scanned to, then opens showing your converted page. 
The application’s URL field shows the location where One Touch saved the HTML files for you to locate and 
post to your website.
Choose 
HTML