Xerox Documate 4790 User Guide
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Scanning and Configuring OneTouch Xerox ® DocuMate® 4790 User’s Guide6-83 •Click the Properties button to open the OneTouch Link Properties for the Send to Application link. From this window, you can configure the default application for this link. After configuring the link properties, all of the default scan configurations will immediately update to send to the application you specify 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 Send to Application tab and use this window to set a configuration to scan to a different application 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. To configure a destination application for the Send to Application link: 1. Click Browse to open the Windows file browser and navigate to the location of the application’s executable (*.exe) file. In most cases, the application’s directory is located in the programs directory on the C: drive. Because you can select any executable file, make sure you select an application that can receive image or text files. 2. Select the application’s *.exe file then click on Open. The application’s *.exe file path will now show in the Application path field. 3. Click on OK to close the window. For basic scanning, you do not need to adjust any of the other settings in this window. The default settings will work with most applications. The advanced settings are described below. 4. Select a file format and scan configuration in the OneTouch Properties window. If you select a text file format, the scanned image is converted into editable text before being sent to your selected application. 5. Click on OK to close OneTouch. Send to Application OneTouch Link Properties windowSend to Application Scan Configuration Properties window
Scanning and Configuring OneTouch Xerox ® DocuMate® 4790 User’s Guide 6-84 6. Put the document(s) in the scanner and start scanning with the button you set to use the Send to Application destination. 7. The scanner starts scanning and, when finished, sends the scanned file to the application you selected. Technical note • After configuring this link, you may need to click Refresh in the OneTouch Properties window to show the correct application icon in the Select destination list. Configure advanced features—select this option to change the default settings for this link. Only advanced users and application developers should modify these settings. •Launch application for every image—when this option is selected, the application will open one time for each image scanned. You should deselect this option only if the application you are scanning to will accept multiple page files. For example, Microsoft’s Paint application can only accept 1 image at a time, so when scanning multiple images, Paint would open each time an image is transferred when this option is selected. On the other hand, Microsoft’s WordPad will open a multiple page file, so when scanning multiple images WordPad would need to launch only one time when this option is not selected. If you scan to WordPad and this option is still selected, then WordPad will open 1 time for each image transferred. •Command line arguments—input the options that are to be used when the application is launched. These values are application specific and you should only input values that were provided to you by the application developer. Command line arguments are not required for you to use this link, the field can be left blank and you can change the other settings in this section as needed. •Append scan filename(s) to arguments—this option adds the name of every image file to the end of the list of arguments specified above. This is the default selection as most applications do not require, and may not work with, a job file containing the image names. •Append job file to arguments—this option adds the name of a job file to the end of the list of arguments specified above. This unique file is created at scan time and contains a list of every image in the scan job. Only select this option if you are sure that the application you are scanning to can use the job file to accept image transfer.Send to Application OneTouch Link Properties windowSend to Application Scan Configuration Properties window
Scanning and Configuring OneTouch Xerox ® DocuMate® 4790 User’s Guide6-85 Scanning to Multiple Destinations Scanning to multiple destinations works the same as when scanning to a single destination, OneTouch simply distributes the final scan to several destinations. This option is enabled separately for each OneTouch button. 1. Open the OneTouch Properties window and click on the Options tab. 2. Select Enable scanning to multiple destinations, then click back on the configuration tab. 3. Click each destination where you want to send the scanned image in the Selected destinations (#) list. Click again to deselect a destination. As you click on each destination, the Selected destinations number will count so you know how many applications are selected to receive the image.
Scanning and Configuring OneTouch Xerox ® DocuMate® 4790 User’s Guide 6-86 4. If any of the destinations you select have global configuration properties, the Properties button at the bottom of the Selected destinations list will be enabled for you to configure the destination options. Click on the Properties button to open the OneTouch Link Properties window to configure the destinations. Each destination that has global properties will be represented by its configuration tab in the OneTouch Link Properties window. Please refer to the destination instructions, as described in the previous section(s), for configuring destination specific options. Click on OK when you are done making changes in this window. 5. Select the file format you want for the scanned image in the Select format panel. You can only scan as one file format at a time, so all selected destinations must have a common file type. As you select destinations, destinations that do not have a file type in common with the one you selected, will automatically disable. For example, if you scan to a printer and to email, only the BMP file format will be available as printers can only receive an uncompressed image format. All other image formats and all text formats will be disabled until you deselect the printer.
Scanning and Configuring OneTouch Xerox ® DocuMate® 4790 User’s Guide6-87 6. Select the scan configuration you want to use for scanning in the Select configuration list. Click on the Edit button to open the Scan Configuration Properties window to configure any destination specific scanning options. Each destination that has per-scan configuration properties will be represented by its configuration tab in the OneTouch Scan Configuration Properties window. Please refer to the destination instructions, as described in the previous section(s), for configuring destination specific options. Click on OK when you are done making changes in this window. 7. Click on OK on the OneTouch Properties window. 8. Load the document(s) in the scanner and start scanning with the button you set to scan to multiple destinations. The scanner starts scanning and when finished, the image is sent to each destination you selected in the OneTouch Properties window. Te c h n i c a l N o t e •The Still Image Client destination cannot be used with multiple destination scanning. This destination will be disabled when the Enable scanning to multiple destinations is selected. Scanning with Job Separation Use job separation to have OneTouch create a new file each time a separator is detected when scanning a multiple page batch. For example, if you want to scan financial statements from several different banks, you can place a stack of statements in the scanner and OneTouch will separate each statement into a different file based on your selected job separator. 1. Open the OneTouch Properties window.
Scanning and Configuring OneTouch Xerox ® DocuMate® 4790 User’s Guide 6-88 2. Select the Destination Application, File Format, and Scan Configuration applicable to your scanning batch. Make sure the option Create single image files is not selected. If this option is selected, the job separation fe a t ure s o n t h e Options tab will be disabled. 3. Click on the Options tab in the OneTouch Properties window. 4. Click on the down arrow next to the Select Button list to select the button you want to modify. Note that the options in this window are specific to each OneTouch button. 5. Click on the option Use job separator when scanning multiple pages. 6. Select one of the two job separation options: When a blank page is detected—a new file will be created after a blank page is fed through the scanner. The blank page is discarded from the scanned image and the new file starts with the next page in the document stack. Place a blank page, in the document you are scanning, at each place where you want a new file created when scanning is complete. When you are scanning in Duplex mode, both sides of the page must be blank for this job separation option to work.
Scanning and Configuring OneTouch Xerox ® DocuMate® 4790 User’s Guide6-89 –Sensitivity—you can adjust the sensitivity level of the blank page detection. For instance, depending on the paper weight, color mode, or image processing options selected, you might get varying results. Changing the sensitivity level allows you to fine-tune the accuracy of the blank page detection. When the number of images reaches—input the maximum number of images you want in the scanned file. The scanner will create a new file each time that number is reached. When you are scanning in Duplex mode, the number of images captured is double the number of pages in the scanner. For example, if you are scanning 12 double-sided pages it is counted as 24 images. If you want the stack split in half, the number of images reached would be 12. 7. When you are done making changes, click on OK to save the changes and close the window. 8. Place your documents in the scanner and start scanning. When scanning is finished, each file will be sent to the destination location or application you have selected on the button tab. Te c h n i c a l N o t e •When Instant delivery is also selected on the Options tab, each file will be sent as it is created. The options on the Page Settings tab, in the Scan Configuration Properties window will affect the job separation options as described below: Skip blank originals • The Sensitivity you set for this feature is the one that is used when scanning. The sensitivity level you set in the Options tab will be ignored. • When you are scanning in Simplex mode and the selected job separator is When a blank page is detected, the job separation occurs first and a new file will be created each time a blank page is detected. If you want a single file created with the blank page discarded, deselect the job separation feature on the Options tab. Note that when scanning Duplex, both sides of the page must be blank for the job separation to occur. If both sides of a scanned page are blank, the job separation occurs first and a new file will be created each time a blank page is detected. If you want a single file created with the blank page discarded, deselect the job separation feature on the Options tab or remove the blank page from your scanning batch. •If you select When the number of images reaches, and input a number in the control box, any blank pages will be discarded first, and then the number of images scanned will be counted. For example, if you scan 12 pages and 3 are blank, the total number of images counted for the job separation will be 9 not 12.
Scanning and Configuring OneTouch Xerox ® DocuMate® 4790 User’s Guide 6-90 Scanning with Optical Character Recognition (OCR) Optical Character Recognition (OCR) converts text and numbers on a scanned page into editable text and numbers. You can then work with the text and numbers to edit, spell check, change font or type size, sort, calculate, and so forth. The OneTouch OmniPage Module must be installed on your computer in order to use the OCR options with the OneTouch software and your Xerox scanner. The OneTouch OmniPage Module was automatically installed when you installed your driver from the installation disc. To s c a n w i t h O C R : 1. Open the OneTouch Properties window. 2. Select a text editing program in the Select Destination list, then select a text file format in the Select format panel. For example, if you want to edit your document in Microsoft’s WordPad, select that application then choose a file format such as TEXT or RTF. 3. Click on OK to save the changes and close the OneTouch Properties window. 4. Press or click the OneTouch button you set to scan with OCR. Your scanned pages appear in the Destination Application with the text ready for editing and other text processing. Note: Xerox recommends that all OCR processing use the original factory settings for OCR scanning that came with your scanner. When scanning with other settings, use at least 300 dpi for the resolution. If the original documents are of poor quality or have a small type font, 400 dpi can be used as the maximum resolution. Note: Some of the illustrations in this section may not look exactly as they appear on your computer’s screen. The differences are minor and do not affect the steps to use the new fe a t ure s .
Scanning and Configuring OneTouch Xerox ® DocuMate® 4790 User’s Guide6-91 Text Formats You select the text format option by clicking on the text icon on the OneTouch Properties window. 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. As you select Destination Applications that are text applications, the text format icon changes to match the file type of the application. In some cases, the Destination Application supports several file types, and you can right- click on the icon to choose the particular file type for that application. The specific file format is the file name extension on the text format icon. To select a file type for the text format: 1. Select the Destination Application. This is the text format icon. The specific text format; this example is for Rich Text Format (.rtf).
Scanning and Configuring OneTouch Xerox ® DocuMate® 4790 User’s Guide 6-92 2. Right-click on the text format icon. 3. Choose the file type that you want for the text format. Your selection of a file type pertains only to the Destination Application currently selected on the OneTouch Properties window. Other Destination Applications that have a text option selected as the Page Format are not affected.Example menu for the text format when the Destination Application is Microsoft Word.Example menu for the text format when the Destination Application is a Storage location. Simple Text—the .txt file format. Text with no formatting; used by the standard Microsoft Notepad application. Rich Text Format—the .rtf file format. Text that retains formatting when converted. Available with Microsoft WordPad and Word. Word Document—the .doc file format used by Microsoft Word. Comma Delimited—the .csv file format; used for database or spreadsheet data with fields, when the document is converted into editable text the fields are maintained. Excel Spreadsheet—the .xls file format used by Microsoft Excel. HTML Document—the .htm file format used to create web pages. Searchable PDF—the .pdf file format used by Adobe Acrobat. This format converts scanned text into PDF with an invisible text layer for searching.