Xerox Documate 4790 User Guide

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-53 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 OneTouch 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 OneTouch 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 second folder might be for “Personal Receipts,” and a third 
folder m ight be for “Annual Receipts.”
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 folder.
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 OneTouch Properties window.
3. Select Transfer to Storage as the Destination Application. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-54 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. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-55 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. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-56 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.
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 OneTouch 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 47 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 OneTouch Properties window.
1. Open the OneTouch Properties window.
The new configurations 
apply to the Transfer to 
Storage Destination 
Application. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-57 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.
6. When you are ready to burn the files to a CD, open the OneTouch 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 OneTouch files on the CD. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-58
Printer or Fax
The availability of printers and/or faxes in the OneTouch 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 OneTouch Properties window.
The Properties button will be disabled in OneTouch 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. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-59 •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.
PaperPort
In the OneTouch 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 OneTouch OmniPage module is installed. Please 
refer to Te x t  Fo r m a t s on page 47. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-60 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 OneTouch 
Properties window.
•Click the Properties button to open the OneTouch Link Properties for PaperPort. From this window, you can 
change the default folder location and options.
On initial installation of OneTouch, 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. 
PaperPort OneTouch Link Properties 
windowScan Configuration Properties window - 
PaperPort tab 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-61 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 OneTouch 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 OneTouch Link Properties or Scan Configuration window for PaperPort.
SharePoint
The SharePoint destination link allows scans to be sent directly to a SharePoint site from OneTouch. 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 47 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 OneTouch Properties window. 
All configuration of the SharePoint server is done using the SharePoint settings tab in the Scan Configuration 
Properties window. 
These are the folders that are 
available in the OneTouch 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 OneTouch 
option Scan to the current PaperPort 
folder is selected. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-62 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 fields with the information for your SharePoint site.
•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 
•User account—input the user account name that has privileges to save files to the specified SharePoint site 
and Destination folder.