Xerox Documate 3640 User Guide

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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 star ts. 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 OneTouch Properties window 
for that button. 
1. Open the OneTouch Properties window.
2. Select the scan configuration  Configure Before Scan. 
3. Click  OK or  Apply  on the OneTouch 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 OneTouch Properties window. 
						

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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 batc h, up to this point, will be deleted. The 
TWAIN interface will close and you can restart your scan from the beginning.
Choose  Ye s if the TWAIN scan settings are incorrect for your current scanning batch. 
For instance, the Picture Type is Black & White bu t you want to scan your documents in color. 
Choose Yes to delete any scanned pages, then st art 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, al l 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 in to 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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Open Scanned Document(s)
Select the destination 
Open Scanned Document(s)  to have the scanned document open 
automatically when sc anning 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 avai lable if an OCR module or application is installed. 
Please refer to  Text Formats on page 69 to see a list of text file formats that are available when OCR is 
installed.
Destination type —the Open Scanned Document(s) destin ation 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.
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 OneTouch Link Log Viewer  will open when scanning is finished showing the fa ilure. 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 appl ication 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 sca nned file is still sent to the other selected 
destination applicatio n(s) in OneTouch.  
						

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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 fo lder on the computer or server, all file 
formats in OneTouch are available. Note that text fi le 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 69 to see a list of text file formats that are 
available when OCR is installed. 
Destination type —the Transfer to Storage destination is clas sified 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.
Setting the Folder and Options from OneTouch
In the OneTouch Properties window, select Transf er to Storage as the Destination Application for 
scanning. 
•Click the  Properties button to open the OneTouch Link Properti es for Transfer to Storage. From this 
window, you can change the global de fault storage location and options.
On initial installation of OneTouch, all scan co nfigurations 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 conf iguration, changing the options in this Link 
Properties window will no longer update to the configurations you modified. 
						

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• 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 config uration to scan to a different folder 
than the one selected in the Link Properties window.
Changing the options in this wind ow 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 sc anned 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 wi ll be the grouping option you selected. 
Transfer to Storage OneTouch Link 
Properties window Scan Configuration Properties window - 
Storage Options tab 
						

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Setting the Folder from Windows
When OneTouch was installed, a storage option was
 added to the right-click menu of your Windows 
folders. This menu option allows you to set the Tr ansfer to Storage folder location without opening 
OneTouch first. 
1. Right-click on the folder you want set as the scan destination.
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 th e 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 “Busines s Receipts,” a second folder might be for “Personal 
Receipts,” and a third folder might be for “Annual Receipts.” 
						

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To scan to multiple folders, you create multiple configurations, each with a different storage location 
for the scanned documents. Scan one set of do
cuments 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.
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. 
						

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8. Click the 
Browse button.
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. 
						

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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 document s 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. 
						

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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  Text Formats on page 69 to see a list of text file formats that are available when OCR is 
installed.
Destination type —the Burn to CD-ROM destination is classi fied 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.
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.