Xerox Documate 4700 User Guide

							Xerox® DocuMate® 4700
User’s Guide101 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 One Touch 
Link Properties windowSend to Application Scan 
Configuration Properties window 
						

							Xerox® DocuMate® 4700
User’s Guide 102
Scanning to Multiple Destinations
Scanning to multiple destinations works the same as when scanning to a single destination, One Touch simply 
distributes the final scan to several destinations. This option is enabled separately for each One Touch button. 
1. Open the One Touch 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. 
						

							Xerox® DocuMate® 4700
User’s Guide103 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 One Touch Link Properties window to configure the destinations.
Each destination that has global properties will be represented by its configuration tab in the One Touch 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. 
						

							Xerox® DocuMate® 4700
User’s Guide 104 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 
One Touch 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 One Touch 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 One Touch 
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. 
						

							Xerox® DocuMate® 4700
User’s Guide105
Scanning with Job Separation
Use job separation to have One Touch 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 One Touch will separate each statement into a different file based on your 
selected job separator.
1. Open the One Touch Properties window.
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 
features on the Options tab will be disabled.
3. Click on the Options tab in the One Touch 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 One Touch button. 
5. Click on the option Use job separator when scanning multiple pages. 
						

							Xerox® DocuMate® 4700
User’s Guide 106 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.
–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. 
						

							Xerox® DocuMate® 4700
User’s Guide107 •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. 
						

							Xerox® DocuMate® 4700
User’s Guide 108
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 
fo r t h .
The One Touch OmniPage Module or the OmniPage Pro software must be installed on your computer in order to use 
the OCR options with the One Touch software and your Xerox scanner. The One Touch OmniPage Module was 
automatically installed when you installed your driver from the installation disc.
To scan with OCR:
1. Open the One Touch 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 One Touch Properties window.
4. Press or click the One Touch 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 features.  
						

							Xerox® DocuMate® 4700
User’s Guide109
Text Formats
You select the text format option by clicking on the text icon on the One Touch 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. This example of 
the text format icon is 
sPDF.
The specific text format; this 
example is for Rich Text 
Format (.rtf). 
						

							Xerox® DocuMate® 4700
User’s Guide 110 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 One Touch 
Properties window. Other Destination Applications that have a text option selected as the Page Format are not 
affected.
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.
Example menu for the TEXT format 
when the Destination Application is a 
Storage location. Example menu for the TEXT format 
when the Destination Application is 
Microsoft Word.