Xerox Documate 4700 User Guide

							Xerox® DocuMate® 4700
User’s Guide41
6Scanning and 
Configuring One Touch
This chapter includes:
•Default One Touch Settings on page 43
•Scan from the One Touch Button Panel on page 44
•Changing the Button Settings on page 46
•Selecting Options for One Touch on page 48
•Scan Configurations on page 51
•File Formats on page 58
•Configure Before Scan on page 62
•Open Scanned Document(s) on page 64
•Transfer to Storage on page 65
•Burn to CD-ROM on page 71
•Printer or Fax on page 73
•PaperPort on page 75
•SharePoint on page 77
•FTP Transfer on page 80
•SMTP on page 82
•Email Applications on page 85
•Te x t  E d i t o r s  on page 87
•Still Image Client on page 91
•Image Editors on page 93
•PDF Applications on page 96
•Send to Application on page 99
•Scanning to Multiple Destinations on page 102
•Scanning with Job Separation on page 105
•Scanning with Optical Character Recognition (OCR) on page 108
•Selecting One Touch OmniPage OCR Options on page 112
•One Touch with Visioneer Acuity Technology on page 120
•Hardware Properties and Interface Behavior on page 124
Based on the recommended full installation of the scanner driver and the Visioneer One Touch software, One Touch 
is your main scanning interface for using the scanner.
The One Touch buttons, on the scanner, mirror the One Touch button panel on-screen. 
						

							Xerox® DocuMate® 4700
User’s Guide 42 The One Touch Button Panel, that you see on the computer screen, shows the pre-set function for each button (such 
as Email) and the icon of the destination (called the Destination Application) where the images will be sent when 
scanning is finished.
The One Touch button panel shows which 
application the button is configured to send 
images to. 
						

							Xerox® DocuMate® 4700
User’s Guide43
Default One Touch Settings
When you installed the scanner, the software configured each One Touch button with appropriate settings 
consisting of: a Destination Application, a Scan Configuration, and a File Format. The button names, such as Email 
or Copy, indicate the original factory settings for a button. You can change any of these settings. Please see 
Changing the Button Settings on page 46 for instructions.
For example, the Email button is set up to scan documents then immediately attach them to a new email message 
in your default email program. The email application will default to the email program specified in the internet 
options of Internet Explorer.
A folder icon for a button means that the button is set up to archive the scanned item. The scanner sends the 
scanned image directly to a folder without opening the image first in a software application.
A question mark for a button means your computer does not have the appropriate software or hardware for the 
initial factory settings. 
If OmniPage or the One Touch OmniPage Module is not installed, then the options for sending to word processing 
applications such as Microsoft Word will not be available.
Note: The default page size in each configuration is based on your computer’s Windows Measurement system 
selection of U.S. (United States) or Metric units.
• If U.S. is the selected measurement, the default page size in each profile will be based on the United States 
standard paper sizes such as 8.5 x 11 inches.
• If Metric is the selected measurement, the default page size in each profile is based on the ISO 216 standard 
and the majority of the profiles will default to A4. 
						

							Xerox® DocuMate® 4700
User’s Guide 44
Scan from the One Touch Button Panel
Scanning from the button panel on your computer’s screen works like pressing a button on the scanner. The scanner 
scans the item, then sends the image to the Destination Application indicated by the button’s icon.
To scan from the One Touch Button panel:
1. Load the documents into the scanner.
2. Click on the One Touch icon in the Windows notification area (at the lower right corner of the screen.)
3. The One Touch Button Panel opens.
4. Click the button you want to use to scan.
5. The scanner starts scanning and the image is sent to the selected destination for the One Touch button you 
are using to scan.
Features of the One Touch Button Panel
The One Touch panel is your on-screen set of controls for the scanner. From the panel you can access the hardware 
settings for your scanner and configure the Scan button.
Click on the One Touch icon to open the panel. 
The Title Bar
• Green arrows—click to cycle through the panel’s 3 views.
One Touch Icon
The Detail View The Hardware View
The Button View 
						

							Xerox® DocuMate® 4700
User’s Guide45 • Scanner icon—click to open the scanner’s hardware properties.
• Red “X”—click to close the One Touch panel.
The Button View
•Left-click on a Destination Application icon to start scanning.
•Right-click on a Destination Application icon to open the One Touch Properties.
•Left-click on the arrow buttons, on the right side of the panel, to view the rest of the One Touch buttons.
The Detail View
•Left-click on a Destination Application icon to start scanning.
•Right-click on a Destination Application icon to open the One Touch Properties.
•Single-click on the detailed information to open the One Touch Properties.
The Hardware View
•Left-click on the scanner icon to return to the Button view.
•Right-click on the scanner icon to open the scanner’s hardware properties. 
						

							Xerox® DocuMate® 4700
User’s Guide 46
Changing the Button Settings
1. Click on the One Touch icon. 
2. Right-click a button on the One Touch Button Panel.
3. The One Touch Properties window opens.
The One Touch Properties window will also open when you press, hold down for 3 seconds, and release a 
scanner button.
Some of the options on the One Touch Properties Window are “grayed out” and are not available, these 
options are not appropriate for your scanner model.
4. Select the destination you want One Touch to send the scanned image to in the Select destination list. 
If you select a word processing program such as Microsoft WordPad or Microsoft Word that can be used for 
OCR (such as TXT or RTF), the text in scanned images is automatically converted to word processing text. 
5. Select a file format in the Select format panel.
The formats are based on the type of Destination Application you select. The icon names indicate their file 
types. See File Formats on page 58 for more information about the available formats.
6. Select a scanning configuration in the Select configuration list.
The configuration’s basic settings include: scanning mode, resolution (dpi), page size, brightness (Br), and 
contrast (Cr). To see a selected scan configuration’s settings, click its icon. Click the icon again to close the 
detailed information. Refer to Scan Configurations on page 51 and Configure Before Scan on page 62 for 
instructions on creating and modifying scan configurations.
7. Click on OK to save the changes.
8. Place an item in the scanner and click the One Touch button to start scanning.
Select the 
Destination 
Application that 
will open when 
you are finished 
scanning. You use 
the destination 
application to 
view and work 
with your scanned 
images.Select a 
configuration for 
scanning the item.  Select a file format 
for your scanned 
images. Scanner button 
configuration tab 
						

							Xerox® DocuMate® 4700
User’s Guide47 The scanner scans and sends the image to the selected destination, with the file format and scan configuration you 
specified.
Properties button—displays a window for selecting properties for a destination. This button is disabled if the 
selected destination application does not have global configuration properties.
Refresh button—updates the links between all your computer’s Destination Applications and One Touch. If you 
install new software that can be used as a Destination Application, click the Refresh button to link the new software 
to One Touch.
New/Copy/Edit/Delete buttons—click New or Copy to add new scan configurations to the list. Click Edit or Delete 
to change or remove them. 
OK/Cancel/Apply buttons—OK accepts any changes and closes the window. Apply accepts any changes but leaves 
the window open so you can continue making additional changes. Cancel closes the window without accepting any 
changes. 
						

							Xerox® DocuMate® 4700
User’s Guide 48
Selecting Options for One Touch
Use the Options tab to configure how One Touch works with the selected button, such as which destinations are 
available, or what the file name should be. 
Select Button—click the down arrow and select the button for which you want to modify the settings from the list. 
The options you choose in this window only apply to the button you select in this list.
Show all destinations—this option selects all of the Destination Application categories. The list of Destination 
Applications available for the selected button will include all the applications on your computer that fall into these 
categories. 
Select destinations—select this option to individually choose the types of applications to include in the list of 
Destination Applications. Check the boxes for the type of application to include. 
Destination Categories:
•Document management includes Nuance PaperPort and other applications for processing and keeping track 
of your scanned documents. This category includes the Send to Application and Open Scanned Document(s) 
destinations.
•Image editors include Microsoft Paint and other drawing and graphics applications.
•Te x t  e d i t o r s include Microsoft Word and WordPad, Microsoft Excel, and other word processing and 
spreadsheet applications. Select this option if you want OCR processing to convert your scanned documents to 
text that you can edit.
•PDF applications are for viewing and/or editing Adobe PDF files.
•Email includes Microsoft Outlook and other email applications, as well as the SMTP destination which allows 
you to scan directly to the SMTP server without opening an email client application.
•Storage and CD-R/W is for scanning directly to a folder on the computer, server, FTP server, SharePoint site, or 
to the Windows CD temp directory for burning the files to a CD.
•Fa x  a n d  Pr i n t  is for sending your scanned documents directly to your printer or fax software. 
•STI event forwarding is for using another application’s interface for scanning. The One Touch Event 
Forwarding dialog box opens so you can select which application to use to continue scanning. 
						

							Xerox® DocuMate® 4700
User’s Guide49 Enable scanning to multiple destinations—select this option to allow for multiple destinations to be selected, in 
the destination list, on the One Touch configuration tab. This feature allows you to scan one time while distributing 
the file to multiple destinations. Please refer to Scanning to Multiple Destinations on page 102.
Instant delivery—enables image transfer to the destination while scanning is in progress, provided that Create 
Single Image Files   is also selected. If Create single image files is not selected, image transfer occurs after all 
pages have been scanned.
Show progress window—select this option to display the progress window of the document(s) during scanning.
Use job separator when scanning multiple pages—select this option to have the scanner separate multiple page 
scan jobs into separate files when scanning is complete. 
•When a blank page is detected—select this option to have a new file created each time a blank page is 
detected in the stack of pages being scanned. Note that when scanning duplex, both sides of the page must 
be blank.
•When the number of images reaches—select this option, and input a number in the box, to have a new file 
created each time the number of images scanned reaches the number you input in this field. Note that when 
scanning duplex, the number of images detected is twice the number of pages scanned. For example, if you 
input “5” in the field, and scan 10 pages, 20 images are captured, and you will get 4 separate files with 5 
images in each file.
Please refer to Scanning with Job Separation on page 105 for detailed information about scanning with job 
separation, and how it works with other options in One Touch.
Use custom file naming—select this option to enable the input field so that you can specify the file name for your 
scanned document(s). You can specify a different file name for each One Touch button. When this option is not 
select, the file name is automatically generated by One Touch for all scans.
• The preview area, to the right of the Use custom file naming text, shows an example of the filename as you 
type into the input field and/or select token options from the list.
• Type the file name you want into the input field. Note that you cannot input these characters in a file name:  / 
: * ? “ < > |
When inputting a file name, the file name must be unique, otherwise every scan created would overwrite the 
previous scan. The menu to the right of the input field contains a list of tokens you can select to create unique 
file names. These tokens include counting numbers, date and time values, number of pages scanned, and so 
on. If the button name is not unique, you will see an on-screen notification that a {BatchID} and/or {#b} will be 
inserted into the name.  
						

							Xerox® DocuMate® 4700
User’s Guide 50 • Click the down arrow and selected a token value from the list, then click the arrow button to add that value to 
the file name field. The token values are:
{FN}—inserts the scanner name.
{#b}—inserts the image number without adding zero (1).
{#03b}—inserts a 3-digit image number in the scan batch (001).
{D}—inserts the numeric day of the month without a zero added to single-digit days (4).
{DD}—inserts the numeric day of the month with a zero added to single-digit days (04).
{DDD}—inserts the abbreviated 3-letter day (Mon).
{DDDD}—inserts the full name of the day (Monday).
{M}—inserts the numeric month without a zero added to single-digit months (8).
{MM}—inserts the numeric month with a zero added to single-digit months (08).
{MMM}—inserts the abbreviated 3-letter month (Aug).
{MMMM}—inserts the full name of the month (August).
{YY}—inserts the two-digit year (97).
{YYYY}—inserts the four-digit year (1997).
{h}—inserts the 12-hour clock hour without a zero added to single-digit time values (2).
{hh}—inserts the 12-hour clock hour with a zero added to single-digit time values (02).
{H}—inserts the 24-hour clock hour without a zero added to single-digit time values (2).
{HH}—inserts the 24-hour clock hour with a zero added to single-digit time values (02).
{m}—inserts the minute without a zero added to single-digit time values (7).
{mm}—inserts the minute with a zero added to single-digit time values (07).
{s}—inserts the second without zero added to single-digit time values (9).
{ss}—inserts the second with zero added to single-digit time values (09).
{User}—inserts the user name.
{Mach}—inserts the computer name.
{Dest}—inserts the destination application name.
{Bttn}—inserts the button name.
{Mode}—inserts the scan color mode.
{Size}—inserts the page size.
{BatchID}—inserts a unique batch identification number.
Te c h n i c a l  N o t e
Some destination application links, such as the NewSoft Presto! BizCard software, require a specific filename format 
for the images that have been sent to the link to open correctly in the application. For example, when scanning 
duplex, if the image token {#03b} is not included in the filename, then each image sent will be regarded as a 
separate scan, and instead of one file with 2 pages you will have 2 files. As each destination application link is 
different, there is no standard filename type you can create to use for all destinations. If you scan and the images 
are not grouped in the file(s) as needed, try deselecting Use custom file naming and then scan again.