Xerox Documate 4790 User Guide

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-43 Preview—this color field shows the actual color that will fill the redaction area in the final scanned image. When 
scanning in color, the Preview field will match the Color field. When scanning in Grayscale, the preview field will 
show the gray version of the color you selected, and that color will be in the final scanned image. When scanning 
in Black&White, the preview field will display black or white depending on the darkness of the color you selected, 
and the final image will have the redacted area(s) be black or white.
Te c h n i c a l  N o t e
The options on the Page Settings tab will affect the redaction options as described below:
• On the Page Settings tab, click the name inches or mm to toggle between the two units of measurement. 
When you click back on the Redaction Settings tab, the lower-right corner displays the Paper size in the units 
of measurement you selected.
• Make sure the page size selected on the Page Settings tab is correct for the documents you are scanning, 
otherwise the redaction may not occur in the correct area.
•If Color dropout is selected, redaction occurs after the color specified is removed from the image. 
For example, if you selected Red as the color dropout, but then specify red for the redaction region, the final 
image will have the redacted region filled with gray when scanning Grayscale, or black or white when 
scanning in Black&White. 
File Formats
The available file formats, in the Select format panel, are based on the selected destination for scanning. For 
example, if scanning to the destination Transfer to Storage, all file formats are available as the files are saved 
directly to a folder without opening any application. If the destination is an application, such as Microsoft’s Paint, 
only the file types the application supports will be available in the Select format panel. 
Color 
scanningGrayscale 
scanningBlack&White 
scanning
Click the name to 
toggle between 
inches and 
millimeters. 
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide 6-44 Most of the format icons have a right-click menu to select file format specific options, or choose additional 
formats that are not represented in the panel by default. 
The format names in the Select format panel indicates the file type extension for the scanned file.
Create Single Image Files
The TIFF and PDF formats, as well as the text file formats, support multiple page documents in a single file. If you 
are scanning as a TIFF or PDF format, or as one of the text formats, and want one file created for each image 
scanned, select Create single image files. Note that this option is automatically selected and disabled if you 
have selected a format that only supports single pages, such as BMP, PNG, GIF, or JPG.
Image Formats
Select an image file format for photos, artwork or other documents that you want to save as images. BMP and 
TIFF are standard image file formats generally used if you want to do additional image processing, such as photo 
touch-up or color correction. 
Image Formats. The BMP, JPG, 
and PDF image formats have 
right-click menu options.Text Formats; 
TEXT is only one 
of several text 
formats available. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-45 Right-click on the BMP icon to access the GIF and PNG image formats. When you select either of these formats, 
the format panel will change the BMP icon to the selected image format icon.
To select a JPEG file size:
1. Select JPG as the page format. 
2. Right-click on the JPG icon.
A menu opens.BMP—the *.bmp (bitmap) format is generally used when you want to do additional 
image processing, such as photo touch-up or color correction, as very little image 
compression is used when creating the file. When scanning in color or grayscale, BMP 
scans result in the largest file size of the image formats.
GIF—the *.gif (graphics interchange format) format is generally used when putting 
images on a website or server, as image compression can reduce the file size by 
approximately 95% when compared to a BMP file of the same image. Company logos 
and small pictures on a webpage are often GIF images. The GIF compression, and 
limited color range, can result in the medium and large images looking grainy or 
pixilated. 
PNG—the *.png (portable network graphics) format is another common image format 
for website graphics. Like GIF, the PNG compression greatly reduces the file size when 
compared to a BMP file of the same image. However, the PNG compression is different 
from GIF compression in that PNG images look better when scaled. Therefore, PNG is 
often used in place of GIF for company logos with a lot of detail, clickable buttons, 
medium sized pictures, and so on.
TIFF—the *.tif (tagged image file format) format is another image type that is often 
used for photo editing. When scanning in color, it produces a file of similar quality and 
size to a BMP file. However, when scanning in Black & White, the TIF compression 
produces the smallest file size of all the image types without losing image quality. TIFF 
also supports multi-page image files.
JPG—the *.jpg (joint photographic experts group) format is a common image format 
for transferring pictures electronically, such as posting to a website or sending via email, 
as JPG image files are smaller than BMP and TIFF files. You can change the level of 
compression for the picture file to have better quality or a smaller file size. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-46 3. Choose the file size/image quality option for your scanned images.
Minimize Size—smallest file size, lowest image quality.
Normal—medium file size, some loss of image quality.
Maximize Quality—largest file size, minimal loss of image quality.
Your selection pertains only to the button currently selected on the OneTouch Properties window. Other 
buttons that have JPG selected as the file format are not affected, so you can set the JPG file size/image 
quality independently for each button.
4. Click OK or Apply on the OneTouch Properties window.
Right-click on the PDF format icon to change the image quality or select the option to make the scanned PDF file 
PDF-A compliant. 
To select a PDF file size:
1. Select PDF as the page format. 
2. Right-click on the PDF icon.
A menu opens.
3. Choose the file size/image quality option for your scanned images.
Minimize Size—smallest file size, lowest image quality.
Normal—medium file size, some loss of image quality.
Maximize Quality—largest file size, minimal loss of image quality.
Your selection pertains only to the button currently selected on the OneTouch Properties window. Other 
buttons that have PDF selected as the file format are not affected, so you can set the PDF file size/image 
quality independently for each button.PDF—the *.pdf (portable document format) image format is often used to create 
images of text pages. The image compression of PDF files creates relatively small file 
sizes when scanning multiple page files in color. While the TIFF image format also 
supports multiple page files, when scanning in color the TIFF files are often too large to 
be transferred electronically. The PDF file format is ofte n us ed for posting multiple 
page files to websites, sending via email, and permanent storage. As with the JPG file 
format, you can change the PDF quality to reduce the file size or improve the image 
quality. 
Adobe
® Reader®, or other PDF viewer software, must be installed on your computer for 
you to to view PDF files. 
Using PDF-A when scanning as PDF, means the files are compliant with the ISO-19005-
1 standard for permanent archival of electronic documents. More information about 
this standard can be found at www.pdfa.org. 
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide6-47 4. Click OK or Apply on the OneTouch Properties window.
Text Formats
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. 
Select a text format for documents with text or numbers, such as a business letter, report, or spreadsheet. The 
text format icon has several file formats available, depending on the Destination Application you select.
Detailed information about these text file formats, and instructions for setting up the OCR options, are in the 
section Scanning with Optical Character Recognition (OCR) on page 90.
To select a file type for the text format:
1. Select the Destination Application.
2. Right-click on the text format icon. 
The menu options depend on the type of Destination Application you select.
3. Choose the file type that you want for the text format.
4. Click OK or Apply on the OneTouch Properties window. Example menu for the Text format when 
the selected application is Microsoft’s 
Word and the OneTouch OmniPage 
Module is installed.Example menu for the Text format when 
the selected application is Transfer to 
Storage and the OneTouch OmniPage 
Module is installed. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-48
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 starts. 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.
Canceling a Configure Before Scan
1. Click Cancel in the scanning progress window. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-49 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 batch, 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 but you want to scan your documents in color. Choose Yes 
to delete any scanned pages, then start 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, all 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 into 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.
Open Scanned Document(s)
Select the destination Open Scanned Document(s) to have the scanned document open automatically when 
scanning 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 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. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-50 Destination type—the Open Scanned Document(s) 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.
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 failure. 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 application 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 scanned file is still sent to the other selected destination 
application(s) in OneTouch. 
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 folder on the computer or server, 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 Transfer to Storage 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. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-51
Setting the Folder and Options from OneTouch
In the OneTouch Properties window, select Transfer to Storage as the Destination Application for scanning. 
•Click the Properties button to open the OneTouch Link Properties for Transfer to Storage. From this window, 
you can change the global default storage location and options.
On initial installation of OneTouch, all scan configurations 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 configuration, changing the options in this Link Properties window will no longer 
update to the configurations you modified. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-52 •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 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. 
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 scanned 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 will be the grouping option you selected. 
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 Transfer to Storage folder location without opening OneTouch first. 
1. Right-click on the folder you want set as the scan destination.Transfer to Storage OneTouch Link 
Properties windowScan Configuration Properties window - 
Storage Options tab