Xerox Documate 4790 User Guide

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-63 •Password—input the password for the user account name you specified.
•Use Windows Integrated Authentication—select this option to use the Windows current user’s login name 
and password to access the SharePoint site.
•Destination folder—this is the folder where the final scanned document(s) are transferred to when scanning 
is complete.
•Filename format—select a file naming format, for the scanned document, from the list. Select “Use custom 
file naming” to use the file you set on the Options tab in the OneTouch Properties window.
Count—this field will enable when the selected Filename format contains {seq}. Input the number you want 
the sequential count to start from.
Filename prefix—this field will enable when the selected Filename format contains {prefix}. Input the name 
or value you want as the prefix in the final file name.
Because the destination configuration is done through the scan configuration, you can set each configuration to 
scan to different SharePoint site, folder, filename format, using different user credentials, and so on. This is the 
same process used as when scanning to different folders using the Transfer to Storage destination, as described 
in detail starting on page 53.
Click on the Help button, in this configuration tab, to launch the SharePoint help file. The help file contains 
detailed information about the settings in this window and technical implementation notes.
SharePoint Link Log Viewer
The OneTouch Link Log Viewer opens automatically when scanning is complete. Click on the menu arrow next to 
View logs for and select SharePoint Link from the list to display the transfer history for the SharePoint link only. 
Double-click on any of the line items to open the selected log file in the Log File Detail View. If you open a failed 
transfer, the log file may contain the information you need to determine why the transfer failed. After you 
address the failure indicated in this log file, you can click the Retry button to resend the document to the server. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-64 Click on the Properties button to open the Log Viewer from the SharePoint OneTouch Link Properties window. 
There are no global configuration properties for the SharePoint destination application, all configuration is done 
using the Scan Configuration Properties window as described in the previous section.
FTP Transfer
The FTP Transfer destination link allows scans to be sent directly to an FTP server from OneTouch. Please contact 
your server 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 FTP server 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 an FTP 
server. 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 FTP Transfer 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 FTP server is done using the FTP Transfer tab in the Scan Configuration Properties 
window.  
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-65 1. Select FTP Transfer as the destination application.
2. Open the Scan Configuration you want to modify for scanning to an FTP server, or create a new Scan 
Configuration.
Select an existing configuration in which you have already specified your FTP server information, and then 
click on the Copy button to create a new configuration using the settings of the current configuration. 
3. Click on the FTP Transfer tab and fill in the fields with the information for you FTP server.
•Protocol—select which protocol you want to use to transfer the scan to the server.
•Host—input the internet or intranet path of the server where you want to send the scanned documents. you 
do not need ftp:// at the beginning. For example, ftp.company.com
•Port—input which port to use with the selected protocol. Changing the selected protocol will reset this value 
to the appropriate default for the protocol.
•User account—input the user account name that has privileges to save files to the specified host 
destination folder.
•Password—input the password for the user account name you specified.
•Destination folder—input the folder path, on the remote FTP server, where you want the scanned 
documents sent. This path would appear in your web browser after the host name. For example, marketing/
shared documents/data sheets.  
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-66 Because the destination configuration is done through the scan configuration, you can set each configuration to 
scan to a different FTP server, destination folder, and so on. This is the same process used as when scanning to 
different folders using the Transfer to Storage destination, as described in detail starting on page 53.
FTP Link Log Viewer
The OneTouch Link Log Viewer opens automatically when scanning is complete. Click on the menu arrow next to 
View logs for and select FTP Link Agent from the list to display the transfer history for the FTP link only. 
Double-click on any of the line items to open the selected log file in the Log File Detail View. If you open a failed 
transfer, the log file may contain the information you need to determine why the transfer failed. After you 
address the failure indicated in this log file, you can click the Retry button to resend the document to the server.
Click on the Properties button to open the Log Viewer from the FTP OneTouch Link Properties window. There are 
no global configuration properties for the FTP destination application, all configuration is done using the Scan 
Configuration Properties window as described in the previous section. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-67
SMTP 
The SMTP destination link allows scans to be sent directly to an email address, through an SMTP server, from 
OneTouch. Please contact your server administrator for the server information you need to configure this link. 
Alternatively, have your site administrator or IT professional configure this link for you. Configuration of the 
SMTP server settings and user accounts is outside the scope of this document.
Supported file types—all image and text file formats, except HTML, are available when scanning to an SMTP 
server. 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 SMTP destination is classified as a “Email Link”. To make it available in the destination 
list, you must select Email on the Options tab in the OneTouch Properties window. 
All configuration of the SMTP server is done using the SMTP Settings tab in the Scan Configuration Properties 
window. 
1. Select SMTP as the destination application.
2. Open the Scan Configuration you want to modify for scanning to an SMTP server, or create a new Scan 
Configuration.
Select an existing configuration in which you have already specified your SMTP server information, and then 
click on the Copy button to create a new configuration using the settings of the current configuration.  
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-68 3. Click on the SMTP Settings tab and fill in the fields with the information for you SMTP server.
•Protocol—select which protocol you want to use to transfer the scan to the server.
•Host—input the internet or intranet path of the server where you want to send the scanned documents. For 
example, smtp.company.com
•Port—input which port to use with the selected protocol. Changing the selected protocol will reset this value 
to the appropriate default for the protocol.
•User account—input the user account name that has privileges to send email messages through the SMTP 
server. 
•Password—input the password for the user account name you specified.
•Use Windows Integrated Authentication—Select this option to use the Windows current user’s login name 
and password to send the message through the SMTP server.
•Email to—input a valid recipient email address to receive the scanned document. If it is not a valid address 
the transfer will fail.
•Email from—input the email address you want to appear in the email message “from” field. 
•Limit (MB)—input the maximum message size limit set on the SMTP server. This number should be lower 
than or match the SMTP server maximum. You cannot send messages that exceed the maximum message 
size of the SMTP server. 
Because the destination configuration is done through the scan configuration, you can set each configuration to 
scan to a different SMTP server, send messages to different email addresses, using different user credentials, and 
so on. This is the same process used as when scanning to different folders using the Transfer to Storage 
destination, as described in detail starting on page 53.
Click on the Help button, in this configuration tab, to launch the SMTP help file. The help file contains detailed 
information about the settings in this window and technical implementation notes. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-69
SMTP Link Log Viewer
The OneTouch Link Log Viewer opens automatically when scanning is complete. Click on the menu arrow next to 
View logs for and select SMTP Link Agent from the list to display the transfer history for the SMTP link only. 
Double-click on any of the line items to open the selected log file in the Log File Detail View. If you open a failed 
transfer, the log file may contain the information you need to determine why the transfer failed. After you 
address the failure indicated in this log file, you can click the Retry button to resend the document to the server.
Click on the Properties button to open the Log Viewer from the SMTP OneTouch Link Properties window. There 
are no global configuration properties for the SMTP destination application, all configuration is done using the 
Scan Configuration Properties window as described in the previous section.
Email Applications
Scanning to an email application, such as Outlook or Windows Mail, attaches the scanned image to a blank email 
message. You then fill in the recipient email address(es) and send the message. You need to have configured an 
email application before you can scan to it using OneTouch. If you do not have your email application set up prior 
to scanning, the default Windows email application will open and ask you to configure your user information. 
Please contact your IT department, server administrator, or other group that provided you the email information 
for setup instructions. Configuring an email application and user account is outside the scope of this document. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-70 Supported file types—all image and text file formats, except HTML, are available when scanning to an email 
application. 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 types—the email destination is classified as an “Email Link”. To make it available in the destination 
list, you must select Email on the Options tab in the OneTouch Properties window. 
The email application in the OneTouch destination list is the default email program selected in the Internet 
Options of Internet Explorer. Click on the email application that is in the list, then click on the Properties button 
to launch the Email OneTouch Link Properties window to change the email application. 
Email Properties
Use the Email Link Properties window to select a folder for storing a permanent copy of the scanned image, 
setting the color document options, and changing the email application that is in the OneTouch destination list. 
•Folder for storing attachments—click the Browse button to change the location using the Windows file 
browser, or type a location directly in the field. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-71 •Internet options—if you need to change your email client, or any other internet options, click the Internet 
Options button.
The Windows Internet Options Control Panel opens. Click the Programs tab and choose a new email client 
from the program list. These are the standard Windows Internet Explorer options. Please see your Windows 
documentation for more information about the Internet Explorer options.
Color document handling—click in the Color document handling settings boxes for the options you want.
•Convert Bitmaps using Screen Resolution—use this option to ensure that an image will fit on the 
computer’s screen. 
•Convert Bitmaps to JPEG—JPEG files can be compressed to produce smaller files sizes and, therefore, 
shorter transmission times when you email the file or upload it to the internet.
If you changed the email application Internet Explorer, and it does not immediately appear in the Select 
destination list, click the Refresh button to update the destination list in OneTouch. 
Text Editors
Scanning to a text editing application, such as Microsoft’s Notepad or WordPad, automatically converts the text 
in the scanned image into editable text using Optical Character Recognition (OCR). 
Supported file types—the text file formats and destination applications 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. Additionally, the available file formats are application specific, for example Microsoft’s 
WordPad can open *.txt and *.rtf files, so only those two file types will be available when scanning to WordPad. 
Note that when there is no OCR module or application installed, the format panel will not contain a text icon and 
there will be no text editor applications in the Select destination list. 
Destination type—this destination type is classified as a “Text Based Link”. To make it available in the 
destination list, you must select Text editing applications on the Options tab in the OneTouch Properties window. 
If the text editing application you are using does not appear in the Select destination list, you can add the 
application using the Text Documents OneTouch Link Properties window.  
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-72 1. In the OneTouch Properties window select one of the default text editors such as WordPad.
2. Click on the Properties button to open the Text Document OneTouch Link Properties window. From this 
window you can select what OneTouch should do when text is not detected or recognition fails, and add 
other applications to OneTouch.
Note that if you recently installed an application, click the Refresh button to see if OneTouch will 
automatically configure the link before you try adding it manually.
Text Documents Properties
These properties apply to Microsoft Word, Microsoft Excel®, and any other text editing applications indicated by 
their icons in the list.
•Add application—click this button to open the Add Text Based Link dialogue so you can add other text 
editing applications to OneTouch.