Xerox Documate 4790 User Guide

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-73 •Delete application—select an application in the list then click this button to remove the application from 
the OneTouch destination list. You can only delete an application that you have added, the destinations that 
are linked when OneTouch is installed cannot be deleted.
General OCR settings—click in the OCR settings boxes for the options you want. The options will apply to all the 
applications in the group. 
•Always send a file, even when no text was found—the scanned file is sent to the application even if the 
image does not appear to contain text. This could occur if you scanned a photograph with a scanner button 
set for text applications.
•Show message if text recognition failed—a message will open on the screen if the OCR reader does not 
detect text in the image.
Adding Text Editor Applications to OneTouch
1. To add another application to the list, click the Add application button. The Add Text Based Link dialog box 
opens.
2. Click Browse to find the application you want to add to the list.
When you select the application using the Browse button, Steps 1 and 2 on the dialog box are automatically 
filled in, and the application icon appears in Step 3.
3. Select the icon in Step 3 of the dialog box. That is the icon that will appear in the OneTouch Destination List.
4. In Step 4 of the dialog box, select the file formats that the application will accept. 
–HTML Formatted file—select this option when you want to scan to your web browser for posting HTML 
pages to a website. Even though word processing applications, such as Notepad and Word can open 
*.htm files, you cannot scan as *.htm to word processing text editors. Scanning as HTML creates a 
directory with the *.htm file and linked images for website use. Word processing applications cannot 
accept a directory structure for image and text transfer.
–Rich Text Format—select this option if your application can open *.rtf files, which are plain text 
documents that contain formatting. Microsoft’s WordPad application is a compatible application for the 
*.rtf file formation. 
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide 6-74–Standard ASCII text file—select this option if you want to have plain text, without formatting, sent to 
your text editing application. Most text editing applications will accept plain text (*.txt) files.
–Adobe PDF format—select this option if you are adding a PDF viewing or editing application to the list. 
This PDF format is an image format only, it will not recognize the document using OCR, and you will not 
be able to search or edit the text in the final file. The application you are adding must be able to open 
*.pdf files.
–Adobe searchable PDF—this is the PDF image format with a hidden searchable text layer. You will not 
be able to edit the text the file. The application you are adding must be able to open *.pdf files.
The options you select at Step 4 determine the page format icons in the OneTouch Properties window 
for that group of applications. Refer to the documentation you received with the application to see 
which text formats the application accepts. 
5. When you are done making changes in this window, click the Add button to accept the changes and close 
the window. 
6. Click OK on the Link Properties window.
7. Click Refresh on the OneTouch Properties window and the new application should now be available.
Creating an HTML Web Page from Your Scanned Documents
1. Open the OneTouch Properties window. 
2. Select your web browser as the Destination Application and choose HTML as the Format.
3. Choose a Scan Configuration that has the settings for how you want any images, on the pages you are 
scanning, to be displayed. For example, choose a color or grayscale scan configuration if your documents 
contain images that you want posted to your website with the HTML text. 
4. Click OK.
5. Start scanning using the button you selected for scanning with the HTML format.
When scanning is finished, the document is first converted to editable text using the OCR process, then 
converted into an HTML format. Any images detected by the OCR engine are isolated and linked as *.gif files.
6. Microsoft Internet Explorer, or other web browser you scanned to, then opens showing your converted page. 
The application’s URL field shows the location where OneTouch saved the HTML files for you to locate and 
post to your website.
Choose 
HTML 
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide6-75
Still Image Client
If you want to specify an application to use for scanning at the start of the process, you can use event forwarding. 
Supported file formats—you cannot select a file format when scanning to the Still Image Client as the 
destination application is not selected until after you start scanning.
Destination type—the Still Image Client destination is classified as an “Event Forward Link”. To make it available 
in the destination list, you must select STI event forwarding on the Options tab in the OneTouch Properties 
Window.
Please note that if you have turned on the option to scan to multiple destinations, the Still Image Client 
destination cannot be selected. Please click on the Options tab and deselect Enable scanning to multiple 
destinations to proceed with scanning to this destination.
1. Open the OneTouch Properties window, and select Still Image Client as the Destination Application.
2. Choose a Scan Configuration and click OK.
3. Start scanning using the button you selected for event forwarding. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-76 4. A dialog box opens for you to select the application to use for scanning. Select the application you want in 
the box and click OK.
Now the application you selected opens and you can continue scanning using that application’s interface. 
Te c h n i c a l  N o t e
If the scanner scans and sends an image to an application without prompting you to choose an application to 
run, the control panel options for your scanner’s events are automatically set to run a specific program when an 
event is initiated. Follow these steps to change the events setting for your scanner.
1. Open the Windows Control Panel.
2. Open the Scanners and Cameras group.
When the Control Panel is in Classic View, the Scanners and Cameras group will be in the list.
When the Control Panel is in Category View (Windows XP), or Home View (Windows Vista, 7 and 8), the 
Scanners and Cameras group will be located under either of the following main groups:
–Windows XP—Printers and Other Hardware
–Windows Vista, 7 and 8—Hardware and Sound
3. Open the scanner properties window.
–Windows XP—click on the scanner icon and then click on the View device properties link on the left side 
of the window.
–Windows Vista, 7 and 8—click on the scanner icon and then click on the Properties button.
4. Click on the Events tab.
5. Select the option Prompt for which program to run to be prompted when scanning to Still Image Client. 
Alternatively, select Start this program then choose an application from the list to have that application 
start each time you scan to Still Image Client. 
6. Click on OK when you are done making changes to this window.
7. Now when you scan with Event Forwarding you will either be prompted to choose an application, or the 
default application you selected will open. 
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide6-77
Image Editors
Image editors include Microsoft Paint and other drawing and graphics applications. 
Supported file formats—the available file formats are based on the selected destination application. For 
example, you can scan to Microsoft’s Paint application as a BMP, GIF, PNG, or JPG, but not as TIFF. Please refer to 
Image Formats on page 44 for more information on which image formats OneTouch supports.
Destination type—this destination type is classified as a “Simple Image Link”. To make it available in the 
destination list, you must select Image editors (i.e. Paint) on the Options tab in the OneTouch Properties window. 
If the image editing application you are using does not appear in the Select destination list, you can add the 
application using the Image Documents OneTouch Link Properties window. 
1. In the OneTouch Properties window select one of the default image editors such as Microsoft Paint.
2. Click on the Properties button to open the Image Documents OneTouch Link Properties window.
From this window you can add an application and set additional document handling options.
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. 
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide 6-78
Image Documents Properties
These properties apply to Microsoft Paint and other image processing applications.
•Add application—click this button to open the Add Simple Image Link dialogue so you can add other image 
editing applications to OneTouch. 
•Delete application—select an application in the list then click this button to remove the application from 
the OneTouch destination list. You can only delete an application that you have added, the destinations that 
are linked when OneTouch is installed cannot be deleted.
Color document handling—click in the Color document handling settings boxes for the options you want. These 
options will apply to all the applications in the group.
•Convert Bitmaps using Screen Resolution—use this option to ensure that an image will fit on the 
computer’s screen. When a computer screen is set to a lower resolution, bitmap images with a higher 
resolution may be too big to fit on the screen. Converting the bitmap image to match the screen resolution 
ensures that the image fits on the screen.
•Convert Bitmaps to JPEG—JPEG files can be compressed to produce smaller file sizes and, therefore, shorter 
transmission times. Use this option to provide that compression capability to image files. 
						

							Scanning and Configuring OneTouch
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® DocuMate® 4790
User’s Guide6-79
Adding Image Editor Applications to OneTouch
1. To add another application to the list, click the Add application button. The Add Simple Image Link dialog 
box opens.
2. Click Browse to find the application you want to add to the list.
When you select the application using the Browse button, Steps 1 and 2 on the dialog box are automatically 
filled in, and the application icon appears in Step 3.
3. Select the icon in Step 3 of the dialog box. That is the icon that will appear in the OneTouch Destination List.
4. In Step 4 of the dialog box, select the file formats that the application will accept. 
–Windows Bitmap File—select this option if you want to scan to your image application as a BMP file. 
This format creates the largest file size as the final scanned image has not been compressed.
–Ta g g e d  I n f o r m a t i o n  F i l e—select this option if your application supports TIF image files. The TIF file 
format supports multiple pages in a single file.
–JPEG Compressed File—this is a compressed image format that is often used when sharing 
photographs and scanned images electronically as the file size is smaller than a BMP.
–Compugraphics File—select this option if your application supports GIF images. This file format is often 
used for icons and small images on a web page.
The options you select at Step 4 determine the page format icons in the OneTouch Properties window 
for that group of applications. Refer to the documentation you received with the application to see 
which text formats the application accepts. 
5. When you are done making changes in this window, click the Add button to accept the changes and close 
the window. 
6. Click OK on the Link Properties window.
7. Click Refresh on the OneTouch Properties window and the new application should now be available. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-80
PDF Applications
PDF destinations are applications that can open and/or edit the Adobe PDF file format. 
Supported file types—applications in the PDF destination group support the *.pdf file format. When the 
OmniPage module or software is installed, OneTouch includes an option to scan as sPDF or nPDF. Selecting either 
of these two formats still creates a *.pdf file, but the “s” and “n” letters indicate that OCR will process the image 
before sending the file to the PDF application. 
•sPDF—this format creates a *.pdf file that contains the original image of the scanned page, with a hidden 
text layer that allows you to search for text in the file.
•nPDF—this format creates a *.pdf file that can be edited in a PDF application. Any pictures in the scanned 
image are isolated from the text, the text on the page is recognized and turned into editable text, and the 
pictures are placed back into the document in the same flow as the original document. 
Destination type—this destination type is classified as “PDF Link”. To make it available in the destination list, 
you must select PDF applications on the Options tab in the OneTouch Properties window.
If the PDF 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. 
1. Click on the Options tab in the OneTouch Properties window.
2. Make sure PDF applications and Text editing applications are selected then click back on the button tab.
Please note that any PDF application you add manually to OneTouch will be classified as a “Text Based Link.” 
These applications will only show in the destination list when Text editing applications are enabled. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide6-81 3. Click on one of the default text editors such as WordPad.
4. Click on the Properties button.
5. To add another application to the list, click the Add application button. The Add Text Based Link dialog box 
opens.
6. Click Browse to find the application you want to add to the list.
When you select the application using the Browse button, Steps 1 and 2 on the dialog box are automatically 
filled in, and the application icon appears in Step 3.
7. Select the icon in Step 3 of the dialog box. That is the icon that will appear in the OneTouch Destination List. 
						

							Scanning and Configuring OneTouch
Xerox
® DocuMate® 4790
User’s Guide 6-82 8. In Step 4 of the dialog box, select Adobe PDF format and Adobe searchable PDF. 
Adobe PDF format—select this option if you are adding a PDF viewing or editing application to the list. This 
PDF format is an image format only, it will not recognize the document using OCR, and you will not be able 
to search or edit the text in the final file. The application you are adding must be able to open *.pdf files.
Adobe searchable PDF—this is the PDF image format with a hidden searchable text layer. You will not be 
able to edit the text the file. The application you are adding must be able to open *.pdf files.
The options you select at Step 4 determine the page format icons in the OneTouch Properties window for 
that group of applications. Refer to the documentation you received with the application to see which text 
formats the application accepts. 
9. When you are done making changes in this window, click the Add button to accept the changes and close 
the window. 
10. Click OK on the Link Properties window.
11. Click Refresh on the OneTouch Properties window and the new application should now be available.
Send to Application
The Send to Application link allows you to select any application on your computer as the scan destination. 
Supported file types—all file formats in OneTouch are available when scanning to this destination. After you 
configure the link, as described below, make sure you select a file format that the application can open. 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—this destination type is classified as “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.
You must configure this destination before attempting to scan to it the first time. If you scan without configuring 
the link first, the OneTouch log viewer will open and show that sending the image to the Send to Application link 
fa i l e d .