Xerox WorkCentre 5735 User Manual
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WorkCentre™ 5735/5740/5745/5755/5765/5775/5790 Workflow Scanning121 Table of Contents Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Repositories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122 Workflow Scanning Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Selecting a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Output Color . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 2-Sided Scanning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Original Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Scan Presets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126 Advanced Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 Image Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 Image Enhancement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 127 Resolution . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Quality / File Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Update Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129 Layout Adjustment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Original Orientation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Original Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Edge Erase . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131 Filing Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 File Name . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 File Format . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 If File Already Exists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Document Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Add File Destinations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Job Assembly . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Build Job . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134 Creating Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135 New Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135 Modifying a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136 Copying a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 Deleting a Template . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 Template Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137 Scan to Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142 Creating a Private Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142 Using Scan to Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Scan to Home . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145 Using Scan to Home . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 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Introduction WorkCentre™ 5735/5740/5745/5755/5765/5775/5790 Workflow Scanning 122 Introduction Workflow Scanning enables the creation of an electronic image file by scanning an original hard copy document. Use Workflow Scanning when both your device and your computer have access to the same specified filing location. The scanned file is placed in a network filing location known as a repository, as specified by the template selected on the device. The standard Workflow Scanning option enables the electronic images to be stored and retrieved from a server or workstation on the network. Two further options are available: •Scan to Mailbox will store the image on the device hard disk and the user can retrieve the files using Internet Services. For further information, refer to Scan to Mailbox on page 142. •Scan to Home allows the user to send the files to a location on the network specified as their Home destination. For further information, refer to Scan to Home on page 145. Workflow Scanning is set up by a System Administrator using Internet Services. Users can use Internet Services to create templates and folders once the relevant scanning function has been set up and enabled. Repositories Repositories are directories or filing locations setup on a server, where your scanned files are saved to and held. The Repositories are set up using Internet Services. Before you can use Workflow Scanning, your System Administrator must set up the repositories available to your device. Selecting a template identifies the repository / location your scanned job is filed to. Repositories are validated by Internet Services when defined by the System Administrator as a scanning destination. Up to 5 Repositories (1 default and 4 additional) can be defined. After the Repositories are setup, they are available to you as choices when modifying templates. Templates Templates are used for scanning and faxing jobs at your device via the Workflow Scanning service. They define the parameters of your scan or fax job. Information such as the final destination of your job (the repository) and the image quality settings are defined within the template, along with the template name. The template name is displayed within the template list, accessed on the device touch screen. You can select an existing template 'as is' or use Internet Services to create a brand new one or modify an existing one. To successfully complete a Workflow Scanning job you must select a template from the device touch screen. Template operations can either be performed using Internet Services, or FreeFlow ™ SMARTsend™. For information about FreeFlow ™ SMARTsend™ templates refer to the FreeFlow™ SMARTsend™ User Guide. This guide is included with the FreeFlow ™ software documentation that accompanied your device. Downloaded From ManualsPrinter.com Manuals
Workflow Scanning Options WorkCentre™ 5735/5740/5745/5755/5765/5775/5790 Workflow Scanning123 Workflow Scanning Options 1. To select the Workflow Scanning service, press the Services Home button. 2. Select the Workflow Scanning option. Additional options and features are displayed. Most feature screens include the following buttons to confirm or cancel your choices. •Undo resets the current screen to the values that were displayed when the screen was opened. •Cancel resets the screen and returns to the previous screen. •Save saves the selections made and returns to the previous screen. •Close closes the screen and returns to the previous screen. If an option is not required, use the Off option to disable a feature. If Authentication or Accounting has been enabled on your device you may have to enter log in details to access the features. Refer to Log In / Out on page 32 of Getting Started. Workflow Scanning allows the user to scan a hard copy original and convert it into an electronic file. The file is placed into a specified filing location on a networked server, workstation or the device hard drive. The settings used for scanning the original are stored in a template. Using Workflow Scanning 1. Load your documents face up in the document feeder input tray. Adjust the guide to touch the documents. Or........... Lift up the document feeder. Place the document face down onto the document glass and register it to the arrow at the top right rear corner. Close the document feeder. 2. Press the Clear All (AC) button once to cancel any previous screen programing selections. 3. Press the Services Home button and select the Workflow Scanning option. The Work fl ow Sca n nin g features are displayed. 4. Select a Template for the job from the templates displayed in the list. All the current settings are changed to the settings in the template. Downloaded From ManualsPrinter.com Manuals
Workflow Scanning Options WorkCentre™ 5735/5740/5745/5755/5765/5775/5790 Workflow Scanning 124 5. Select the required features for your scanning job using the touch screen. If required, modify the template settings from the options on the Workflow Scanning, Advanced Settings, Layout Adjustment and Filing Options tabs: 6. Press Start to scan the originals and process the Workflow Scanning job. Remove the originals from the document feeder or document glass when scanning has completed. The Wo rk flow Scanning job enters the job list ready for filing. The scanned images are then filed to the location specified on the template ready for retrieval by the user. Selecting a Template To use a template, select the template required from the Template Destinations list. To ensure the latest templates are available, select Update Templates from the Advanced Settings tab. Use the scroll bar to access templates not shown in the list. There are several types of template available: •Default Template this is the template supplied with your device software and is always available at the top of the list. Once your System Administrator has set up the file repository they define the parameters of the Default template. Any user can select the Default template, make the programing selections required for their individual job and scan their originals. •Local Public or Private Templates are created using Internet Services. Users can create a new template, delete an existing template or copy and then modify an existing template. •Network Templates are advanced network scanning templates and workflows which have been created using optional scanning applications. •Home Template this is the Scan to Home template and is available if you have entered your authentication log in details into the device. Images are scanned to a destination specific to the logged in user. •Public/Private Mailbox Templates enable users to scan images to public or private mailboxes which have been setup on the device using Internet Services. You must give the mailbox folder a name and private mailboxes may also require a secure password. Output Color is used to replicate the original colors or to change the output to black and white, grayscale or color. Note:This feature may not be available on your device. 2-Sided Scanning is used to select whether your originals are 1-sided or 2-sided. The second side can be rotated. Original Type is used to define the original document as text, text and photo, or photo. Scan Presets is used to set the scan settings to suit how the scanned image will be used. Downloaded From ManualsPrinter.com Manuals
Workflow Scanning Options WorkCentre™ 5735/5740/5745/5755/5765/5775/5790 Workflow Scanning125 Output Color Select the Auto Detect option in Output Color to automatically detect and match the color of your original and produce black and white, grayscale or color output from your original. The options are: •Auto Detect to select output that matches your original. •Black & White to select black and white output regardless of the color of your original. •Grayscale to use gray scales instead of color. •Color to select color output from your original. Note:This feature may not be available on your device. 2-Sided Scanning The 2-Sided Scanning option allows you to set whether 1 or 2 sides of your original document are scanned. The options are: •1-Sided is used if your original documents are single-sided. •2-Sided is used if your original documents are double-sided. The document feeder must be used to scan your originals with this option. •2-Sided, Rotate Side 2 select if your original opens up like a calendar. The document feeder must be used to scan your originals with this option. Original Type Use this option to define the type of original being used for scanning. Making the correct selection enhances the quality of your output image. The options are: •Photo & Text is recommended for originals containing high quality photographs or line art and text. Using this setting the scanned image will contain high quality pictures though the sharpness of text and line art is slightly reduced. •Text produces sharper edges and is recommended for text and line art. •Photo is used specifically for originals containing photos or continuous tones without any text or line art. Produces the best quality for photos but reduced quality text and line art. Downloaded From ManualsPrinter.com Manuals
Workflow Scanning Options WorkCentre™ 5735/5740/5745/5755/5765/5775/5790 Workflow Scanning 126 Scan Presets Use Scan Presets to optimize scan settings to match the intended purpose of the scanned documents. The options are: •Sharing & Printing is used for sharing files that are going to be viewed on-screen and for printing most standard business documents. This setting results in a small file size and normal image quality. •Archival - Small File Size is best for standard business documents that are stored electronically for record keeping purposes. This setting results in the smallest file sizes and normal image quality. •Simple Scan is used for faster processing but may result in excessively large file sizes. Using this setting applies only minimal image processing and compression. •OCR is best for documents that are going to be processed by Optical Character Recognition (OCR) software. This setting results in large file sizes and the highest image quality. •High Quality Printing is best for business documents containing detailed graphics and photos. This setting results in large file sizes and the highest image quality. •More... is used to access all the Scan Presets options available. If using this option, select Save to save your selections and exit. Downloaded From ManualsPrinter.com Manuals
Advanced Settings WorkCentre™ 5735/5740/5745/5755/5765/5775/5790 Workflow Scanning127 Advanced Settings The Advanced Settings provide access to the features which enhance the image quality or output quality. To access the Advanced Settings, select Services Home and Workflow Scanning. Then select the Advanced Settings tab. Image Options Select Image Options to adjust the lightness and darkness of the image, and to sharpen the image. The options are: •Lighten/Darken provides a manual control to adjust the lightness or darkness of the scanned images. • Move the indicator down to darken the scanned image, for light originals such as pencil images. • Move the indicator up to lighten the scanned image, for dark originals such as halftones or originals with colored backgrounds. •Sharpness provides manual control to adjust the sharpness of the scanned images. • Move the indicator up to sharpen the scanned image. • Move the indicator down to soften the scanned image. Select Save to save your selections and exit. Image Enhancement Select Image Enhancement to reduce background and adjust the image contrast. The options are: •Background Suppression enhances originals that have colored backgrounds, by reducing or eliminating the background from your original. This option is useful when your original is on colored paper. • Select Auto Suppression to automatically suppress unwanted background. • Select Off to turn the Background Suppression feature off, particularly when: • The Darken adjustment does not produce a satisfactory output from light originals. • The original has a gray or colored border, such as a certificate. • You want to bring out fine detail that was lost due to a dark edge when using bound originals. Downloaded From ManualsPrinter.com Manuals
Advanced Settings WorkCentre™ 5735/5740/5745/5755/5765/5775/5790 Workflow Scanning 128 •Contrast controls the image density on the output and compensates for an original that has too much or too little contrast on the image. • Move the indicator up to reproduce more vivid blacks and whites for sharper text and lines but less detail in pictures. • Move the indicator down to reproduce more detail in light and dark areas of the original. Select Save to save your selections and exit. Resolution The Resolution affects the appearance of the scanned image. A higher resolution produces a better quality image. A lower resolution reduces communication time when sending the file over the network. The options are: •72 dpi recommended for output displayed on a computer. It produces the smallest file size. •100 dpi recommended for output that delivers low quality text documents. •150 dpi recommended for average quality text documents and line art. Does not produce the best image quality for photos and graphics. •200 dpi recommended for average quality text documents and line art. Does not produce the best image quality for photos and graphics. •300 dpi recommended for high quality text documents that are to pass through OCR applications. Also recommended for high quality line art or medium quality photos and graphics. This is the default resolution and the best choice in most cases. •400 dpi recommended for photos and graphics. It produces average image quality for photos and graphics. •600 dpi recommended for high quality photos and graphics. It produces the largest image file size, but delivers the best image quality. Select Save to save your selections and exit. Downloaded From ManualsPrinter.com Manuals
Advanced Settings WorkCentre™ 5735/5740/5745/5755/5765/5775/5790 Workflow Scanning129 Quality / File Size The Quality / File Size settings allow you to choose between scan image quality and file size. These settings allow you to deliver the highest quality or make smaller files. A small file size delivers slightly reduced image quality but is better when sharing the file over a network. A larger file size delivers improved image quality but requires more time when transmitting over the network. The options are: •Normal/Small produces small files by using advanced compression techniques. Image quality is acceptable but some quality degradation and character substitution errors may occur with some originals. •Higher/Larger produces larger files with better image quality. •Highest/Largest produces the largest files with the maximum image quality. Large files are not ideal for sharing and transmitting over the network. Select Save to save your selections and exit. Note:If you change the Quality / File Size option you may affect the settings in the Scan Presets options on the Workflow Scanning tab. Update Templates The Update Templates feature retrieves new or updated templates or workflows and removes outdated items from the list. 1. Select Update Template List to retrieve updated template information immediately. 2. Select the Update List option to confirm an update is required. 3. Select Close. Note:Selecting this option may cause a delay and the Workflow Scanning service will be unavailable for several minutes. The delay does not affect the other services available on the device. Downloaded From ManualsPrinter.com Manuals
Layout Adjustment WorkCentre™ 5735/5740/5745/5755/5765/5775/5790 Workflow Scanning 130 Layout Adjustment The Layout Adjustment options allow you to manipulate the scanned image and enhance the appearance and style of your output. To access the Layout Adjustment options, select Services Home and Workflow Scanning. Then select the Layout Adjustment tab. Original Orientation Use to specify the orientation of the originals being scanned. The orientation of the images on the originals must match the orientation selected. The device uses this information to identify if the images require rotating to produce the required output. •Portrait Originals the images on the originals are in a portrait orientation. A graphical representation of the image orientation is shown when the option is selected. •Landscape Originals the images on the originals are in a landscape orientation. A graphical representation of the image orientation is shown when the option is selected. Select Save to save your selections and exit. Original Size Original Size allows you to specify automatic size detection of the originals, mixed size originals, or the specific size of the image to be scanned. The options are: •Auto Detect is the default setting and enables automatic size sensing. The size detected is matched to a standard size paper. •Preset Scan Areas allows you to define the size of your original from a list of pre-set, standard original sizes. You can view the list by using the scroll bar. •Custom Scan Areas is used to enter a specific area for scanning. Measure the area to be scanned on the original and enter the X and Y axis measurements into the fields provided. Only the area specified is scanned. •Mixed Size Originals allows you scan documents containing different size pages. The pages must be the same width, like A4 LEF and A3 SEF (8.5x11” LEF and 11x17” SEF), other combinations are shown on the screen. Select Save to save your selections and exit. Downloaded From ManualsPrinter.com Manuals