Xerox WorkCentre 5735A User Manual

							Layout Adjustment
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Workflow Scanning131
Edge Erase
Edge Erase enables you to specify how much of the image to erase around the edges of your 
document. For example, you can remove the marks caused by punched holes or staples in your original. 
The options are:
•All Edges is used to erase an equal amount from all 
the edges. Use the arrow buttons to adjust the 
amount to be erased from 1 mm to 50 mm (0.1” to 
2.0”). All marks or defects within the measurement set 
are deleted.
•Individual Edges enables an individual amount to be 
erased from each of the edges, on both the first and 
second sides.
Use the arrow buttons to adjust the amount for each edge, from 1 mm to 50 mm (0.1” to 2.0”).
•Scan to Edge use this option to scan to the edge of the image.
Select Save to save your selections and exit.
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							Filing Options
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Filing Options
Use the filing options to specify details about the scanned 
images to be stored, for example the file name, the file 
format and the overwrite conditions. To access the Filing 
Options, select Services Home and Workflow Scanning. 
Then select the Filing Options tab.
File Name
This feature enables you to name the file that is stored.
1. Using the keyboard, enter the name of the file.
• Up to 50 alphanumeric characters can be entered.
• To delete a character use the backspace key, or to clear the entire entry select the X button.
•Use the Keyboards... button to access additional language keyboards.
2. Select Save to save your selections and exit.
File Format
The File Format determines the type of file created and can 
be temporarily changed for the current job. You can select 
the file format you wish to use for your scanned image.
•TIFF (Tagged Image File Format) produces a graphic 
file that can be opened by a variety of graphic 
software packages across a variety of computer 
platforms. A separate file is produced for each image 
scanned.
•Multi-Page TIFF produces a single TIFF file containing several pages of scanned images. A more 
specialized software is required to open this type of file format.
•PDF (Portable Document Format) allows recipients with the right software to view, print or edit 
the electronic file, no matter what their computer platform.
Note:Depending on the receiving device, the PDF selection may not be compatible when the 
resolution is set to 200 dpi. 
•PDF/A is an industry standard format for long term document preservation based on the PDF 
format. The Advanced Settings may need checking to ensure they are appropriate for extended 
use.
•XPS (XML Paper Specification) given the right software the recipient of the scanned image can 
view, print or edit the file, no matter what their computer platform.
Select Save to save your selections and exit.
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							Filing Options
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If File Already Exists
This option is used to determine how the device handles 
duplicate filenames.
•Rename New File use this option when you want the 
device to name the new file (or folder) with a unique 
name.
•Add Date To Name this option appends a date and 
time stamp to the filename.
•Append to Existing File use this option to add the 
newly created scanned image file to an existing document with the same name as the document 
being scanned.
Note:This option is not available with Multi-Page Tiff and PDF file format options.
•Overwrite Existing File the new file overwrites the existing file with the same name.
•Do Not Save the scanned images are not saved if a file with the same name exists.
Select Save to save your selections and exit.
Document Management
The Document Management feature enables users to 
assign descriptive data to a scanned job. The descriptive 
data can be accessed by other software applications to 
assist in searching, indexing and the automated processing 
of scanned documents.
The Document Management data requirements are 
individually defined and programmed within the workflow 
scanning template.
The Document Management data fields can be either mandatory or optional. If the data is 
mandatory, the user is prompted to enter the data before scanning is allowed. Once the required data 
is entered, the user can commence scanning the job. If the data is optional, the user is prompted to 
enter the data, but can complete the job without the data if required.
Add File Destinations
This option allows you to select additional network locations as filing destinations for your scanned 
documents. These additional filing destinations must be set up by the System Administrator using 
Internet Services.
1. Select the destination required from the list.
2. To view information about the destination, select View Details.
3. Select Save to save your selections and exit.
The destination filing path and information is displayed.
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							Job Assembly
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Job Assembly
This tab provides access to the Build Job feature for 
compiling jobs which have different originals or programing 
requirements within a job. To access the Job Assembly 
options, select Services Home and Workflow Scanning. 
Then select the Job Assembly tab.
Build Job
Use this feature to build a job that requires 
different settings for each page, or a segment of 
pages.
You can select the appropriate settings to be 
applied to individual pages or segments of a 
completed job. First split the originals into 
sections for individual programing.
1. Select Build Job on the Job Assembly tab.
2. Switch on Build Job by selecting the On button and 
select Save.
3. Select the options required for the first segment of the 
job.
4. Load the first segment originals and press Start.
5. Remove the first segment originals. The Build Job 
screen displays the first segment in the list. 
Delete All Segments deletes the current Build Job and 
returns you to the main Build Job screen.
6. Select the options required for the second segment.
7. Load the second segment originals and press Start.
8. Repeat these steps until all segments of your job have been programmed and scanned.
9. After the last segment has been scanned, select End Build Job to indicate you have finished 
scanning and the job can be processed and completed.
Some pages 
with text and 
some with 
photosSome pages 
2 sided and 
some 1 sidedVa r i o u s  
sized 
originalsMore than 
100 pages
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							Creating Templates
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Creating Templates
Templates can be created, modified and deleted using the Internet Services option on your device. 
Template operations can only be performed once your System Administrator has defined the 
repositories and the Default template. This operation is performed within Internet Services. To access 
Internet Services:
1. Open the web browser from your Workstation.
2. In the URL field, enter http:// followed 
by the IP Address of the device. For 
example: If the IP Address is 
192.168.100.100, enter the following 
into the URL field: 
http://192.168.100.100.
3. Press Enter to view the Home page.
The Internet Services options for your device are displayed.
Note:To find out the IP Address of your device, print a configuration report. For instructions, refer 
to Print Reports on page 245 of Machine and Job Status.
New Templates
1. To create a new template, select the 
Scan option and select Create New 
Te m p l a t e.
Note:A New Distribution Template 
General Information window is 
displayed.
2. Enter the name that you want to 
appear as the template name on the 
device.
3. Complete the Description and Owner 
fields, if required.
4. Select the Add Destination to 
Te m p l a t e options required:
•Select from a Predefined List is 
selected if the file destination 
required is available in the drop-down menu.
•Enter a Scan Destination is selected if you need to enter a new file destination for the 
scanned images.
•Enter a Server Fax Number use this option to enter a telephone number if the images are to 
be sent to a server fax.
•File Destination select the file destination required from the drop-down menu.
•Friendly Name use to enter an appropriate name for the file destination.
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							Creating Templates
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•Protocol, IP Address and Port if entering a new destination for the scanned images, select 
the protocol type and enter the address details.
•Document Path use to specify a path to the destination selected, if required.
•Filing Policy use this option to determine how the device handles duplicate filenames.
•Rename New File use this option when you want the device to name the new file (or 
folder) with a unique name.
•Append to Existing File use this option to add the newly created scanned image file to 
an existing document with the same name as the document being scanned.
• This option is not available with Multi-Page Tiff and PDF file format options.
•Overwrite Existing File the new file overwrites the existing file with the same name.
•Do Not Save the scanned images are not saved if a file with the same name exists.
•Add Date To Name this option appends a date and time stamp to the filename.
•Login Name or Login Credentials are used to enter any login details the device requires to 
access the file destination.
5. Select the Add button to create the 
template.
The new template name is added to 
the list on the left of the screen. The 
new template is populated with the 
same settings as the Default 
template.
You can now modify the settings as 
required.
Modifying a Template
Existing templates can be modified using Internet Services.
1. To modify a template, select the 
Internet Services Scan option.
2. Select the required template from the 
list on the left of the screen.
The template settings are displayed. 
Refer to Template Options on 
page 137 for information about the 
available settings.
3. Select Edit to change the options 
required.
4. Select Save to save the selections and 
exit.
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							Creating Templates
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Copying a Template
A template can be copied and used as a base for a new template using Internet Services.
1. To copy a template, select the 
Internet Services Scan option.
2. Select the required template from the 
list on the left of the screen.
3. Select the Copy button.
4. Enter the new template name and the 
template description and owner if 
required.
If the name is not changed, “Copy” is 
appended to the template name.
5. Select Add.
An exact copy of the original template is displayed with the new name.
6. Select the copied template and make any changes required.
Deleting a Template
Templates can be deleted using Internet Services.
1. To delete a template, select the 
Internet Services Scan option.
2. Select the required template from the 
list on the left of the screen.
3. Select the Delete button.
The template is deleted from the list 
on the left of the screen.
Note:The Default template cannot be deleted.
Template Options
Destination Services
This option is used to select whether the 
template is for filing and/or faxing.
•File is selected if you only require your 
originals to be scanned and stored in 
the designated filing location.
•Fa x is selected if you also require your scanned images to be faxed to a remote fax destination. If 
this is selected the fax destination must also be entered.
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							Creating Templates
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Workflow Scanning 138
File
This option is used to select the filing location required for your scanned images.
A default filing destination is always available. If additional locations have been defined by the System 
Administrator, these can also be added to the template.
1. To add a new destination, select Add. 
The Filing Destination options are 
displayed.
2. Select the destination options 
required:
•Select from a Predefined List is 
selected if the file destination 
required is available in the drop-
down menu.
•Enter a Scan Destination is 
selected if you need to enter a 
new file destination for the 
scanned images.
•Enter a Server Fax Number use this option to enter a telephone number if the images are to 
be sent to a server fax.
•File Destination select the file destination required from the drop-down menu.
•Friendly Name use to enter an appropriate name for the file destination.
•Protocol, IP Address and Port if entering a new destination for the scanned images, select 
the protocol type and enter the address details.
•Document Path use to specify a path to the destination selected, if required.
•Filing Policy use this option to determine how the device handles duplicate filenames.
•Rename New File use this option when you want the device to name the new file (or 
folder) with a unique name.
•Append to Existing File use this option to add the newly created scanned image file to 
an existing document with the same name as the document being scanned.
• This option is not available with Multi-Page Tiff and PDF file format options.
•Overwrite Existing File the new file overwrites the existing file with the same name.
•Do Not Save the scanned images are not saved if a file with the same name exists.
•Add Date To Name this option appends a date and time stamp to the filename.
•Login Name or Login Credentials are used to enter any login details the device requires to 
access the file destination.
3. Select Save to add the new destination and exit the screen. The destination is listed.
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							Creating Templates
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Document Management Fields
This option enables users to assign 
descriptive data to a scanned job.The 
descriptive data can be accessed by other 
software applications to assist in 
searching, indexing and the automated 
processing of scanned documents.
1. To add a field, select Add and enter 
the data required.
2. Select Editable if the user is required 
to enter data at the time of scanning. 
Select Not Editable to include fixed data.
3. Enter a field label and a default value if required. If user input is required select Require User 
Input. Select Mask User Input if the data entered is confidential, such as a passcode. If details of 
the entry must be added to the log, select Record User Input to Job Log.
4. Select Apply to save the field entry.
Workflow Scanning
These options are used to set the basic options for a job. The options are:
•Output Color use to automatically 
detect and match the color of your 
original or produce black and white, 
grayscale or color output from your 
original.
Note:This feature may not be 
available on your device.
•2-Sided Scanning allows you to set whether 1 or 2 sides of your original document will be scanned 
and then filed.
•Content Type is used to define the type of original being used for scanning.
•How Original was Produced is used to select the production method of the original.
•Scan Presets are used to optimize scan settings to match the intended purpose of the scanned 
documents.
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							Creating Templates
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Advanced Settings
These settings provide advanced scanning options used to adjust image quality, select the file size and 
enhance the image.
The following options are available:
•Image Options are used to adjust the 
image quality applied to the scanned 
document.
•Image Enhancement is used to 
select an image quality setting 
appropriate for your originals.
•Resolution is used to define the 
resolution to use for scanning the 
original. The higher the scanning 
resolution, the better the image 
quality, although a larger image file is 
created.
•Build Job allows you to build a job 
that requires different settings for each page, or a segment of pages or has more originals that 
can be scanned in the document feeder at one time.
•Quality / File Size allows 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.
Select Edit to change the options. Select Apply to save the selections and exit.
Layout Adjustment
These options allow you to manipulate the scanned image and enhance the appearance and style of 
your filed image.
The following options are available:
•Original Orientation is used to 
specify the orientation of the originals 
being scanned.
•Original Size is used to enter the size 
of your document when scanning 
from the document glass or the 
document feeder. Your device uses 
this information to calculate the size 
of your original and the scanned 
image.
•Edge Erase is used to erase spots, 
unwanted lines, marks and punched 
holes that appear on your original but are not required on the scanned image. 
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