Scan to PC Desktop Professional 10 Customer Orientation Guide

Transcription

1 Scan to PC Desktop Professional 10 Customer Orientation Guide Personalize your Xerox network scanning and your PDF workflow 1

2 Information about this Orientation Guide The purpose of the Scan to PC Desktop Professional Orientation Guide is to provide Xerox Customers with information about how they can use the Scan to PC Desktop Professional software to make themselves more productive with the documents that they have scanned from their Xerox device and with all of their digital documents on their PC. This training is focused on providing information about key features of this software that business users most often use to make them more productive. It does not go over every item in every drop-down menu, but focuses on business workflows and practices that you need to be productive with the documents in your office. This training is not organized by product, but instead it is divided into topics. To clarify which product you are working with in each topic, we have included product logos showing the specific products that are used in that particular topic. On the Table of Contents Page, the following symbols are used to provide more information about some topics: Topics that are new or enhanced in Scan to PC Desktop Professional 10 * Topics in the Advanced Topics section that are also included in the Customer Orientation Guide Training CD 2

3 End User Training Webinar Agenda Introducing Scan to PC Desktop Professional Software Features Chapter 1 - Getting Started Chapter 2 - Working with the PaperPort Desktop Chapter 3 - Working with PDF Files Additional Training and Support Resources 3

4 Topic List Notes: The Advanced Topics and Personalizing the MFP Scan Settings chapters will not be covered in Nuance s web-based Scan to PC Desktop End User Training Sessions unless specifically requested two days in advance of the scheduled training. All topics in Chapters 1-3 are also included in the Customer Orientation Guide Training CD. Additionally topics Chapters 4-5 that have a * are also included in the Customer Orientation Guide Training CD. Topics that are new or enhanced in Scan to PC Desktop Professional 10 * Topics in Chapters 4-5 that are also included in the Customer Orientation Guide Training CD Chapter 1 Getting Started Introducing Scan to PC Desktop Professional Business Document File Types 10 Scanning Documents from the Xerox MFP...11 Chapter 2 - Working with the PaperPort Desktop The PaperPort Desktop.12 Adding Additional Folders to Folder View...13 Moving a Document into a Different Folder. 13 PaperPort SendTo Bar Information and Links..14 Chapter 3 Working with PDF Files Combine Different File Types into One PDF File Combine Different File Types into a PDF Package 15 PDF Creation from Any Application Rearrange and Add Pages to a PDF File...17 Stacking and Unstacking PDF Files.17 PDF Image Cleanup with PaperPort SET Tools Annotate PDF Files Edit Normal PDF Files in PDF Converter Professional..21 Edit Any PDF File Using OCR.. 21 Securing PDF Files. 23 Digital Archiving with Text Searchable PDF Files. 24 Working with Forms 25 Additional Training and Support Resources

5 Chapter 4 - Advanced Training Topics - Advanced OCR Topics Manual Zoning for More Accurate OCR for Complex Documents 22 - Automatic OCR OmniPage Batch Manager Creating Audio Documents from Paper and Digital Documents Advanced PDF Topics Redaction * Batch Conversion to PDF using the PDF Create! Assistant.32 - Adding Page Numbers to PDF Files.32 - Adding Bookmarks to PDF Files Bates Stamping * Adding a Submit Button to a Form * Collecting Data from a Fillable Form *.. 35 *- Exporting Data from a Fillable PDF Form * Comparing Documents to Find Differences 36 - Additional information about PDF files: Flavors of PDF Files.37 - Advanced PaperPort Topics.38 - Creating a Signature Stamp Folder Notes Changing Folder Colors in Folder View All-in-One Search Chapter 5 Personalizing the MFP Scan Settings - Image Retriever Settings Personalizing an EIP-enabled Xerox MFP * Creating OmniPage Workflows 46 - Creating PaperPort Scanning Profiles 48 5

6 Introducing Scan to PC Desktop Professional 10 6

7 Introducing Scan to PC Desktop Professional 10 A complete network to desktop office scanning solution Automatic device to desktop scanned image file delivery Secure PDF workflow from start to finish of all scanning applications Professional OCR for digital archiving, document and forms conversion The PaperPort, OmniPage, PDF Converter Professional, and Image Retriever software is installed onto each user s desktop PC. The PSP Server software is installed on a server. 7

8 Quickly turn paper into organized digital documents Provide a better way to organize documents on your desktop Easily create secure PDFs from Windows applications Simply assemble scanned and digital documents Ensure you never misplace a document or PDF file again Instantly convert paper into useable Microsoft Office documents Turn PDF files into editable documents while retaining their layout Create unlimited searchable PDF files for digital archives Paper to digital forms conversion with Logical Forms Recognition Automatically process scanned images from Xerox MFP Create industry-standard PDFs instantly from any application Protect PDF documents with password and permission controls Paper to digital forms conversion to fill out and edit PDF forms Directly edit within PDF files including text, comments and markups Precise Conversion of PDF into Word, Excel and WordPerfect Automated delivery of scanned images direct to the end user desktop with Image Retriever Professional Monitoring & Automated Delivery from Network Folders or E Mail Inbox Using Xerox EIP technology, create your own personalized scanning user interface that appears at the Xerox device Automatically route scanned images to a specific folder on your desktop PC Access OCR workflows from the Xerox device allowing you to scan directly to Word, Excel, other text file formats, and WAV audio files Access scanning profiles allowing instant image clean-up and image setting adjustments at the time of scan 8

9 Software Features 9

10 Business Document File Types Today, most offices have 75% - 90% of their information stored in one of these three document formats: Paper, PDF, and Microsoft Office. This training session will help you learn how to move information between these three document formats. Business users have three needs for PDF: Create, Edit, and Secure PDF files. This training session will show you how to meet all of these needs, without having to purchase the full Adobe Acrobat software. 10

11 Scanning Documents to your Desktop PC Scanning at the Xerox MFP Your Xerox Analyst has already trained you on how to scan a document using the steps listed below. The Image Retriever tool included with Scan to PC Desktop completely automates the scanning process so that each new scanned image is there waiting for you on your PaperPort desktop by the time you physically return to your office from scanning at the MFP. To scan a document back to your PC: 1. Load the paper into the document feeder on the Xerox MFP. 2. Select Network Scanning from the control screen. 3. Select your template from the list OR Use the scan-to- feature to the scanned images to yourself as an attachment. 4. Press the green Start button. Walk back to your PC and Image Retriever will deliver the scanned image back to your PC and save it onto the PaperPort Desktop. The PaperPort Desktop will be open and your scanned image will be on the PaperPort Desktop with a red box around it. 11

12 Working with Scanned and Digital Documents on the PaperPort Desktop PaperPort Desktop After scanning a document from the Xerox device, when you return to your PC, PaperPort will be open, and you will see your scanned image on the PaperPort Desktop with a red box around it. Scanned Image PaperPort Desktop PaperPort Folder View PaperPort automatically displays your My Documents folder and all of that folders sub-folders in PaperPort s Folder View. This is the same My Documents folder structure that you see through Windows Explorer. When you click on a folder in PaperPort s Folder View, the documents and images in this folder are displayed on the PaperPort Desktop as Thumbnails. These Thumbnails show you a view of what the document actually looks like, making it very easy for you to visually manage all of the documents on your PC, including Microsoft Office, PDF, and images. Icons showing you the file type are visible in the lower right corner of the Thumbnail. Windows Explorer Folder View Thumbnails 12

13 Adding Additional Folders to Folder View By default, the My Documents folder is added to the PaperPort s Folder View. To add additional folders to Folder View: 1. Click on the Folder Manager button. 2. Click on Add. 3. Browse to the folder that you want to add (local or network) and click on OK. 4. Click on Close to close the Folder Manager window. 5. Your newly added folder will appear at the bottom of Folder View Moving Documents into Work Processes Moving a Document into a Different Folder To move a document into a different folder, simply drag and drop it from the PaperPort Desktop into a different folder. 13

14 PaperPort SendTo Bar Information and Links The PaperPort SendTo Bar allows you to quickly and easily move documents from the PaperPort Desktop into other applications on your PC. When PaperPort is installed, it automatically detects which programs that you have on your PC and automatically adds text and imaging programs to the SendTo Bar. For example if you have Corel Word Perfect installed on your PC rather than Microsoft Word, the PaperPort will create a link to Word Perfect, but will not create a link to Word. The PaperPort SendTo Bar allows you to quickly and easily documents from the PaperPort Desktop using several popular programs, such as Microsoft Outlook and Lotus Notes by following these steps: 1. Drag a document from the PaperPort Desktop down to the link. 2. A new message will appear with the document already attached. 3. Simply type in the address and click on Send. 4. You have now sent the document as an attachment. 2 1 Creating PDF Files There are many ways to create PDF files using Scan to PC Desktop Professional 10 with a Xerox MFP. Instructions for some of these ways are below: Create a PDF File by Scanning from a Xerox MFP Please refer to the section of this guide titled Scanning from the Xerox MFP for instructions for how to scan a PDF file to your desktop. Combine Different File Types into one PDF File 1. On the PaperPort Desktop, hold down the Ctrl key and click on the documents that you want to combine together. These could be documents of different file types. For example, you could select a MS Word and MS Excel file Right click and select Combine Items into PDF. 3. PaperPort will make a PDF file copy of each file and will automatically stack the PDF file copies together into a PDF file on the PaperPort Desktop. 14

15 Combine Different File types into a PDF Package A PDF Package allows you to use PDF files like folders, allowing you to group multiple documents and document types into a single PDF Package file. Unlike combining files, each document in the PDF Package retains its own document and security settings. Packages help you group related files, making it easier to send them by Go to Start > All Programs > Nuance PDF Professional 5 > PDF Converter Professional to open the PDF Converter Professional application. 2. Go to File > New Package. 3. In the Create PDF window, click on the Add button. 4. Browse to the location of a file that you want to add to the PDF Package and click on Open. Repeat this step until all of the desired documents have been added to the Create PDF window. 5. Click on the Options button to choose if you want a default Nuance cover page for the PDF Package or if you want the first document in the PDF Package to be the cover page. 6. Click on the Start button at the bottom of the window. 7. In the Save As window, browse to the location where you would like to save your PDF Package and click on Save and wait for the conversion status to complete to finish the process of creating your PDF Package. Using this process, all non-pdf files will have PDF file copies of the files added to the PDF Package. This file can now be saved or ed to someone else and they can view it using the free Adobe Reader or PDF Converter Professional. 8. To have non-pdf files retain their original file type (such as Word or Excel): 3 6 8c a. Open PDF Converter Professional. b. Go to File > Open and browse to the location of a saved PDF Package and click on Open. c. Drag and drop the non-pdf files from Windows Explorer or the PaperPort Desktop into PDF Converter Professional and they will be added to the PDF Package in their original file type. d. Go to File > Save. The non-pdf files have now become part of the PDF Package but they have retained their original file types. For example, Word documents will still be viewed as Word documents when this PDF Package is ed to someone else. 15

16 PDF Creation from any Application PDF Converter Professional 5 includes the ScanSoft PDF Create! print driver that enables you to print a PDF file from any application. 1. From within the desired application, go to File > Print and then select ScanSoft PDF Create! as your printer. 2. Select OK and you will be prompted to select where you want your PDF files saved. 3. You can also click on the Properties button and click on the PDF Settings tab to access more advanced features, such as version, compression level, and security. 4. By clicking on the Advanced button next to the Security drop-down menu, you can select your desired security options so that you can automatically print a secure PDF file. More information about PDF Security is on Page

17 Editing PDF Files Rearrange and Add Pages to a PDF File On the PaperPort Desktop, the Page Thumbnails pane displays the page thumbnails of a selected PDF file in Desktop View. Within Thumbnail View you can rearrange pages within a PDF files and add pages into the PDF. 1. On the PaperPort Desktop, click once on the PDF file to select it Go to View > Page Thumbnails. The left pane will change to the Thumbnail View and each page of the PDF file will be displayed Within Thumbnail View, use your mouse to drag and drop the pages to rearrange the pages in the PDF file. 4. Also, you can drag documents in any format from the PaperPort Desktop into Thumbnail View. A PDF file copy of that document will be created and the newly created PDF file will be automatically inserted into the location in the PDF file that you selected. 4 Stacking and Unstacking PDF files You can combine, or stack, individual PDFs into multipage PDFs. PDF file thumbnails can be copied, stacked, and unstacked just as you would with physical paper documents. To stack, or combine, two PDF files one on top of the other to create a new document, you can either: Select one PDF and then drag that image with the mouse on top of the other PDF file. Select both images you want to combine by holding down the Ctrl key and using the mouse to click on each of the PDF files that you want to combine together. Then click on the Stack button on the Command Bar. In both cases, the result will be a combined new PDF file with multiple pages. To unstack pages in the PDF file, right click on the PDF file and select Unstack > All Pages or Current Page. B A 17

18 PDF Image Cleanup with PaperPort SET Tools PaperPort includes SET (Scanner Enhancement Technology) Tools which allow you to do some basic image cleanup of your scanned images and PDF files. PaperPort Professional 11 provides the ability for you to use the SET Tools on any PDF file. If you have a PDF where SET tools are not available, PaperPort will ask you if you want to automatically convert to a PDF that can be edited with the SET Tools. Some SET Tools are only available for Color documents and other SET tools are only available for Black and White documents. To access the SET Tools to cleanup a PDF file: 1. From the PaperPort Desktop, go to Tools > Options and click on the Desktop tab In the Double-Click on Item section, select Open image items in Page View. 3. Click on OK. You will only have to follow steps 1 3 once. 4. On the PaperPort Desktop, right click on the PDF file and select View to open the PDF file in PaperPort s Page View. 5. Use the SET Tools on the right toolbar to cleanup your image. 6. After using the SET Tools, you can return to Tools > Options > Desktop tab and change the Double-Click on Item section back to Open PDF items in PDF Converter Professional. Select Area select an area of an item. You can then cut, copy, or paste that area. Rotate Right you can repeatedly rotate items 90 degrees. Auto Straighten automatically makes lines of text horizontal. Straighten manually straighten pictures and text pages. Auto Enhance performs automatic image improvement. Enhance offers variation of your image to choose from and lets you change brightness, contrast, tint, etc. Sharpen improves blurred areas or entire images. Remove Red Eye removes the red eye effect from a selected part of a photo. Crop deletes everything outside a rectangle that you draw on the image. Erase deletes unwanted parts of your image much like a rubber eraser. Remove Stray Dots removes stray dots or speckles from a page. This tool only works with black and white images. Improve Lines darkens lines and connects broken lines in a table or form. This makes lines appear darker and straighter. This tool only works with black and white images. Erase edges clear shadows and spots from page edges. Set Black and White Points lets you define the darkest and the lightest points for enhancement. Apply current White and Black Points once you have achieved the best white-black combination, click this tool to apply these values to the current page. 18

19 Annotate PDF Files PDF Converter Professional includes the ability to annotate or mark-up PDF files. 1. On the PaperPort Desktop, right click on the PDF file and select View to open the PDF file in PDF Converter Professional. 2. The Annotation Tools will only work with Text Searchable PDFs and PDF Normal Files. If you have an Image Only PDF file, please follow these steps to convert it into a Text Searchable PDF file so that you can use the annotation tools: a. From inside of PDF Converter Professional, go to File > Save As. b. From the Save as type drop-down menu, select Searchable PDF Documents (*.pdf). c. Click on Save. If you are prompted to replace the existing file, click on Yes to overwrite the existing file or click on No and in the File name field type in a different file name. 3. Go to the Comments menu to access the Annotation tools or you can access some of the common annotation tools from the toolbar. After selecting your tool from the Comments menu: Note Click on the place in the PDF file where you want to add your note. A Note icon is placed and a Note text window pops up for you to type in text for the note. 3 3 Text Box Click on the place in the PDF file where you want to add text and type. You will add text with a transparent background. Callout Click on the place in the PDF file where you want to add the Callout. Place a Callout somewhere in a clear place, point with the arrow to a certain object in your PDF and make your comments. When done, both the callout and the text remain visible. Stamp You will see the Stamps window appear allowing you to drag stamps from this window and place them on your PDF file. Highlight Use your mouse to select text to be highlighted. Cross-out Use your mouse to select text to be crossed-out. Underline Use your mouse to select the text to be underlined. Draw Tools Use the Line, Rectangle, Pencil, Oval, Polygon, Polygon Line, and Cloud tools to draw attention to certain parts of your document. 4. After you have finished using an Annotation tool, press the Esc key on your keyboard. 19

20 Redacting PDF Files Redaction is the removal of content prior to release or publication. Redaction is often referred to as the blacking out of confidential text in a document to be produced, and has many applications in government, the court system and many regulated industries. A key concept is that Deletion is not equal to Redaction. The information you delete from a PDF with the Delete command is not actually cleared from the document permanently and can almost always be recovered. PDF Converter Professional integrates precise redaction into the highlight, strikethrough and underline annotation tools found within the PDF Converter Professional application. Note that this feature is only available for PDF Normal and Text Searchable PDF files. 1. On the PaperPort Desktop, right click on the PDF file that you want to redact and select View to open the PDF file in PDF Converter Professional. 2. The Redaction tools will only work with Text Searchable PDFs and PDF Normal Files. If you have an Image Only PDF file, please follow these steps to convert it into a Text Searchable PDF file so that you can use the redaction tools: 4 a. From inside of PDF Converter Professional, go to File > Save As. b. From the Save as type drop-down menu, select Searchable PDF Documents (*.pdf). c. Click on Save. If you are prompted to replace the existing file, click on Yes to overwrite the existing file or click on No and in the File name field type in a different file name Go to Document > Redaction > Mark Redaction. 4. Use your mouse to either highlight and select text or draw a box around an entire section of text that you want to remove. 5. Go to Document > Redaction > Apply Redaction. 6. Select the options of your choice from the Apply window and then click on Apply. 7. Click on OK to inspect additional information in this document and then click on Remove. The text that you selected will be permanently removed from the document. It is no longer viewable, searchable, or recoverable. 8. Go to File > Save As and save the redacted version of your document as a different file name. You will now have your un-redacted original document and a redacted copy. 7 You also have the option to search for a particular word and redact every instance of that word within a document. 1. From inside of PDF Converter Professional, go to Document > Redaction > Search and Redact. 2. In the Search for field, type the word that you want to redact and click on Search and Redact. 3. In the Search window, check the boxes to indicate which instances of the word you want to redact and click on Mark Selected Results for Redaction. 4. Follow steps 5 through 8 in the instructions above to apply the redaction and save your document. 20

21 Edit PDF Normal Files in PDF Converter Professional PDF Converter Professional 5 provides the ability to edit PDF Normal files. You can edit the text and images within these files. Note: To edit other flavors of PDF files, see the section Edit any PDF File Using OCR on the bottom half of this page for information about using OCR to convert PDF files to text file types for editing. To edit a PDF file using PDF Converter Professional: 1. Go to Start > All Programs > Nuance PDF Professional 5 > PDF Converter Professional to open the PDF Converter Professional application. 2. Go to File > Open. 3. Browse to the location of the PDF file that you want to edit and then click on Open. The PDF file will be opened in PDF Converter Professional. 4. Click on the Touchup Text Tool or Touchup Object Tool button to select it. 5. Use your mouse to edit the text or image within the document. Edit Any PDF File Using OCR From the PaperPort Desktop, you can utilize the power of the OmniPage OCR program to convert any PDF file into an editable file format, such as Word, Excel, or Word Perfect. OCR or Optical Character Recognition is the process of converting a scanned image or a PDF file into editable text, such as MS Word, MS Excel, or Word Perfect. To OCR a PDF file and convert it to MS Word: 1. Drag the PDF file from the PaperPort Desktop down to the Word link. The Word link is automatically configured to use the OmniPage Professional OCR engine to do an automatic OCR. 2. The OCR Proofreader appears, allowing you to proofread the document before it is converted to Word. Correct any suspect words. 3. The document is automatically opened as a fully editable MS Word document

22 Manual Zoning for More Accurate OCR for Complex Documents OmniPage has additional options that allow improved recognition for complex documents. 1. Drag the image or PDF file that you want to convert down to the OmniPage link on the PaperPort SendTo Bar. OmniPage Pro will automatically launch and load your image file into OmniPage. 2. Click on the 2-Automatic button in the OmniPage Toolbox. OmniPage will automatically zone the document and recognize it. 3. If OmniPage did not properly recognize some parts of the document, you can adjust the zones. 4. Use the tools in the Image Panel to adjust the size or change the type of Text, Graphics, Table, and Form zones. 5. When you have finished modifying the zones, click on the 2-Automatic button to re-recognize the document. 6. Select Yes to re-recognize the document. 7. Click on the 3-Save to File button in the OmniPage Toolbox. 8. From the Save to File window, select the Look In location, File Name, and Files of type (MS Word, or one of 30+ file formats). Ensure that the View Result box is also checked. 9. Click on OK to save the document and open it in MS Word

23 Securing PDF Files In PaperPort Professional, you can adjust the security level of your PDF files. There are two types of passwords in the program. The open password restricts document accessibility: you can only open it by supplying the password when prompted. The permissions password allows users to define how the document may be used. If it is not specified, further use of the file is possible without any restrictions. To add PDF Security from the PaperPort Desktop: 1. Right click on the PDF and select PDF Security. 2. From the PDF Security window, check the options to control opening, printing, or editing the PDF file. A. To require the user to enter a password before they can view the PDF in the free Adobe Reader or another PDF viewing or editing application, check the option for Ask for a password and enter a password into the field below it. B. To disable the ability to print the PDF, check the option for Use a permissions password and select None from the Printing allowed dropdown menu. A C. To disable the ability to edit or change the PDF, check the option for Use a permissions password and select None from the Changes allowed drop-down menu. B D.Check or uncheck additional security options, depending on your needs for this document. 3. Click on OK to activate your security settings for the PDF file. C D 23

24 Digital Archiving with Text Searchable PDF Files Text Searchable PDF is the best file format for digital archiving. The reason is that every word inside a Text Searchable PDF is searchable. These files are searchable, but you can still view the image layer of the PDF, which looks exactly like the original scanned image. They can be searched upon using almost any document management software, including DocuShare, SharePoint, imanage, and Documentum. Also, they can be searched upon using the Search feature in Windows Explorer. Scan to PC Desktop Professional provides several ways to create PDF files. For day-forward digital archiving, you can create Text Searchable PDF files directly on the PaperPort Desktop. To create Text Searchable PDF files from the PaperPort Desktop: 1. Right click on the PDF file and select Save As. 2. From the Save as type drop-down menu, select PDF Searchable Image as the file type. 3. Click on Save. PaperPort automatically engages OmniPage in the background and OmniPage does a background OCR and makes every word inside of the PDF file searchable. 4. A Text Searchable PDF file copy of the document is saved onto the PaperPort Desktop. 5. You can then drag the Text Searchable PDF file down to a link to your Enterprise Content Management System, such as Xerox DocuShare and Microsoft SharePoint. 6. You can also download a PaperPort ODMA or PaperPort WebDav link that will allow you to drag documents from the PaperPort Desktop to one of these links and then upload that document into an Enterprise Content Management system that supports one of those standards. This link is available for download at

25 Working with Forms Creating a Fillable PDF Form PDF Converter Professional provides you with the ability to convert a blank scanned PDF form or a blank PDF form that has been downloaded from the Internet into a form that can be filled-in by anyone using the free Adobe Reader. 1. From the PaperPort Desktop, right click on the PDF form and select View. The form will be opened in PDF Converter Professional. 2. Go to Forms > Form Typer. Form Typer will automatically detect which areas of the form are underlines, checkboxes, and radio buttons and it will make those sections fillable. 3. To save the fillable PDF form, go to File > Save As and specify the file name and location where you want to save the fillable PDF form and click on Save. A fillable version of the form will be saved to the location that you specified. 4. Now, anyone can open this fillable PDF form using the free Adobe Reader and they can tab and type and fill-in the form Please note that if the person filling-in the form does not have a PDF printer driver, such as PDF Create! or Adobe Acrobat, installed on their PC, they will not be able to save the data that is typed into the form. The completed form would have to be printed to hard copy. As an alternative, you can add a Submit button your form to allow anyone with the free Adobe Reader to complete your form and then the filled in data back to you. Information about how to add a Submit button is in the Advanced Topics section of this Guide Because you have PDF Converter Professional installed on your PC, you will be able to save the data typed into the form by following these steps: a. From inside of Adobe Reader, go to File > Print. b. From the Name drop-down menu, select ScanSoft PDF Create! as the printer driver. c. Click on OK. d. A PDF file copy of your completed form will be created. 6 25

26 Additional Training and Support Resources 26

27 Customer Orientation Guide After the training session, this Guide serves as a reference to remind you how to complete many common tasks using Scan to PC Desktop Professional. Customer Orientation Guide Training CD Based on the Customer Orientation Guide, this Training CD provides video demonstrations of all of the topics covered in the Webinar Training Session as well as some additional topics. For a complete list of topics covered in this Training CD, please refer to the Table of Contents at the beginning of this Customer Orientation Guide. Help Files Each Scan to PC Desktop software program contains extensive Help files that contain detailed explanations of all of the features and functions of each product. The Help files are accessible by opening the software program and then selecting the Help menu at the top of the window. User Guides Each Scan to PC Desktop software program has a user guide to provide assistance with some features of each program. These guides are all available on your PC in My Documents\My PaperPort Documents\Samples (PaperPort 11) and also on the Scan to PC Desktop Professional 10 CD in the following locations: PaperPort: PP11PRO/Docs/English/Getting Started Guide.pdf OmniPage: OP16PRO/Guides/Guide ENG.pdf PDF Converter: PDFCONV5PRO/Docs/PDFC5Pro_QRG-eng.pdf Image Retriever: IR9PRO/Docs/ImageRetriever_Eng.pdf Tech Support Knowledge Base Find answers to many technical questions for all our software programs. Technical Support Customer Support for the Scan to PC Desktop solution is provided directly by Xerox at no charge to you for the term of your Xerox Agreement. For all technical support questions related to the Scan to PC Desktop solution, simply call the Xerox Welcome Centre at The automated voice will ask for a serial number. The Xerox Welcome Centre will then lead you to a live Xerox Customer Support Representative. You should instruct the Xerox Customer Support Representative that you have a question regarding the Scan to PC Desktop solution and that Xerox 2nd Level support is required. Xerox 1st Level is for general service calls to repair equipment. Xerox 2nd Level and if required, Xerox 3rd Level Customer Support, will work to answer your questions regarding the Scan to PC Desktop solution. If the question cannot be answered or the issue is not resolved, Xerox Customer Support will contact Nuance 3rd Level Support for problem resolution. You should not contact Nuance Customer Support directly to request assistance. All contact should remain direct through the Xerox Customer Support organization. 27

28 Advanced Training Topics Please note that Advanced Training Topics and Personalizing the MFP Scan Settings chapters are not included in the End User Training Webinar unless the Nuance Trainer is notified at least two days in advance of the scheduled training session. If you choose to include an Advanced Training Topic in your End User Training Webinar, you must choose which of the other topics in the End User Training Webinar are less important to your business and can be skipped in order to have enough time to cover all topics. If you have participated in an End User Training Webinar for a previous version of Scan to PC Desktop, you may want to consider substituting some Advanced Training Topics for some of the topics in the End User Training Webinar that you are already familiar with. 28

29 Advanced OCR Topics Automatic OCR OmniPage Batch Manager OmniPage Pro 16 includes a full batch manager for automated processing of files. One of the most common processes is detailed below. Batch Conversion to Text Searchable PDF Using the Xerox MFP and OmniPage Professional 16, you can scan multiple documents into a network folder and then schedule OmniPage to convert all these scanned images to fully text searchable PDF files automatically at a pre-determined point in time. 1. Go to Start > All Programs > ScanSoft OmniPage 16 > OmniPage Batch Manager. 2. The Batch Manager tool will launch. Go to File > Create Job. From the Job Wizard window, click on "Normal Job", name the job, and click on "Next". 3. On the Start & Stop window, from the Start time drop-down window, select Start at this time. and check the " Delete Input Files" checkbox. Click Next. 4. Select "Fresh Start". Click Next. 5. There are a number of options available for the input files. In most cases, these files will have been scanned to a local or a network folder. In that case, select "Load Files". Otherwise, choose the appropriate input location for your files. 3 29

30 6. Click on the Browse button, then click Advanced. Browse to the folder where the files are located. Click on OK. 7. In the Create New Document section, check For Each Image File. Click Next. 8. Recognize Images will now be displayed as Step 2 on the left side of the window. Set the appropriate languages and dictionaries for the documents to be processed. Click Next. 9. On the left side of the window, click on the bottom section of the Step 3 section and select Save from the drop-down menu. 10. From the File Type menu, select PDF Searchable Image. Form naming options, select Use input file names. 11. Click the Specify Location button. Browse to the appropriate folder and click OK. 12. Click Finish

31 Creating Audio Documents from Paper and Digital Documents OmniPage features RealSpeak Text-To-Speech for converting documents into audio files. 1. Select the image file you want to convert from the PaperPort Desktop with a single mouse click and drag it down to the OmniPage Pro 16 icon on the PaperPort SendTo Bar. OmniPage Pro will automatically launch and load your image file into the application. 2. Click on the 2-Automatic button in the Omnipage Toolbox. OmniPage will automatically zone the document and recognize it. 3. Click on the 3-Save to Files button. 4. Select Wave Audio Converter as the output format under Files of Type. 5. Click the Options button to specify the speed and voice to be used for creating the audio file. Please note that selecting a voice using a language other than that of the original document will not cause translation of the file to occur. The audio creating by mixing the text and the voice languages would sound like gibberish to a native speaker of the voice language. 6. Select the Look In location and File Name from the Save As window. Ensure that the View Result radio button is also checked. 7. Click on OK to save the document and open it in your default WAV player

32 Advanced PDF Topics Batch Conversion to PDF using the PDF Create! Assistant Using the PDF Create! Assistant, you can automatically combine different file types into either a single PDF file or automatically create a PDF file for each individual file Open the PDF Create! Assistant by going to Start > All Programs > Nuance PDF Professional 5 > PDF Create! Assistant. 2. Click on Add and browse out and select the documents that you want to convert into PDF files and click on Open. 3. From the drop-down menu, select to Create a PDF for each input document or to Combine files into one PDF document. 4. Click on the Start PDF Creation button (the button has a blue triangle and a gear on it). 5. You will be prompted to select where you want your PDF files saved. Browse to the location where you want your PDF files to be saved and click on Save. 6. The Print Info window will provide information about the conversion process. Click on Close when the process has completed. 7. Your PDF files will be saved into the location that you specified in Step Adding Page Numbers to PDF Files Automatically add page numbers to each page in an existing PDF file Go to Start > All Programs > Nuance PDF Converter Professional 5 > PDF Converter Professional. Go to File > Open and browse to the location of the PDF file to which you want to add page numbers. Go to View > Organizer Panels > Watermarks. The Watermarks pane will appear. From the Watermarks pane, click on the Create button. In the Create Watermark window, type a name of the Watermark into the Title field, something like Page Number. Delete the contents of the Text field. From the Macros section, in the Page Number section, select the format of your choice by clicking on it once. You will see formatting information has now been added to the Text field. Select your preferred options for the page number from the Font and Size drop down menu. From the Anchor Point drop-down menu, select your location on the page where you want your page number added. Click on OK. In the image on the left, you will see some sample settings. You will only have to repeat steps 4 10 once. From the Watermarks pane, double click on the Page Number watermark that you created. From the Page Range section, select All Pages, from the Subset drop-down menu, select All pages in range, and click on OK. A page number will be added to the bottom of every page in the PDF file

33 Adding Bookmarks to PDF Files 1. Go to Start > All Programs > Nuance PDF Converter Professional 5 > PDF Converter Professional Go to File > Open and browse to the location of the PDF file that you want to bookmark and click on Open. 3. Click on the Select text or the Select Area button and use your mouse to highlight or draw a box around the area that you want to bookmark. Note that you must use the Select Area option if you are working with an Image Only PDF file. 4. Hold down Ctrl and the letter B. The area that you selected will now be bookmarked. 5. In the field that appears, type the name of the bookmark and then press Enter on the keyboard. 6. Now when you click on the icon next to the name of the bookmark in the Bookmark pane, you will automatically be brought to the section of the document that you selected as the destination in Step 2. Bates Stamping Bates Stamping is a procedure used primarily in legal, medical, and business areas to uniquely identify each page in a set of documents. The stamp appears as a header or footer on specified pages (typically and by default on all pages) and can contain additional information. 1. From the PaperPort Desktop, right click on the document that you want to Bates Stamp and select View. The document will be opened in PDF Converter Professional. 2. Go to Document > Bates Stamping > Add. 3. Click on Add Files, browse to the location of the document that you want to Bates Stamp, and click on Open In the Bates Stamping window, click on Edit. 5. From the Position drop down menu, select the location on the page where you want the Bates Stamp applied. 6. From the Macros drop down menu, select Bates Number and click on Insert Macro If you would like to save these settings so they can be applied to future documents, click on the Create button, name the scheme, and click on OK. 8. From the Bates Stamp Settings window, click on OK. 9. From the Bates Stamping window, if you want to have the numbering start at , ensure that the Extend numbering from preceding job with currently selected scheme is unchecked, and then click on OK. The document that you selected will be Bates Stamped. 33

34 Adding a Submit button to a Form 1. Create a Fillable PDF Form in PDF Converter Professional and open this Fillable PDF Form in PDF Converter Professional. For instructions to create a Fillable PDF Form, refer to Page 25 in this Guide. 2. Go to Forms > Button Tool. 3. Use your mouse to draw a button on the form. 4. The "Button Properties" window will appear. 5. From the "General" tab, you can select the "Outline Color", "Fill Color", and "Line Style" (Nuance suggests selecting "Beveled" so that the button looks like it "sticks out" from the page). 6. From the "Options" tab in the "Label" field, type in what you want the text on the button to show, for example Submit. 7. On the Actions tab, from the "Select Trigger" drop-down menu, select "Mouse Down". 8. From the "Select Action" drop-down menu, select "Submit a form". 9. Click on the "Add" button. 10.In the "Enter a URL form this link" field, type in the address of the person that should receive the filled in form data. For example, if you want to the information back to John Smith, type in his address in the following format: mailto:john.smith@company.com 11.Click on "OK" and then click on "Close". 12.Go to File > Save As, name the file, and from the Save as type drop down menu select PDF Files (*.pdf). 13.Now anyone who has the free Adobe Reader software can fill out the form, click on the Submit button, and the filled in data will be ed to an address as an attached.fdf file. For instructions to import the filled in data back into the original form, please refer to the Collecting Data from a Fillable PDF Form on Page 35 of this Guide

35 Collecting Data from a Fillable Form 1. For instructions to create a Fillable PDF Form with a Submit button, please refer to Page 34 of this Guide. 2. The person that received the with the attached.fdf file saves the.fdf file from the onto their local PC. 3. From the PaperPort Desktop, right click on the blank fillable PDF form and select View to open it in PDF Converter Professional. 4. Go to Forms > Import Data to Form. 5. Browse to the location of where you saved the.fdf file onto your local PC and click on Open. 6. The filled in data will appear inside of the form. 7. Go to File > Save As. 8. Rename the document and save it as a.pdf file. 9. You will now have a PDF file that contains the filled in data. 10. Repeat steps 4 9 for each.fdf file that is received. 11. For information about how to export this data to a.csv file, please see the instructions below. 4 9 Exporting Data from a Fillable PDF Form 1. Go to Start > All Programs > ScanSoft OmniPage 16 > OmniPage Professional Go to Tools > Workflow Assistant Click on Fresh Start and in the Workflow name field, type in a name for your workflow, such as Collect Form Data, and click on Next. 4. In the Load Files panel: If all of your PDF files containing the filled in data are in a folder with no other documents, check the box for Select files for loading each time this workflow is started and click on the Browse button. Browse the location of where the PDF files are saved and click on OK. 6 Otherwise, uncheck the option for Select files for loading each time this workflow is started and click on the Browse button. Browse to the location of your PDF files containing filled in data and click on OK. Repeat this step for each of your PDF files containing filled in data. 5. Click on Next. 6. Choose Extract Form Data as the second step instead of Recognize Images To do this, click the strip at the bottom of the Recognize Images workflow step and choose Extract Form Data from the list of the currently available steps In the Form template file section, click on Browse. 8. Browse to the location of the original blank fillable PDF form and click on OK. 9. Click on Next. 35

36 10. In the Save panel, from the File options drop-down menu, select Create one file for all pages. 11. Specify where you want the.csv file saved: If you want to be prompted to select the saving location, check the box for Prompt for file saving name and location. Otherwise, click on Specify Name and Location, browse to the location of where you want the.csv file automatically saved, type a name for the.csv file into the File name field, and click on OK Check the View Result option Click on Finish. 14. Inside of OmniPage, ensure that the name of your workflow is listed in the Start button drop down menu. 15. Click on the Start button to run this workflow. 16. The extracted data will be saved into a.csv file in the location that you specified. 17. You can now open this.csv file in MS Excel or import it into a database. 17 Comparing Documents to Find Differences You can compare two similar PDF documents (for example two versions or revisions of a document) to determine differences between them or to verify if approved changes have actually been made. The comparison result is displayed in a temporary file that you can save if required. 1. Go to Start > All Programs > Nuance PDF Converter Professional 5 > PDF Converter Professional. 2. Go to Document > Compare Documents. 3. From the Compare Documents window, click on the Browse button next to the Older Document section and browse to the location of the older document and click on Open. 4. Click on the Browse button next to the Newer Document section. 5. Click on OK. 6. A summary page will be displayed that contains the names of the older and newer document, and either a message saying that both documents are identical, or the summarized comparison results. 7. Click on the button to advance to the next page to see the pages of the two documents compared

37 Additional information about PDF files: Flavors of PDF Files There are three main types or flavors of PDF files that can be created using Scan to PC Desktop Professional 10 with a Xerox MFP: Image Only PDF The PDF file looks exactly like the original paper document. The PDF file is only viewable and is not searchable. These PDF files can be cleaned up and annotated in PaperPort or PDF Converter Professional(additional information is available on Pages 18 19). Image Only It can be created by scanning as a PDF from a Xerox MFP. Text Searchable PDF (PDF with image on text) This is a multi-layered document. The top layer is an image layer and the bottom layer is a layer of text. The layer of text is what makes this PDF searchable. When this file is viewed in the free Adobe Reader, you are looking at the image layer, so the PDF looks exactly like the original paper document. Image Layer Text Layer PDFs that are scanned from a Xerox device are Image Only PDFs and are not yet searchable. A Text Searchable PDF can be created on the PaperPort Desktop by right clicking on an Image Only PDF and selecting Save As > PDF Searchable Image. Another option is to OCR (Optical Character Recognition) a document using OmniPage and select PDF with image on text as the file type. Text Searchable PDF is the best file format for digital archiving because every word inside the document is searchable. They can be searched upon using almost any document management software, including DocuShare, SharePoint, imanage, and Documentum. Also, they can be searched upon using the Search feature in Windows Explorer. PDF Normal Most often, it is created from a PDF that originated as a text document. This file is viewable and searchable. It can be edited in PDF Converter Professional and Adobe Acrobat. It can be created by printing from a text document (Word, Excel, Word Perfect, etc.) using the ScanSoft PDF Create printer driver. Image Only OCR using Omni Page ScanSoft PDF Create Text Searchable Normal 37

38 Advanced PaperPort Topics Creating a Signature Stamp Creating a Signature Stamp is any easy way to quickly stamp a copy of your signature onto a document. This is a great tool for cover letters or for other documents that do not need to have a legally binding signature. Please note that creating a Signature Stamp is not the same thing as adding a Digital Signature to a PDF file. For more information about Digital Signatures, use the Help menu in PDF Converter Professional. To Create Your Signature: NOTE: You only need to complete these steps once. 1. Write your signature onto a blank white piece of paper. 2. Scan in the page with your signature through your Xerox device. 3. When you return to your PC in your office, you will see that PaperPort has opened and your scanned page with your signature is available on the PaperPort Desktop as a PDF file. 4. On the PaperPort Desktop, right click on the PDF file and select View to open it in PaperPort s Page View In Page View, click once on the Select Area tool to select it. 6. Using your mouse, draw a box around the area of the page that contains your signature. 7. Click on the Crop button. Everything from the page will be deleted except for your signature. 8. Go to File > Save As. 9. From the Save as type drop-down menu, select Windows Bitmap (*.bmp). 10. In the File name field, type signature and then click on Save. Go to File > Exit You will now see a copy of your signature saved onto the PaperPort Desktop as a Bitmap file. 38

39 To Stamp Your Signature onto a PDF or Image file: 1. From the PaperPort Desktop, go to Tools > Options and click on the Desktop tab. 2. In the Double-Click on Item section, select Open image items in Page View. 3. Click on OK. You will only have to follow steps 1 3 once. 4. On the PaperPort Desktop, right click on the PDF or Image file and select View to open it in PaperPort s Page View. 5. In Page View click once on the Stamp tool to select it. 6. Using your mouse, click on the document in the location where you would like to stamp your Signature. 7. From the Open window, browse to the location of where you saved your signature.bmp file. 8. Click once on the signature.bmp file to select it and click on Open. 9. Your Signature will be stamped onto the document at the location that you selected. 10. To adjust the size of your signature or move your signature to another location on the page, click once on the Select Annotation tool to select it. Use your mouse to drag and drop your signature to the location of your choice. 11. To return to the PaperPort Desktop, go to File > Exit. When asked if you want to save changes, click on Yes. 12. You have now stamped your signature onto a PDF or image file. 13. After stamping your signature to the document, you can return to Tools >Options > Desktop tab and change the Double-Click on Item section back to Open PDF items in PDF Converter Professional

40 Folder Notes Folder Notes allow you to automatically specify metadata (keywords, author, etc.) to all new PDF files that arrive via Image Retriever into a particular folder in PaperPort s Folder View. If a PDF item is put into a folder any other way, Folder Notes will note be applied to it. To add Folder Notes to a folder: 1. In PaperPort s Folder View, right click on a Folder and select Folder Notes Add text to the Subject, Author, and/or Keywords fields. 3. Click on OK to close the Folder Notes window. 4. Now when Image Retriever delivers PDF files to that folder, the Subject, Author, and/or Keywords will be added to that PDF file automatically. Changing Folder Colors in Folder View Changing the color of folders in PaperPort s Folder View makes it easy for you to make frequently used folders stand out so you can access them quickly. 1. From the PaperPort Desktop, in the Folders, right click on the folder. 2. Select Folder Color. 3. From the Set Folder Color window, select the color of your choice, then click on OK. 4. The folder will now be displayed as a different color in the Folders Pane. 40

41 All-in-One Search With PaperPort Professional 11, you can organize and index all of your scanned image files and text based documents. Using PaperPort's All-in-One Search tool, finding the file that you need is as simple as knowing a word or phrase from the file for which you are searching. Documents and images must be added to the All-inOne Search Index before they can be searched upon. To Add One Document at a Time to the All-in-One Search Index: 1. Right click on the image file you want to add to your PaperPort s All-in-One Search index and select Add to All-in-One Search from the drop-down menu list. 2. PaperPort will automatically add the text in the file to the PaperPort All-in-One Search database for text files, image files, and PDF files. To Add All of the Documents and Images in a Folder to the All-in-One Search Index: Note: The first time that you update the All-in-One Search Index, it may take a long time to complete. All future updates will only documents and images that have been changed or edited since the last index. Right click on the folder you want to add to your PaperPort s All-in-One Search index and select Add to All-in-One Search from the drop-down menu list. PaperPort will automatically add the text in the file to the PaperPort All-in-One Search database for text files, image files, and PDF files. The length of time that it will take to complete the All-inOne Search Index depends on the number and size of the documents and images contained within that folder. To Add all of the Documents and Images in All of the Folders Displayed in PaperPort s Folder View to the All-in-One Search Index: Note: The first time that you update the All-in-One Search Index, it may take a long time to complete. All future updates will only documents and images that have been changed or edited since the last index. Go to Tools > All-in-One Search Click on Update Index. PaperPort will automatically add the text in the file to the PaperPort All-in-One Search database for text files, image files, and PDF files. The length of time that it will take to complete the All-in-One Search Index depends on the number and size of the documents and images contained within all of your folders. 2 3 As an alternative, you can click on Index Manager and use its tools to schedule an automatic update of your All-in-One Search Index. For more information about the Index Manager, refer to the PaperPort Help menu. 41

42 Searching for Documents and Images: 1. To find files in any folder (local or network) mapped to your PaperPort Desktop, you need only know a word or phrase contained within the file. 2. Click on the All-in-One Search button on the PaperPort Command Bar to initiate a text sensitive or keyword search. 3. In the Containing indexed text field, type in the word or phrase from the file for which you are searching. Ensure that the Use All-in-One Index and Exact Match options are selected. 4. Then click on the Search button in the Search pane. 5. All-in-One Search will search all documents and images that have been added to the All-inOne Search Index and will return to you a list, ranked by relevance, of all files containing your search criteria. 6. Double click on the file from the search results list and you will be taken to the thumbnail view of that file on your PaperPort Desktop

43 Image Retriever Settings Image Retriever Settings 1. If Image Retriever is already running on your PC, you will see the Image Retriever icon in your Systray in the lower right corner of your Windows Desktop near the clock. 2. If it is not running on your PC, go to Start > All Programs > ScanSoft PaperPort 11 > Image Retriever. The Image Retriever icon will appear in System Tray in the lower right corner of your Windows Desktop near the clock. Adjusting Image Retriever Settings 1. Double click on the Image Retriever icon in the Systray. From the Image Retriever Settings window, select the desired settings for the Image Retriever tool. 2. From the Watch Settings, select if you would like Image Retriever to monitor your inbox, a network folder, or both. 3. Select the interval with which you would like Image Retriever to monitor your selected folder. As an alternative, you can select Never from the Interval for Checking drop-down menu. If you select Never, you can click on the Get Now button to manually retrieve your images. 4. Select how you want PaperPort to behave after documents are retrieved. 5. Select OK to close the window. 43

44 Personalizing an EIP-enabled Xerox MFP Scan to PC Desktop Professional adds the ability to completely personalize your scanning user interface through the Image Retriever software utility at EIP-enabled Xerox MFPs and this scanning user interface is setup from your desktop PC. To configure your scanning user interface from your desktop PC: 1. In the Systray in the lower right corner of your Windows Desktop, right click on the Image Retriever icon and select Settings In the Image Retriever Settings window, click on the Personalized MFP Scanning Wizard button You can select which of your PaperPort Folders you want to appear on your scanning user interface. On the left side of this window, check the box next to the folders that you want displayed. 4. On the right side of the window, you can see a preview of how the folders will be displayed on the scanning user interface at the Xerox device. From the Device panel drop-down menu, you can select the type of Xerox MFP device that you have in your office environment to see how your settings will look on different Xerox MFPs. 5. Use the Up and Down buttons to control the order that the folders will display. Click on the Rename button to change how the name of the folder will be displayed on the scanning user interface at the Xerox device Click on Next. 44

45 7. On the left side of this window, check the OmniPage Workflows that you want to appear on the scanning user interface. (For more information about creating OmniPage Workflows, see the Creating OmniPage Workflows section on Page 46 of this Guide.) On the right side of the window, you can see a preview of how the Workflows will be displayed on the scanning user interface at the Xerox device. From the Device panel drop-down menu, you can select the type of Xerox MFP device that you have in your office environment to see how your settings will look on different Xerox MFPs Use the Up and Down buttons to control the order that the Workflows will display. Click on the Rename button to change how the name of the workflow will be displayed on the scanning user interface at the Xerox device. 10. Click on Next On the left side of this window, check the PaperPort Scanning Profiles that you want to appear on the scanning user interface. (For more information about creating PaperPort Scanning Profiles, see the Creating PaperPort Scanning Profiles section on Page 48 of this Guide.) 12. On the right side of the window, you can see a preview of how the Profiles will be displayed on the scanning user interface at the Xerox device. From the Device panel drop-down menu, you can select the type of Xerox MFP device that you have in your office environment to see how your settings will look on different Xerox MFPs. 13. Use the Up and Down buttons to control the order that the Workflows will display. Click on the Rename button to change how the name of the Profiles will be displayed on the scanning user interface at the Xerox device Click on Finish. Your customized scanning user interface will now be available the next time that you log into your Xerox MFP. You can make changes to your scanning user interface as often as you like by adjusting your settings in the Personalized MFP Scanning Wizard from your desktop PC. 45

46 Creating OmniPage Workflows An OmniPage Workflow consists of a series of OCR steps and their settings. OmniPage Workflows allow you to handle recurring OCR and document conversion tasks more efficiently, because all the steps and their settings are pre-defined. Scan to PC Desktop Professional comes with some built-in OmniPage Workflows that automate many common tasks such as converting images or PDF files to Word or Excel. To create new workflows, use the Workflow Assistant by following these steps: 1. Open OmniPage by going to Start > All Programs > ScanSoft OmniPage 16 > OmniPage Professional Go to Process > Workflows > New Workflow. 3. Click on Fresh Start. 4. In the Workflow name window, type the name of your workflow and click on Next On the left side of the window, you will see Step 1 - Load Files. Check the box for Select files for loading each time this workflow is started and click on Next. 6. At this time, you can select any options of your choice to complete your workflow. In this example, we will create a workflow that takes a hard copy document that we scanned at the Xerox MFP, OCRs it, saves it as a Word document, s this Word document to our colleague John Smith and saves a copy of the Word document into the My Documents folder on our desktop PC. On the left side of the window, you will see Step 2 Recognize Images. Select any appropriate options for the language of the document. Otherwise, just click on Next

47 7. On the left side of the window, you will see Step 3 Correct Recognition Res. Within that Step, click on Click to change step and select Send in Mail. 8. From the File type drop-down menu, select Microsoft Word 2000, XP (*.doc). 9. Click on Properties. 10. If prompted, select your Profile Name. 11. Check the option for Auto-send. 12. In the To field, type the address of John Smith: john.smith@company.com and in the Attachment name field type Contract for review.doc and click on OK and then click on Next. 13. On the left side of the window, you will see Step 4 Save. From the File type dropdown menu, select Microsoft Word 2000, XP (*.doc). 14. Click on Specify Name and Location. 15. Browse to the My Documents folder and in the File Name field, type Contract and click on OK. 16. Click on Finish. 17. Exit out of OmniPage. 18. You will now be able to select this OmniPage Workflow and have it appear on your scanning user interface at the Xerox MFP (see Step 7 on Page 45). In this example, when we select this OmniPage Workflow from our scanning user interface at the Xerox MFP, the document will be scanned at the Xerox MFP, OCRed and converted to a Word document, the Word document will be attached to an out-going addressed to John Smith and a copy of the Word document will be saved to the My Documents folder on our desktop PC

48 Creating PaperPort Scanning Profiles A PaperPort Scanning Profile consists of a series of image settings. PaperPort Scanning Profiles allow you to perform some automated image clean-up and image enhancement at the time of scan. This allows you to handle these recurring image corrections more efficiently because all the steps and their settings are pre-defined. Scan to PC Desktop Professional comes with some built-in PaperPort Scanning Profiles that automate many common tasks such as scanning in black-and-white, grayscale, or color documents, or scanning in color photos. To create a new PaperPort Scanning Profile: 1 1. From the PaperPort Desktop, click on the Scan or Get Photo button on the PaperPort Command Bar. 2. In the Scan or Get Photos pane, click on the Select button and the Available Scanners window will appear Click on PaperPort Virtual PSP Scanner to select it. This selection allows you to create PaperPort Scanning Profiles that can be used by a networked MFP device. 4. Click on OK to close the window. 5. In this example, we will be creating a new PaperPort Scanning Profile for all of the documents that we are scanning from one of our customers ABC Company. All of the documents from this company are skewed, all of the text in the document is a bit too light to read clearly, and there are several blank pages mixed into the documents, and we do not want to retain those blank pages. 6. From the Scan or Get Photo pane, click on New In the Profile name field, type in the name of the scanning profile and click on Continue. 48

49 8 8. Click on the SET tab. 9. In this example, we want to select Autostraighten to correct the skewed documents, we want to select Auto-enhance to have the documents made darker, and we want to select Delete Blank Pages to remove any blank pages from being saved in our final scanned image. 10. Select the Output tab to name the document and select the File Type for the scanned document. Select the Scan tab to select the resolution of the scanned image. Please note that any settings selected on the Output or Scan tabs will replace settings that were selected at the Xerox device. For example, if you have set the Xerox device to scan as a TIF image file, but in the File Type menu on the Output tab you have selected PDF Image, the file will be saved to your PaperPort Desktop as a PDF image file. 11. Click on OK to close the window. 12. You will now be able to select this PaperPort Scanning Profile and have it appear on your scanning user interface at the Xerox MFP (see Step 11 on Page 45). In this example, when you select this PaperPort Scanning Profile from your scanning user interface at the Xerox MFP, the document will be scanned at the Xerox MFP, it will be straightened, it will be made darker, and the blank pages within the document will be deleted before this scanned image is delivered to the PaperPort Desktop