Import Version 4.0
Import What s New in Version 4.0 1 Importing Requirements 2 All Applications 2 Microsoft Paint 2 Installing Import 4.0 3 Introduction to Importing 7 Image Import Software Compatibility 7 7 Print Import 7 Importing Documents 9 Customizations 12 Third-Party Integration 14 Default Settings 15 Windows 95/98/Me Default Settings, B&W 15 Windows 95/98/Me Default Settings, Color 21 Windows NT/2000/XP Default Settings, B&W 28 Windows NT/2000/XP Default Settings, Color 37 I m p o r t i
ii I m p o r t
What s New in Version 4.0 Windows XP Compatibility - Import version 4.0 is Windows XP compatible from a networked station Fully 32-bit - Import version 4.0 has been completely rewritten using all 32-bit modules for increased functionality and reliability Unified Environment - Import version 4.0 now handles import of images and printed documents in one easy to use application DocSTAR 3.0 Enhancements Import version 4.0 has been completely rewritten from the ground up to take full advantage of DocSTAR 3.0 features. These include: The ability to import a document and specify Security Classification, Template, and Folder, in addition to Document Title and Keywords The ability to import documents from multiple machines simultaneously with no chance of conflicts The ability to import documents over a LAN/WAN or over the Internet (using optional Net-Connect module) Multiple Document Import With Import version 4.0, you can now apply the same Keywords, Security Classification, Template, and Folder to individual documents or to entire groups of documents simultaneously Explorer Shell Extension With Import version 4.0 you can import files directly from Windows Explorer by right-clicking and selecting Import to DocSTAR Drag And Drop Importing With Import version 4.0 you can import files by dragging and dropping them onto the DocSTAR icon Directory Import With Import version 4.0 you can import entire directories of files either with the Explorer shell extension or with drag and drop Third Party Integration Import version 4.0 can be integrated with third-party applications by simply telling them to launch Import with certain command-line parameters DocSTAR Version 3.0 Required - Version 3.0 or later is required to support Import 4.0 I m p o r t 1
Importing Requirements DocSTAR Version 3.0 (or later) is required to run Import 4.0. There are also specific requirements for some common applications. All Applications All the document pages must be in the same orientation, either portrait or landscape. Documents with mixed orientation may cause the import to be truncated at the page orientation change. While one application is printing a document, do not use another application to view the printer properties or an error may occur. Color documents and documents with large graphics will print slower than standard documents. Color documents with text may not be clearly readable unless the text portion is enlarged using zoom. This is normal and due to the nature of color documents and their display characteristics. Microsoft Paint Some graphics may not import correctly to the black and white printer driver and will produce a blank image in DocSTAR. If this occurs, turn off the Photo Quality checkbox on the printer s advanced properties panel. 2 I m p o r t
Installing Import 4.0 The steps below install the DocSTAR Import 4.0 Software. 1. Insert the DocSTAR Import 4.0 CD into the CD-ROM drive and run SETUP.EXE. 2. You will see the Welcome screen. Click Next. 3. You will see the Read Me File screen. Click Next. I m p o r t 3
4. You will see the Choose Destination Location screen. We recommend accepting the default option. Click Next. 4 I m p o r t
5. You will see the Start Installation screen. Click Next. 6. You will see the Select Default Printer screen. You can change your default printer to one of the printers installed by DocSTAR 4.0 or you can leave your current printer selected. Click OK to continue. I m p o r t 5
7. You will see the Select Document Import Quality screen. You can choose whether to optimize document importing for speed or quality. Click OK to continue. 8. You will see the Installation Complete screen. You will also be prompted to reboot your machine at this time to complete the installation. Click Finish. 6 I m p o r t
Introduction to Importing Import version 4.0 now handles both Image Import and Print Import in one unified environment. You can now perform Image Importing and Print Importing using the exact same methodology, however the two concepts are actually very different functions. For purposes of clarity, we will discuss both of these now. Image Import Image importing is the process of electronically sending image files directly to the DocSTAR Inbox. If you have image files from other sources, such as another scanner/imaging system or a fax server, you can easily transfer the data from your PC. Image Import software saves you time by eliminating the need to rescan the images into DocSTAR. Software Compatibility DocSTAR Import can directly import the following types of image files: TIFF CCITT Group 4 Compression TIFF CCITT Group 3 Compression (including "Class F") TIFF CCITT Group 3 Modified Compression TIFF Packbits Compression TIFF Uncompressed JPEG PCX (Paintbrush) or DCX (Intel FAX) PDA Uncompressed PDA CCITT Group 3 Compression PDA CCITT Group 4 Compression BMP Files Print Import When you have a document that has been created in a Windows application program such as Microsoft Word, Excel, WordPerfect, or Lotus, it can be sent electronically directly from a networked PC into DocSTAR. This process is referred to as print importing. I m p o r t 7
Once a document has been imported into DocSTAR, it becomes an imaged document; that means, it cannot be altered or edited. The image can be titled and document keywords can be added for retrieval purposes. Import version 4.0 can create these images in a variety of image file formats. You can create the images as monochrome (usually TIFF Croup 4) or as color (JPEG). 8 I m p o r t
Importing Documents To Import Documents: 1) From your PC, open Windows Explorer. 2) Select the file(s) you want to import. These can be individual files or folders, or any combination of the two. If you select a folder, all the files in the folder will be imported. If you select a folder containing sub-folders, all the files in the subfolders will be imported as well. 3) Do one of the following a) Right-click on the file(s) and select Import to DocSTAR b) Drag the file(s) onto the DocSTAR icon on the Desktop 4) Import will now analyze your file selection and determine the best way to handle the import. Any files that Import recognizes as image files will be immediately available for import. For all other files, Import will attempt to print the files with the application they were created in. The resulting image files will then be available for import. If you selected any files that are not recognizable as image files and you do not have the application installed in which they were created, Import will display the following screen: 5) At this point, you have two choices: a) If some or all of the files displayed are image files with an extension that you are certain can be imported directly, select those files and click File Selected. You only need to select one file for each file extension that you want to override. In this case, if you felt that.exe was a valid image file extension (which it isn t), you would only need to select one of the files listed above before I m p o r t 9
clicking File Selected. Once you do this, every file with the specified extension will be imported and Import 4.0 will add the selected extension(s) to the list of valid image extensions for future reference. b) If all of the files displayed are not actually image files, click Ignore All. These file selections will be discarded. 6) Any file printing will now be performed. Your screen may flicker at this time, as documents are printed to the Import 4.0 Printer Driver. This is completely normal, and nothing to be concerned about. It is even possible that some applications may prompt you with a Print Preferences screen before they will complete printing to the Import 4.0 Printer Driver. This is also normal. If this happens, simply click OK or Print on the screen that appears. During the time any printing is occurring, the Import 4.0 screen will be visible: The status bar will display information about any print jobs in progress, and how many print jobs are pending. 7) Once Import 4.0 indicates that it is Ready, you can start to tell it how to import the document(s). As in Print Import 3.0, you can specify the document title and keywords. In addition, you can now specify a security classification, template, and folder to place the imported document(s) into. By default, the Apply to all documents checkbox is selected. If this checkbox is selected when you click Import, the keywords, security classification, etc. will be applied to every document and the screen will close. If you wish to see the list of documents, or wish to apply different selections to different documents, you can uncheck this 10 I m p o r t
checkbox and the screen will expand to show the list of documents that are ready for import: The Documents list displays image files and printed documents. Image files (containing any number of pages) are displayed as single items and are listed by filename. Printed documents (containing any number of pages) are displayed as single items and are listed by document title. The Documents list is multi-select capable. Selecting a single document in the list will bring up detailed information on the selected document in the Document Information panel on the right. If you select multiple documents in the Documents list, no detailed information will be displayed. If the selected document was printed through the printer drivers, the Document Information panel displays the Image Type, Color Depth, Pages, and Text Available. If the selected document is an image file, the Document Information panel displays only the Image Type and Size. If you select one or more documents in the list and click Import, the selected settings will be applied only to those documents, the selected documents will be imported and will be removed from the list. You can then change any desired settings, select another group of documents and click Import again. This can be repeated until the list is empty, at which point the screen will close. Of the various settings on this window, the Title setting is unique. I m p o r t 11
Every other setting on the screen can be applied to one or all of the documents selected. The title can only be specified on a document-bydocument basis. If more than one document is selected in the list, this setting will be unavailable and the title that is applied to the document will be whatever is displayed in the Document list. If you change the title for any document in the Document list, it changes the display name in the list simultaneously. If you make a mistake while editing the title of a document, you can (before leaving the field) press Ctrl-z on the keyboard, and the document title will be restored to the way it was before you started editing it. If any of the printed documents were created by the printer driver with an associated text file, the Save Text checkbox will be enabled. If this item is checked when you import a document, then any associated text files will be imported along with the document and made available as document text. When there are no more documents to be imported the screen will close. The document(s) will be imported to the DocSTAR Inbox usually within one minute. NOTE: The word, IMPORT, will be automatically added as a document keyword. Customizations There are a variety of ways to customize Import version 4.0 to better suit your individual needs. Here is a brief summary: Color Document Importing By default, Import 4.0 imports all documents as monochrome Group 4 TIFFs. There may be certain types of documents that you prefer to import in color. To do this: 1. Open DocSTAR.ini in any text editor 2. In the [PrintImport] section add the setting ColorDocExtensions=xxx;yyy where the value of the setting is a semicolon-delimited list of file extensions that you would like to be printed in color. For example, if you put the value XLS in this list, all excel documents will be printed using the color printer driver instead of the monochrome driver. 12 I m p o r t
Specific Print Settings In addition to setting the printer to print documents to, you can also customize each printer driver to a much greater extent by modifying the Printer Preferences for each printer driver. For example, by default monochrome documents will print as 300dpi Group 4 TIFFs and color documents will print as 300dpi 24-bit JPEGs. You can change these settings to suit your needs. To do this: 1. Open Control Panel 2. Open the Printers Control Panel applet 3. Right-click the printer driver you want to modify (either DocSTAR Import B&W or DocSTAR Import Color) and select: a. Properties in Windows 95/98/Me b. Printing Preferences in Windows NT/2000/XP 4. From here you can adjust such items as: a. Paper size and orientation b. Image resolution c. File Format d. Text file creation e. Photo quality (dithering) f. And much more 5. Do not modify anything on either the Filename Generation or Start Application tabs, as these settings are required for Import 4.0 to function properly. The 300 dpi setting is recommended for most documents unless a very high volume of documents are being processed and image size or import speed is an issue. The Low Resolution setting is the same as a Fax machine's FINE resolution (approximately 200 dpi). The Draft setting is similar to STANDARD Fax resolution (approx. 200 dpi x 100 dpi). Defaults Most of the settings that you see on the Import 4.0 screen are remembered between sessions. The settings Apply to all Documents, Save Text, Security Classification, Template, and Folder are all memorized when you click the Import button. For example, if Apply to all Documents is unchecked when you click Import for the final set of documents, then the next time you import I m p o r t 13
documents, the screen will appear with Apply to all Documents unchecked. Other DocSTAR.ini Settings There are several other settings you can modify in DocSTAR.ini that will modify the way Import 4.0 behaves. To change any one of these settings, add the appropriate setting/value pair to the [PrintImport] section of DocSTAR.INI: VisibleUI=-1 Sets if the DSImport user interface is visible, 0=off (Default= -1 if not present). Set this to 0 if you just want documents to import directly to the DocSTAR Inbox, without any user intervention. Import will use the memorized settings described in Defaults above. TimeoutPrintStart=60 Sets # of seconds to wait for the first print job to start. Default= 60 if not present TimeoutPrintFinish =60 Sets # of seconds to wait for the current print job to finish. Default= 600 if not present TimeoutPrintNext =60 Sets # of seconds to wait for additional print jobs to start. Default= 5 if not present Third-Party Integration For various reasons, you might want to integrate Import 4.0 with an external third-party application. For instance, you might have another imaging program that you want to export images from and import them into DocSTAR. Or you might simply want to create a DOS batch file to import images into DocSTAR. For whatever reason you have, you can now import images easily into DocSTAR. To do this, you simply need to tell your program to launch the Import 4.0 Handler (C:\DocSTAR\DSImportHandler.exe) with the path to the image or document file(s) in the command line. If you are importing multiple files, separate the filenames with a space. Additionally, it is a good idea to enclose the filenames in quotes, in case one of the filenames contains a space. Here is an example: C:\DocSTAR\DSImportHandler.exe "C:\WINNT\River Sumida.bmp" C:\WINNT\Rhododendron.bmp You may add as many filenames to the command line as you want, but you must keep in mind that Windows imposes a 2KB limit to the size of a command line 14 I m p o r t
Default Settings The following screen diagrams show the default settings for each DocSTAR Import printer device (B&W and Color on Windows 95/98 or NT). If you experiment with these settings, you may need to refer to these diagrams to restore them to the defaults. Windows 95/98/Me Default Settings, B&W DocSTAR Import B&W (Windows 95/98/Me) General Options I m p o r t 15
DocSTAR Import B&W (Windows 95/98) Details Properties 16 I m p o r t
DocSTAR Import B&W (Windows 95/98) Device Settings Properties I m p o r t 17
DocSTAR Import B&W (Windows 95/98) File Formats Properties 18 I m p o r t
DocSTAR Import B&W (Windows 95/98) Filename Generation Properties (Do Not Alter) I m p o r t 19
DocSTAR Import B&W (Windows 95/98) Start Application Properties (Do Not Alter) 20 I m p o r t
Windows 95/98/Me Default Settings, Color DocSTAR Import Color (Windows 95/98/Me) General Options I m p o r t 21
DocSTAR Import Color (Windows 95/98) Details Properties 22 I m p o r t
DocSTAR Import Color (Windows 95/98) Color Management Properties I m p o r t 23
DocSTAR Import Color (Windows 95/98) Device Settings Properties 24 I m p o r t
DocSTAR Import Color (Windows 95/98) File Formats Properties I m p o r t 25
DocSTAR Import Color (Windows 95/98) Filename Generation Properties (Do Not Alter) 26 I m p o r t
DocSTAR Import Color (Windows 95/98) Start Application Properties (Do Not Alter) I m p o r t 27
Windows NT/2000/XP Default Settings, B&W DocSTAR Import B&W (Windows NT/2000/XP) General Options 28 I m p o r t
DocSTAR Import B&W (Windows NT/2000/XP) Sharing Properties I m p o r t 29
DocSTAR Import B&W (Windows NT/2000/XP) Ports Properties 30 I m p o r t
DocSTAR Import B&W (Windows NT/2000/XP) Advanced Properties I m p o r t 31
DocSTAR Import B&W (Windows NT/2000/XP) Color Management Properties 32 I m p o r t
DocSTAR Import B&W (Windows NT/2000/XP) Device Settings Properties I m p o r t 33
DocSTAR Import B&W (Windows NT/2000/XP) File Formats Properties 34 I m p o r t
DocSTAR Import B&W (Windows NT/2000/XP) Filename Generation Properties (Do Not Alter) I m p o r t 35
DocSTAR Import B&W (Windows NT/2000/XP) Start Application Properties (Do Not Alter) 36 I m p o r t
Windows NT/2000/XP Default Settings, Color DocSTAR Import Color (Windows NT/2000/XP) General Options I m p o r t 37
DocSTAR Import Color (Windows NT/2000/XP) Sharing Properties 38 I m p o r t
DocSTAR Import Color (Windows NT/2000/XP) Ports Properties I m p o r t 39
DocSTAR Import Color (Windows NT/2000/XP) Advanced Properties 40 I m p o r t
DocSTAR Import Color (Windows NT/2000/XP) Color Management Properties I m p o r t 41
DocSTAR Import Color (Windows NT/2000/XP) Device Settings Properties 42 I m p o r t
DocSTAR Import Color (Windows NT/2000/XP) File Formats Properties I m p o r t 43
DocSTAR Import Color (Windows NT/2000/XP) Filename Generation Properties (Do Not Alter) 44 I m p o r t
DocSTAR Import Color (Windows NT/2000/XP) Start Application Properties (Do Not Alter) I m p o r t 45